International Society for the Study of Behavioural Development (ISSBD)

Guidelines for Submitting a Bid to Host Biennial Meetings

1. THE SOCIETY

Historical overview of ISSBD

The International Society for the Study of Behavioural Development (ISSBD) is a truly international organization with over 1000 members from over 50 countries and welcomes researchers from any scientific discipline interested in human development. Founded in 1969, the Society exists to promote and facilitate

  • the integration of research on human developmental processes throughout the life span,
  • the integration of different methodologies employed in the study of human development,
  • the integration of different national research projects concerned with the same or similar areas of development, and
  • international communication and exchange of information concerning current and future research.

A major way in which ISSBD fulfils these objectives is by holding and/or organising conferences and symposia. In particular, the Societysets great store by (and is justifiably proud of)itsBiennial Meetings. Since the first Meetings in Nijmegen in 1971, the Netherlands, which was attended by some 200 people, its importance has grown so that recent Meetings have attracted up to 1,300 participants. The influence of the Meetings is evident throughvarious factors, such as increased investigator interest in cross-cultural and cross-national studies of behavioural development and through the numerous international research efforts originating from them, by the increase in ISSBD membership in countries organizing Meetings, and by the Society’s enhanced visibility to philanthropic foundations and research organisations. To date, the Society has held 21Biennial Meetings on six continents: eleven in Europe, five in North America, one in South America, two in Asia,one in Australia and one in Africa.

To date, Biennial Meetings of the International Society for the Study of Behavioural Development have been scheduled as follows:

1971: Nijmegen, Netherlands / 1973: Ann Arbor, Michigan, USA / 1975: Guildford, UK / 1977: Pavia, Italy
1979: Lund, Sweden / 1981: Toronto, Canada / 1983: Munich, Germany / 1985: Tours, France
1987: Tokyo, Japan / 1989: Jyväskylä, Finland / 1991: Minneapolis, USA / 1993: Recife, Brazil
1994: Amsterdam, Netherlands / 1996: Quebec City, Canada / 1998: Berne, Switzerland / 2000: Beijing, China
2002: Ottawa, Canada / 2004 Ghent, Belgium / 2006 Melbourne, Australia / 2008 Würzburg, Germany
2010: Lusaka, Zambia

As can be seen, the Society prefers to rotate the location of its Meetings across continents. In the past this has been primarily between Europe and North America, where the majority of its membership are placed. Future sites, however, are expected to include Africa and other regions of the world as the Society is particularly interested in increasing its outreach in this direction.

For more information on the history of the Society see

Hartup, W. W. (1996). The International Society for the Study of Behavioural Development after 25 years: Retrospect and prospect. International Journal of Behavioral Development. Vol 19(2), 243-254

Silbereisen, R. K. (2003). The International Society for the Study of Behavioral Development. In J. R. Miller, R. M. Lerner, L. B. Schiamberg & P. M. Anderson (eds.), Human ecology: An encyclopaedia of children, families, communities, and environments. Santa Barbara, CA: ABC-Clio.

ISSBD organisational structure

The affairs of the Society are conducted by an Executive Committee (EC), which ischaired by the President and includes the other Officers of the Society as well as nine general members. Besides the President, the officers are the Past-President or the President-Elect (whichever is the current office),the Secretary General, the Treasurer and the Membership Secretary (the latter two posts usually being handled by one person). These officers, together with the President, form the Steering Committee responsible for the day-to-day running of the Society.

The Executive Committee is bound by the Society’s constitution to meet at least once every two years,and to hold a General Assembly of the Societyon the occasion of the Biennial Meetings. By tradition, the EC also meets in non-Meetings years on the occasion of the Meetings of the Society for Research into Child Development (SRCD) or of other learned Societies.

Among many other issues, the Executive Committee is also responsible for choosing the Chair of the Conference Committee that oversees the Biennial Meetings for the Society. For further information on this and on the organisational structure of the Society see Article V p15 of the constitution and byelaws and the ISSBD website at respectively.

2. THE MEETINGS

Goals of the Biennial Meetings

The Biennial Meetings of the International Society for the Study of Behavioural Development are intended to:

  • aid the Society in meeting its general objectives
  • promote communication and contact amongresearchers in human development from across the world and therefore must facilitate the attendance of participants from financially disadvantaged regionsand ensure no exclusion on any grounds such as ethnicity or religion
  • create opportunities for participants to inform and be informed about developments, latest discoveries and advances in the field of human developmental and associated fields
  • stimulate collaborative research and the development of cross-national and cross-cultural programs and projects
  • enable young scientists to meet and exchange with experts and senior researchers
  • encouragenetworking among all scientists interested in human development
  • be available to all ‘without let or hindrance’ in accordance with the principles of the free Movement of Scientists of the International Council of Scientific Unions (ICSU).

