This document contains the information needed by those who wish to consider hosting a conference (see the first section). It then continues with guidelines for those are who are actually organising a future conference.

The text is a long one - equivalent, perhaps, to 35 typed pages. It contains all the information necessary for hosting an International Conference on the History of Cartography. It does not all have to be read at once! Indeed, as it is arranged in the order you are likely to need the information, it can be read in sections. Use the hypertext CONTENTS headings or the separate INDEX to select the topic(s) you need.

While the document may look complicated, recent organisers have found it was very helpful to have full and clear guidelines to follow, and most of the standard correspondence and instructions for speakers, etc. prepared in advance.

Please download the TIMETABLE to remind yourself when the next action is due.

You might find it convenient to print the whole document.   But remember that these 'guidelines' are dynamic.  They have changed significantly in the light of recent conferences and are likely to change in future.  So, if you do print out these pages, be sure to look regularly at the 'updates statement' (just below). If you want a complete set of hard copies, you might like to know that this document - besides its many internal links - also carries links to these other pages:-

• A Summary Timetable for Organisers
• Audio-visual requirements questionnaire
• Draft Letters announcing the results of the selection process
• Guidance notes for speakers
• Guidelines for the Chairmen of paper sessions
• ICHC Index
• Questionnaire and guidance notes for those presenting a display in the Poster Session

Alterations are made from time to time. Where these are extensive or significant, this fact is noted in the section concerned, e.g.:

• February 2007: section 1.5 and the 'Guidelines' note immediately below this
• August & September 2005, following the Budapest conference, affecting particularly 1.5, 1.6, 9.3, 10.4, 11.3, 11.4, 11.5
• October 2003, in the light of the 2001 Madrid and 2003 New England conferences. The assistance of the organisers of ICHC 2003 is gratefully acknowledged. Many of their suggestions have been incorporated.

Much of the following text contains suggestions to help the local organisers make their own decisions. Some sections, however, should be understood as requirements. This reflects a division of responsibility between Imago Mundi Ltd and the local organisers. IM Ltd is responsible for the international reputation of this series of conferences (started in 1964). It seeks to represent the wishes of the international community, and is concerned specifically with matters relating to the academic programme and the size of the conference fee. Other financial matters, and all ‘local’ issues, are left to the conference organisers.

The sections to which Imago Mundi Ltd attaches the greatest importance are 1.5 and 1.6. Those offering to host a conference must agree to what is stated there. Other requirements are marked elsewhere in bold, or will be evident from the language used.

If any potential organiser is unclear as to what is or is not a requirement they should ask for advice.

February 2007

1. Offering to host a conference

• 1.1. The next venue to be decided
• 1.2. Submitting a proposal to host a conference
• 1.3. Timing
• 1.4. Venue
• 1.5. Academic programme
• 1.6. Languages
• 1.7. Exhibitions
• 1.8. Information to be supplied to the Imago Mundi Board
• 1.9. Previous conferences (1964- )

2. Early planning (up to the Invitation Leaflet)

• 2.1. Organising Committee
• 2.2. Deciding on the conference date
• 2.3. Simultaneous translation
• 2.4. Invitation Leaflet

3. Finance

• 3.1. Numbers attending and previous Paper and Poster totals
• 3.2. Registration fee
• 3.3. Payments
• 3.4. Refunds
• 3.5. Students
• 3.6. Sponsorship
• 3.7. Budgeting

4. Conference Programme ('Call for Papers')

• 4.1. Mailing list
• 4.2. Decisions required for the 'Call for Papers'
• 4.3. Planning the overall programme
• 4.4. Pre-conference day
• 4.5. Papers
• 4.6. Concurrent sessions
• 4.7. Posters
• 4.8. Special sessions (Theory, workshops, round-tables, discussion)
• 4.9. Opening and Closing Ceremonies
• 4.10. Exhibitions

5. Social Activities

• 5.1. Meals and refreshments
• 5.2. Receptions
• 5.3. Farewell Dinner
• 5.4. Local atmosphere and style
• 5.5. Visits and Excursions
• 5.6. Post-conference tour(s)

6. Accommodation and Travel

• 6.1. Accompanying Persons
• 6.2. Local and travel information
• 6.3. Conference map
• 6.4. Travel Grants

7. Communication

• 7.1. Communication in general
• 7.2. Email

8. Publicity

• 8.1. Media
• 8.2. Timing

9. Paper and Poster Selection

• 9.1. Selection process
• 9.2. Reserves
• 9.3. Instructions to speakers
• 9.4. Drawing up the final paper programme
• 9.5. Chairmen
• 9.6. Poster selection

