Guidelines for Hosting the IAU Executive Committee Meeting

General Information

The Executive Committee consists of the President of the Union, the President-Elect, six Vice-Presidents, the General Secretary, and the Assistant General Secretary elected by the General Assembly on the proposal of the Special Nominating Committee (SNC). The Executive Committee is seconded by two Advisors, namely the past President and the past General Secretary. The nine Division Presidents usually also participate in the meetings of the EC. Also present are the 2 members of the Paris Secretariat staff. Therefore the meeting is expected to include a total of 23 participants. The IAU Executive Committee meeting lasts for 4- 5 days and takes place every year in early May, typically from Monday-Thursday.

General Conditions to Host the IAU EC Meeting

  • Solid coordination between the Secretariat in Paris and the local organisers
  • A venue with 2 conference rooms (Wi-Fi is mandatory as well as projection equipment for presenting documents/presentations and audio-visual equipment for videoconferences)
  • A room for the Secretariat equipped with a printer/copier and telephone
  • The local organisers will usually cover the cost of the coffee breaks and lunches for the meeting days
  • The local organisers will organise and host a social dinner with all the EC members, accompanying persons and local scientists allowing an opportunity for the EC participants to meet the colleagues
  • The local organisers will assist the Secretariat in:
    • finding good-quality lodging for the participants
    • organising a local tour or cultural event for Monday
    • preparing a parallel programme for the accompanying persons during the EC meeting,
  • The local organisers will provide or help to organise transportation for the EC members between the hotel and meeting venue as well as for dinners and social tours
  • The local organisers will help the Secretariat with VISA assistance when necessary.

Prepared in Paris, 15 November, 2018

Approved at the EC Meeting 103, Roma, May 2019