Use of an external professional congress organizing firm

The assistance of a professional congress organiser may be helpful to the prospective local organiser both in submitting a proposal and in the organization of the Meetings. ISSBD is in favour of this provided the related expenses are not such as to endanger the overall success of the Meetings. For this reason ample time should be taken to explore all available firms and to ask for detailed information about services and costs as these can vary considerably. It is also advisable to get recommendations from colleagues or other congress organisers, if possible. The extent and cost of such assistance should be outlined clearly in the budget submitted. It should also be noted that such cooperation is entirely at the risk of the organisers and that any contract entered into with a professional congress organiser will be between the local organiser and the company alone. No part of the contract signed between ISSBD and the local organiser can include any such organisation.

Personal risk

Several past congress organisers have created a foundation through which to handle congress organisation in order to avoid any personal (primarily financial) risk (personal indemnity) – this is to be recommended. If the congress organiser is related to a university and is using the university as a base for the congress, it is possible that the university can help in this direction. Such assistance may also be forthcoming when using an external congress organising firm.

Submitting a proposal for the Biennial Meetings

Proposals are welcome from all individuals who are members of ISSBD and who can demonstrate personal capability, institutional support, and the scientific-network necessary for organizing such an undertaking.

Process for submitting a proposal:

  • A preliminary proposal in the form of a formal letter shouldbe sent to the President of ISSBDapproximately 6 years prior to the year in which the Meetings will be held.
  • The letter should set out who is interested in organizing the Meetings (add information on scientific and organizational credentials), why the proposed location would meet the requirements of the Society, what facilities would be available, and what institutional support would be forthcoming. General acceptance of ISSBD’s code of profit/loss sharing (see section3 on budgetary matters) should also be included at this stage.
  • The preliminary proposal is put to the Executive Committee, ISSBD by the President. Upon receipt of an initial OK from the Society a draft proposalshould be submitted to the President in time to be an agenda item at the Executive Committee meeting at least 4 years prior to the year in which the Meetings will be held.
  • The draft proposal should include:
  • a description of the proposed venue including congress location, plus information concerning available facilities, number and size of rooms available to the Meetings and accommodation facilities(e.g.,number and price range and distance from Meetings location.) It is often recommended that congress organisers try to work with a university as much as possible because overheads in term of room hire, technical equipment and facilities, staff,and the like are much less than when using private organisations.
  • the rationale for holding the Meetings at this (national and immediate) location, including information on ease of access for international travellers, cultural benefits, and so forth.
  • a draft budget (see appendix 1) including anticipated number of participants, level and range of registration fees for various groups of participants, other sources of income (including expected applications to funding bodies) and expected major expenditures. Acceptance of the Society’s code for profit/loss sharing should also be included here.
  • a plan outlining the timetable and stages in preparation of the Meetings (see appendix 2).
  • the names of senior scientists from the country or region who will form the preliminary organising committee.
  • an outline of how the Meetings will meet the aims of the Society (see page 1 of these Guidelines).
  • in particular, a detailed statement concerning what will be done to assist the participation of scholars from countries with low income levels (such as, reduced registration fees, provision of low-cost accommodation, applications for specific additional funding).
  • a specific statement that the host country/organisation will make the Meetings available to all ‘without let or hindrance’ in accordance with the principles of the free Movement of Scientists of the International Council of Scientific Unions and that the organizers will support the intentions of ISSBD as set out in these Guidelines.

Selection procedure

If more than one application to organize ISSBD Biennial Meetings is received, the decision of the Executive Committee will be influenced by:

  • the overall quality and detail of the proposal,
  • satisfactory facilities for holding the Meetings,
  • availability of adequate infrastructure, (i.e. transportation, accommodation, etc),
  • level of support offered byscientific foundations, philanthropic societies, local organisations andother bodies,
  • staffing levels and experience of the organisers,
  • level of local interest – historical, cultural, etc.

As a rule, a member of the Steering Committee, ISSBD, will make a site visit at this stage. This will be at the expense of the applicant.

The decision of the Executive Committee will be conveyed to the applicant by the President.

If no amendments are required then the draft proposal becomes the final proposal. In the event of amendments being required then the revised proposal should be submitted to the EC via the President within the time stipulated. The revised proposal will then be discussed and the final decision of the EC conveyed to the local organisers via the President.

The final agreement of the EC to the proposal to organise the Biennial Meetings will be by letter to the local organiser signed by the President.

Once an agreement has been reached, a contract setting out the commitment of both parties will be signed by the President on behalf of the ISSBD, and by the Chair of the Local Organizing Committee on behalf of the future organisers.

General organisation

ISSBD

The Chair of the Local Organizing Committee (LOC)will be the Chair of the Biennial Meetings.

ISSBD will nominate a liaison officer (or committee if necessary) to liaise with the local organisers. The Liaison officer will make at least 1 site visit, at least 1 year prior to the Meetings. The cost of this visit will, if necessary, be met by the local organisers of the Meetings.

The Local Organizing Committee

Once the agreement to hold the Biennial Meetings has been formalised, an LOC should be formed. The local organiser shall be the Chair of this committee, and will also be the contract signatory on behalf of the LOC.