10. Preparing for Registration

• 10.1. Registration packs
• 10.2. Special information
• 10.3. Name badges
• 10.4. Publications to be included in the Registration pack
• 10.5. Audio-visual requirements

11. Running the Conference

• 11.1. The Registration process in detail
• 11.2. Travel agent
• 11.3. Paper sessions
• 11.4. Audio-visual procedures
• 11.5. Poster session
• 11.6. Local organisers
• 11.7. Announcements
• 11.8. Notice board
• 11.9. Internet access

12. After the Conference

1. Offering to host a conference

1.1. The next venue to be decided

The Board of Imago Mundi Ltd, which co-ordinates this series of conferences, will be inviting proposals in 2008 for hosting the 2013 conference. If you think you might be interested in hosting that conference, please read through the rest of this first section of the 'Guidelines for those organising future International Conferences on the History of Cartography', i.e. down as far as 'Previous Conferences'. The comments below are intended to assist potential hosts to prepare a strong case.

It is not essential that you read through the rest of the long document that follows this first section. However, if there are particular topics that you wish to know more about, use either the Contents or the Index to identify them, or follow up the occasional links provided.

If you are considering submitting a proposal you should get in contact with the Chairman of Imago Mundi Ltd, no later than 1 September 2008. Contact details: Tony Campbell, 76 Ockendon Road, London N1 3NW, UK, Email: t.campbell(at) ockendon.clara.co.uk [NB replace (at) with @]. A final proposal needs to be submitted by 1 December 2008. Proposals will then be considered by the Board of Imago Mundi Ltd. It is hoped to announce the result in Spring 2009.

1.2. Submitting a proposal to host a conference

The formal invitation, addressed to the Chairman of the Board of Imago Mundi Ltd (see above), should come from the head of an appropriate organisation or institution. The financing of each conference is managed entirely by the local organisers. The sponsoring institution, or some other, should agree to underwrite the financial costs of the conference, in the event of an overall loss. Any profit would be retained by the local organisers. The invitation should give the names of the members of the organising committee and the institutions they represent.

1.3. Timing

1.4. Venue

1.5. Academic programme

The host country may schedule sessions on its own cartographic history, but such papers should normally comprise no more than 20-25% of the total papers. + Each paper should last 20 minutes.

* The host country is encouraged to suggest between one and four themes for some of the sessions. The topics should be agreed with Imago Mundi, and need to be scholarly, international and wholly related to the history of cartography. The statement in the Call for Papers should end with: '...and any other aspect of the history of cartography'. In practice, the majority of papers may fall outside the specified themes, and no paper should be rejected merely because of that fact.

+ All papers must primarily concern the history of cartography, i.e. the interdisciplinary study of maps, their making, and their use in the past. Participation from other academic disciplines - art history, history of science, literature studies, cultural history, etc. - should therefore be actively encouraged. At the same time, papers are to be discouraged if they concern related subjects (e.g. historical geography, the history of discoveries, and the use of maps for current political argument or for specific information about past landscapes).

+ Imago Mundi Ltd is committed to the principles of intellectual freedom. The conferences it coordinates are wholly international and entirely non-political. Selectors from the host country should be aware that proposals for papers and posters must be judged on their value for historical research and intellectual rigour alone.

The aim of the organising committee should be to include as many high-quality papers as possible. To this end, the holding of concurrent sessions may need to be considered. A Poster Session should also be planned.

The combined total of papers delivered and poster session places should not be less than that of recent conferences.

* The Imago Mundi Board will appoint two of its Directors to the Selection Committee, one of whom might serve as chair. These would be historians of cartography from other countries (with a broad understanding of the subject) who can assist the local committee. + All abstracts must be submitted in English, even if the paper or poster would be in another language.

* It is important that the selection meeting is held face-to-face, rather than via email. Imago Mundi Ltd, which does not otherwise provide funds towards ICHC meetings, is therefore prepared to pay the travel fares of the two Directors who attend the selection meeting, if local funding is not available to meet those costs. The local organisers would be expected to pay for accommodation and any other expenses that arose. If a face-to-face meeting is to be held in the host country Imago Mundi would need about six months notice - first, to select two Directors from those who would be free for the chosen weekend, and, second, to enable cheaper advance fares to be bought.

