Site Comparison Committee (2022-2023)

Chair: Fiona Darbyshire IASPEI CANADA
Members: Isabelle Ansorge IAPSO SOUTH AFRICA
Kosuke Heki IAG JAPAN
Andrew Mackintosh IACS AUSTRALIA
Stefania Sparnocchia IAPSO ITALY
Eduard Petrovsky, ex-officio IUGG CZECH REPUBLIC

Purpose

The function of the Site Comparison Committee (hereinafter “SC Committee”) is to evaluate all invitations (bids) to host an IUGG General Assembly. The bids should be received 6 months before the General Assembly (By-Law 6). The Guidelines on proposals to host an IUGG General Assembly are placed on the IUGG website:
http://www.iugg.org/assemblies/Invitation_Host_IUGG_GAs.pdf
http://www.iugg.org/assemblies/Guidelines_IUGG_GAs.pdf

Membership

At least 12 months before a General Assembly, the IUGG President shall appoint a SC Committee experienced in the logistics of convening Union or Association Assemblies, with the advice and approval of the Executive Committee. The SC Committee shall consist of a Chair and at least three other members (Guidelines on IUGG Administration, Clause IXh).

Responsibilities

  1. The SC Committee should establish criteria for assessment of the bids. The criteria should be based on (but not limited by) the following basic statements:
    • Who are the inviting body/bodies (e.g., the official host body; other supporting institutions; government support to assure free circulation of scientists, consistent with the ICSU/ISC “Principle of Universality.”)?
    • What is the quality and space of the venue/venues, including:
      (i) Maximum number of participants who could attend;
      (ii) Meeting facilities: number of halls; rooms of various sizes and technical equipment; poster facilities, etc.
      (iii) Space and facilities for the Bureau, Finance Committee and Association offices;
      (iv) Rooms for meetings of the Council, the Executive Committee, the Bureau and the Finance Committee;
      (v) Possibility to hold virtual and hybrid meetings (e.g., technical equipment, pricing etc.);
      (vi) Accommodations: range of lodging types and costs; distance from meeting facilities;
      (vii) Child and health care facilities at the venue and nearby;
      (viii) Proposed dates for an Assembly of ten days in length, taking into account availability of facilities and suitability of weather.
    • What is the financial obligation of the host? IUGG expects that the host will take full responsibility for the financial affairs of a General Assembly. However, it is desirable to assess:
      (i) Resources available for the preparations leading up to the General Assembly and for preparing the Comptes Rendus following the Assembly;
      (ii) Possibilities for support from governmental, industrial, and commercial bodies in order to minimize registration fees;
      (iii) Possibilities for fund-raising to support young scientists from developing countries to attend the Assembly.
    • Which sustainable practices does the venue offer?
      Considering Resolution 1: Reducing the Carbon Foot Print by the Research Community of the IUGG General Assembly 2019, the host should outline how the venue can contribute towards realizing a sustainable event (e.g., reductions of greenhouse gas emissions, use of plastic, food/paper/energy waste etc.). Does the venue follow any codes of sustainability or best practices? Is the venue certified to hold green meetings?

  2. In the case of a single bid, if the SC Committee decides that an on-site assessment of the venue is required, the Chair of the Committee should submit a report to the Bureau about difficulties in assessment of a bid without on-site assessment. The Bureau will consider the report and, if it agrees, financial support to one of the SC Committee members will be provided for an on-site assessment. If approved, the SC Committee member will prepare a report on the site visit with the advantages and disadvantages of the venue, to be discussed by the SC Committee. The Committee will submit a report to the IUGG Secretary General not later than 3 months before the General Assembly. The Bureau will decide whether the bid is of sufficient quality to be presented to the IUGG Council.

  3. In the case that more than two bids are submitted, the SC Committee should prepare a ranked list of the invitations and a report on the ranking explaining all the advantages and disadvantages of each bid. The report should be submitted to the IUGG Secretary General not later than 3 months before the General Assembly. The Bureau will decide on two potential candidates to host the next General Assembly. The two candidates will be invited to the Council meeting to give a presentation.

  4. The Chair of the SC Committee should present a report to the IUGG Council before their final vote. The IUGG Council decides which bid to accept.

Term of Office

The term of office of the SC Committee shall be until the closure of the IUGG General Assembly following after the appointment of the SC Committee.