The local organising committee

  • shall includethe local organiserand representatives of local or regional academic and other institutions (as appropriate). Note: members should be chosen for their ability and willingness to be active rather than be invited as titular members.
  • should have a clear internal structure with clearly defined individual responsibilities.
  • has clear responsibility for organising all aspects of the Meetings.
  • should liaise with ISSBD as necessary and as requested by the EC.
  • should report to the ECvia the President of ISSBD at least every 6 months during the first 3 years and every 3 months during the two years prior to the Meetings.
  • should provide the Society with a full financial report after the congress (see section 4 on reporting).
  • make mailing lists and any other documents concerning the Meetings available to the Society for use at future Meetings or Workshops.

International Program Committee

As soon as possible after the formal contract has been signed, the International Program Committeeshould be established. This committee:

  • is the responsibility of the Executive Committee of ISSBD.
  • has the ultimate say in all decisions related to the scientific program, its content, and the personnel involved in its delivery.
  • shall comprise members of ISSBD (including amongst others, the Treasurer and Membership Secretary, and the Secretary General) and members local to the site of the Meetings.
  • shall be co-chaired by ISSBD President and chair of Local Organization Committee.
  • shall reflect in its membership the diversity of ISSBD membership in terms of geographical distribution, fields of scholarly interest within developmental psychology, periods of the life span, and other criteria as deemed appropriate.
  • have members who are highly visible internationally and who can offer the level of expertise necessary to support the local organisers in setting up the scientific content of the Meetings.

Development of the Meetings

As soon as possible after the formal contract has been signed the Local Organising Committee should

  • establish a website on which details of the draft proposal, budget, names and contact addresses of all involved in organising the Meetings should be posted – this is not to be in the public domain but accessible only by members of the EC, ISSBD and the local organising committee – or a temporary public site can be established giving the site and dates of the Meetings and with a secure area for organisational purposes as above.
  • draw up a detailed plan that will set out:
  • categories of program items (poster sessions, key note addresses, symposia etc)
  • suggestions for satellite meetings (pre-conference workshop etc)
  • cultural events (pre and post-conference tours, theatre visits, etc)
  • social programs (opening ceremony, conference dinner etc).

Following the initial set up of the structure for organizing the Biennial Meetings, the Local Organising Committee needs to continue toplan the Meetings with the following in mind:

  • Announcing the Meetings via the Society website, Journal, Newsletter and other like outlets and issuing a Call for Papers.
  • Setting up and developing a website of a sufficiently high standard to allow (amongst other things) information concerning all aspects of the Meetings to be easily accessible and clearly understood, enable participants to register for the Meetings (and to chose appropriate level of registration fee), to book accommodation, check progress of their application to present a paper/poster/symposium, book items from the social program, have questions answered promptly and efficiently.
  • Creating a database of participants, keynote speakers, etc.
  • Setting up a process for dealing with the submission of papers/posters/symposia etc – selection of papers etc. Reviewers are members of the Scientific Committee plus ad hoc reviewers chosen by the committee.
  • Establishing a program for the Meetings.
  • Forums and Workshops.
  • Keynote and invited speakers.
  • Scholarships.
  • Ongoing development of budgetary matters, including Registration fee structure (see example in Appendix 1) - handling the budget and all things financial.
  • Sponsorship and Exhibitions.
  • Social Program.
  • Accommodation.
  • Travel.
  • Contact - structure for liaison between various organisational groups.
  • Requirements of ISSBD – President’s reception, provisions of rooms for meetings of the EC and the ISSBD general assembly (at no cost to the Society), arrangements for the pre conference workshop, opening ceremony, award-giving etc.

In Appendix 2 a guide to the timing of events is given but, as notedthere, this should only be taken as an example and guide and not as a comprehensive list of tasks to be undertaken or a hard and fast rule with regard to the timing of events.

Membership recruitment in connection with the Biennial Meetings

The Biennial Meetings are a key opportunity to recruit new members for ISSBD. In order to capitalise on this opportunity, the following agreements to recruit more members are made:

  • Persons who pay the non-member registration fee for the conference and, at registration at the conference, indicate that they want to become a member should be eligible for a special membership offer.
  • This special offer means that part of their conference fee will be used for a one-year membership of ISSBD. The money will be used for a one-year membership starting with the issue following the Biennial Meeting, or should the member prefer, the current volume.
  • The conference organiser pays to the Society one-half of the member/non-member differential in the conference registration fee, which is equal to one-half of one year's dues; the other one-half of the fee differential is used to support the conference. The conference registration fee differential for student members and student non-members should equal the one-year student membership, and is handled the same way. No two-year membership offers are available within this procedure.
  • Conference organisers are expected to place a membership form in the conference programme. These forms should be collected in a box at the registration desk.
  • At the registration desk, assistants are expected to have a proactive approach, that is, ask the delegates whether they are members and if not, offer them the opportunity to join at the desk.
  • After the conference, the organizers are expected to send an e-mail to all non-members after the conference highlighting the membership benefits and offering them the opportunity to join the Society. Note that this does not comprise the special offer of combining conference registration and membership fee.
  • After the conference, the membership applications are collected by the conference organisers and forwarded to the Society (at the moment to the publisher who handles membership), so that proper membership files can be established, and these individuals can be made eligible for the journal and newsletter.

Exhibition Booth for the Publisher