* Following the method introduced for the Madrid conference (2001) it is strongly recommended that all abstracts should be considered 'blind', i.e. with all traces of authorship removed, so that the choice is made entirely on the merit of the proposal, not on the reputation of the individual. There are good arguments for publishing the names of the Selection Committee members in the conference programme. This is a way of publicly acknowledging their contribution. It also allows those who submitted abstracts to see the distinguished, and international, membership of the panel that took those decisions.

1.6. Languages

Unless simultaneous translation can be provided (and this is expensive), papers should preferably be in English, the language understood by the majority of regular attenders. If papers are given in French (or German, Italian or Spanish when that is the language of the host country), without simultaneous translation, it should be realised that many participants will be unable to understand. Always remember that the purpose of the conference is to communicate and to encourage participation. [Note this passage in the section above: 'All abstracts must be submitted in English, even if the paper or poster would be in another language.']

1.7. Exhibitions

1.8. Information to be supplied to the Imago Mundi Board

• The most likely month for the conference
• Conference location (town, institution)
• The range and nature of the conference facilities to be provided, and whether or not they are air-conditioned (when relevant)
• Suggested theme(s) (to be agreed with Imago Mundi Ltd)
• Languages proposed for the presentation of papers [please see 1.6 above]. Would any simultaneous translation be provided? If yes, between what languages?
• Proposed exhibition(s)
• Plans for post-conference tour(s)

1.9. Previous conferences (1964- )

• 1st, 2nd - London 1964, 1967
• 3rd - Bruxelles 1969
• 4th - Edinburgh 1971
• 5th - Warszawa - Jadwisin 1973
• 6th - Greenwich 1975
• 7th - Washington, D.C. 1977
• 8th - Berlin 1979
• 9th - Pisa - Firenze - Roma 1981
• 10th - Dublin 1983
• 11th - Ottawa 1985
• 12th - Paris 1987
• 13th - Amsterdam 1989
• 14th - Uppsala - Stockholm 1991
• 15th - Chicago - Milwaukee 1993
• 16th - Wien 1995
• 17th - Lisboa 1997
• 18th - Athinai 1999
• 19th - Madrid 2001
• 20th - Cambridge (Mass.) & Portland (Maine) 2003
• 21st - Budapest, 2005
• 22nd - Berne, 2007

2. Early planning (up to the Invitation Leaflet)

2.1. Organising Committee

It is sensible to keep Committee minutes, as a record of decisions. The frequency of meetings will increase (perhaps to as much as twice-monthly) closer to the conference. Please keep the Chairman of Imago Mundi informed of major decisions.

The Committee should also consider at every stage what could go wrong, and think how that can be avoided.

There needs to be firm budgetary control from the beginning, with expenses agreed only when they are essential and can be fitted into the budget.

Initial approaches to major sponsors can be made at this stage.

Halls will need to be booked and exhibitions planned in outline.

2.2. Deciding on the conference date

The reason we met in July in Lisbon (1997), Athens (1999) and Madrid (2001), was determined by the late ending of the academic year in Europe (May/June) and the early start in the United States (mid-August). While it remains important to avoid a clash with the start of the US academic year, it is now generally agreed by those from European universities that it is best to hold the conference in June, if that would avoid high temperature or humidity in hot countries. This was the reason that the 2003 meeting was held in June in New England.

Attempts should also be made to avoid a clash of dates with the International Cartographic Association (ICA), which meets in the same year and at about the same time. If both ICHC and ICA are meeting in Europe, there might be an advantage if one followed closely behind the other. ICHC selects the venue before ICA does but it may be possible for an ICHC host to delay announcing the day and month until the much larger ICA makes their decision.

2.3. Simultaneous translation

Some previous conferences have offered simultaneous translation; some have not. While English must always be one of the languages translated into, there have been different ways of dealing with other languages. There might be one or two other languages, and translation can be offered from or into a particular language, or both ways.

Because the work is very demanding, there will always have to be at least two translators working together.

2.4. Invitation Leaflet

• Conference dates
• Conference venue and whether or not the facilities are air-conditioned
• Theme{s} - usually no more than four, and to include the wording '...and any other aspect of the history of cartography'
• Official languages. Will simultaneous translation be provided and, if yes, from what languages to what languages?
• Names of the organising institutions
• Secretariat address/fax/phone/email

The text needs to be finalised by February 1st of the year in which the previous conference is held. This is the latest date for acceptance by Imago Mundi for publication in the half-yearly issue in July.

Presentation of the Invitation Leaflet to all participants at the previous conference is the first formal act. Besides the 250 (?) copies that should be sent, at least three weeks beforehand, to the conference organiser, a few hundred extra copies should be provided, so that participants can take copies for absent colleagues, and so that libraries and other institutions can take extra copies for display and distribution.

3. Finance

3.1. Numbers attending and previous Paper and Poster totals

* Not counting Accompanying Persons
# Including 15 brief reviews by Session Chairmen
+ Including 10 from other parts of America
$ 85 Greeks were registered but many did not attend
% The total from the published list and its addenda. The official ICHC record site records a total of 321, without details

For summaries of past conferences, with the official lists of papers, see A Short History and a Bibliography of Papers compiled by Douglas W. Sims and adapted for the WWW by Peter van der Krogt'. Many of the conference papers appeared subsequently in Imago Mundi: the International Journal for the History of Cartography.

3.2. Registration fee

"At the 2003 meeting, it was noted, with regret, that a number of speakers came for no more than a single day. The other participants were thus exposed to their ideas (and they were, probably without exception, scholars working in neighbouring disciplines whom we are most keen to attract) but they did not have the opportunity to immerse themselves in the history of cartography. It was agreed that, in future, presenters would be expected to take out a full subscription and that the one-day fee should be reserved for non-speakers" (decision of the Imago Mundi Board, 19 June 2003).

3.3. Payments

All payments should be acknowledged and a receipt sent.

3.4. Refunds

3.5. Students

3.6. Sponsorship

There is no reason why publicity should not be given to sponsors. Organisers may wish to display the name of a commercial sponsor on the Registration pack, together with the Imago Mundi logo (top left). The conference programme can also carry paid advertisements.

Sponsorship would be of particular value to participants if the arrangements were made early on. If the costs of essential elements could be removed or reduced, it should mean that the conference fee could be reduced. The conference fee has to be stated in the 'Call for Papers', issued in May of the year before the conference.

A strong and well-designed conference bag will continue in use for many years. Sponsoring such a bag is therefore ideal for an organisation with long-term international interests.

3.7. Budgeting

A detailed budget should be drawn up, listing all the expected items of expenditure and sponsorship. This will be used to decide the conference fees, which should be as low as possible. The following list of headings is probably not complete:-

• The salary of a conference secretary (or assistant secretary), see Communication
• Hire of premises for the opening/closing ceremonies, main (and concurrent ?) Paper sessions, Poster session, Registration space, a room in which to preview slides
• Registration and Poster session expenses (desks, tables, boards, security)
• Hire of equipment (projectors, etc)
• Office expenses (headed notepaper, post, phone, fax, etc)
• Extra staff (Registration, setting up the Poster panels, security, projection, for coffee breaks, etc.) Students can be used but it is probably best if they are paid.
• Simultaneous translation and hire of headphones
• Translation of leaflets, the final Programme, Abstracts, CVs, exhibition catalogues, etc
• Tea/coffee/juice/biscuits between sessions
• Exhibition expenses
• Evening receptions and social events (sponsored?)
• Opening and Closing ceremonies
• Excursion (coach hire, entrance fees, lunch) - these costs should be covered by the sum charged for the excursion
• Registration pack expenses: bag, badge, printing the tickets, [travel pass?]
• Printing: Invitation Leaflet, Call for Papers, Final Programme, Abstracts, List of Participants, Exhibition catalogues, public notices.
• Privileges offered to those from Eastern Europe and developing countries, e.g. lunch vouchers, not having to pay the Registration fee.

4. Conference Programme ('Call for Papers')

4.1. Mailing list

Each conference organiser should decide how best to comunicate with potential participants. Because the printing and posting of the 'Call for Papers' will cost much more than the Invitation Leaflet, it may be best to distribute the Invitation Leaflet as widely as possible before publication of the 'Call'. However, it is a fact that many potentially interested people will not remember to return the completed Provisional Registration Form on the back of the Invitation Leaflet. In addition, the Invitation Leaflet is only an interim stage. The 'Call for Papers', on the other hand, provides all the information needed for somebody to decide to attend, and the Registration and Accommodation Forms to enable them to do it. Ideally, the 'Call for Papers' would therefore be widely distributed. Increasingly, this is being done via email.

However, or whenever, the main distribution occurs, it would be good if the 'Call for Papers' could be sent to the following categories:-

• Those who returned the Invitation Leaflet
• Those who contacted the organisers in other ways (e.g. via the Web site)
• Those who attended the previous conference (possibly omitting names from the host country, who would be unlikely to travel). These details should be on the mailing database already
• Those who attended the conference before the last one (omitting names from the host country). If those names are not already on the database, then the details can be obtained from the 'List of Participants' produced for that conference
• Targeted individuals in your own country

Given that there is probably a core of about 80 people who regularly attend the conferences, the database should not become unmanageably large. It can be used over the period up to the conference to indicate such information as: 'Call for Papers' sent; Registration fee paid; Receipt sent; Abstract received; and so on.

In the past, there have sometimes been problems in finding up-to-date contact addresses. It is recommended that organisers use two additional sources:-

• Who's Who in the History of Cartography: the International Guide to the Subject (D9) - which includes address/phone/fax/email of 630 researchers. First of all, check the updates to Who's Who... addresses.
• The MapHist subscribers - see the MapHist homepage in case there are current instructions for downloading the email addresses of the 600 or so subscribers. Alternatively, contact the listowner.

4.2. Decisions required for the 'Call for Papers'

The document should include:-

• The various conference fees and the method of payment (e.g. a bank account needs to have been set up)
• The closing date for abstracts
• A travel agency chosen - great care should be taken to choose a firm with the necessary qualifications
• Hotels selected
• The outline Programme fixed, i.e. the timing of the paper sessions, special sessions, exhibition(s), receptions, visits and excursion(s)
• Other ticketed events finalised and priced
• The Registration and Accommodation forms finalised
• The Paper Selection Committee (including Imago Mundi members) to be decided
• There should also be notes on Cancellation arrangements, Visas and post-conference Tour(s), as well as Local and travel information

4.3. Planning the overall programme

The format of recent conferences has been s follows:-

• Saturday: ISCEM, and perhaps ICA meeting(s)
• Sunday-Friday: the academic programme comprising papers and the Poster Session
• Saturday: post-conference tour

4.4. Pre-conference day

4.5. Papers

Apart from sessions devoted to cartographic themes relating to the host country (maximum 20-25 per cent of all papers - see Academic programme), all other sessions are normally chaired by leading international figures in the field. They should insist that timing is strictly observed. Much of the success of the conference depends on the smooth running of the academic schedule.

At least two external members of the Imago Mundi Board of Directors should also form part of the Paper Programme Selection Committee.

Abstracts should be considered 'blind', i.e. with the name of the author obscured. This will ensure that each abstract is judged on its merits, not the reputation of the author.

Two suggestions came out of the 2003 conference:

• to cut down on the adminstrative load, the 'Call for Papers' would ask for the CV and audio-visual requirements to be sent in with the abstract
• in an attempt to ensure that all papers were adequately illustrated, those who submit abstracts should be asked to indicate, at least in general terms, the graphics they planned to use

4.6. Concurrent sessions

Advantages

• More papers can be accepted for a given number of days. Since some people will only receive funding if they deliver a paper, this can increase the number of participants.
• It might be possible to shorten the length of the conference by one day if concurrent sessions were used, thus reducing participants' hotel and subsistence costs.

• If simultaneous translation is being provided, concurrent sessions present two unsatisfactory alternatives:-
• translation has to be provided for both of the simultaneous sessions (which will be very expensive), or
• the less popular session must be in English or the host language, which would make the less popular session seem even less important.
• Even if the themes of the two sessions seem very different, some people will wish to be present at both
• The staff requirements are doubled, e.g. projectionists, assistants
• Even more precise timing must be maintained by chairmen so that people can switch venues during a session, for example, moving across between the second and third papers
• The two halls must be close enough together to allow such movement, for which no time is allocated in the programme

4.7. Posters

• see Poster selection
• see Poster session

4.8. Special sessions (Theory, workshops, round-tables, discussion)

If somebody is to be invited to deliver an address during the conference it is preferable if they are referred to as a 'guest speaker' rather than a 'keynote speaker'.

4.9. Opening and Closing Ceremonies

A programme for the Opening Ceremony will need to be prepared (probably in the month before the conference) to fit the time that was allowed for it when the programme was drawn up. Preferably the Opening Ceremony would not last more than one hour, including 5-10 minutes for the Chairman of Imago Mundi. The Closing Ceremony could be even shorter, again allowing 5-10 minutes for the Imago Mundi Chairman.

4.10. Exhibitions

There should be plenty of time for exhibition viewing. The ideal solution is to hold a reception to mark the opening. However, since people tend to talk at receptions, they appreciate the opportunity to return later to have a more leisurely look at the exhibits.

One large exhibition would be sufficient. Recent organisers, however, have found it easier or more convenient to present two, three or even more separate exhibitions, in which case each might be an occasion for a separate formal opening. Certainly each exhibition would require adequate viewing time.

If printed catalogue(s) of the exhibition(s) can be distributed to conference-goers (providing them with a permanent record and a reference work), organisers are strongly urged to ensure there is an English-language translation of the text or at the very least a summary in English. If the catalogues cannot be distributed free, please try to offer the catalogue to participants at a reduced price. If that happens, the amount of the price reduction should be prominently displayed. Since the catalogue will be popular, it is strongly recommended that two sales people are on duty and that they should have order slips and able to provide information about shipping options and costs.

5. Social Activities

5.1. Meals and refreshments

Lunch. The ideal solution is some form of buffet, or set meal, served in the conference building itself. If that is not possible, it would be worth considering offering sandwiches or some form of packed lunch. Budapest (2005) had three alternative menus, and participants booked the meals in advance.

Lunch restaurants. With around 150 people all seeking lunch at the same time in the vicinity of the conference centre, it is advisable to make arrangements with local restaurants and cafeterias. The owners may need to be warned that there will be less time than usual for lunch. [Otherwise, the first speaker after lunch will be continually interrupted by late arrivals]. A simple, photocopied map of these facilities would be very helpful. With a maximum of one and a half hours available for lunch, it may be best to omit from the list restaurants that provide a leisurely service.

Lunch coupons. The Athens (1999) conference introduced lunch coupons, which could be bought beforehand for a standard meal at one of two designated restaurants. Some people found that convenient. It is also possible to use coupons as a private way of helping those who have financial difficulties.

Vegetarians. The registration form should ask if people are vegetarian or if they have special dietary needs. It is important that adequate special arrangements should be made for them when meals are provided. This does not mean just offering a salad, an omelette, or the vegetables from the main meal. It also needs to be understood that chicken and fish are not acceptable to vegetarians!

Having coffee and cakes at the Registration (if this can be afforded) creates an immediately friendly impression.

5.2. Receptions

5.3. Farewell Dinner

5.4. Local atmosphere and style

5.5. Visits and Excursions

Where possible, visits and excursions should have an early map theme (for example, a visit to a library). Group leaders should be knowledgeable. It may be worth enquiring, on the registration form, which language (out of two or three) intending participants would like their guide to speak. Alternatively, this question could be asked at Registration. If several coaches are used, people can be grouped according to their preferred language.

Conference buses should always be clearly identified by means of a conference poster in the front window, so that people have no difficulty in recognising their vehicle for the return journey.

5.6. Post-conference tour(s)

6. Accommodation and Travel

It is strongly recommended that a single large, convenient, medium or low-priced hotel should be chosen as the main conference hotel. This would need to be carefully chosen to ensure a reasonable level of comfort and quietness. Many participants like to gather in the same hotel. There should, of course, be other hotel options, both cheaper and more expensive.

It is most important that very cheap university accommodation is made available for those who do not have financial support from their own institutions.

People like (a) to select a specific hotel, not just, say, 'three star', and (b) to see where it is located in relation to the main conference building, with a note on Metro or bus links between the two. The position of all the official hotels should therefore be shown on the map included in the 'Call for Papers'.

It would be most helpful if the credit cards each hotel accepted were listed. This would avoid participants being unpleasantly surprised to find that the card they normally used was not acceptable.

6.1. Accompanying Persons

The following arrangements should be made for Accompanying Persons:-

• the badge for an accompanying person should be different in some way, not necessarily in a different colour but perhaps with some mark, so that they can seek each other out at receptions - and talk about non-cartographic subjects!
• on the first day, a coffee meeting should be organised, followed (perhaps) by a guided tour of the city.
• at least one special visit, during the time of a paper session, could be arranged for accompanying persons
• accompanying persons should receive their own travel information, maps and guides, etc.
• if their names are included in the List of Participants there should be an (AP) afterwards.
• they need to be informed some weeks before of the excursion details (and date) and of the arrangements for the initial meeting on the first day.

6.2. Local and travel information

There are categories of information that it is most helpful to have well before arrival. If the following cannot be included in the 'Call for Papers', it could perhaps be distributed in the form of a fact sheet, sent out (via email) at the same time as the Registration payment is acknowledged.

Some participants will come some days before Registration. All will need advice on reaching their hotel. The types of information they would like are:

• details concerning arrival (by air, train or car) and the alternative ways, and cost, of reaching their hotel from the airport or station
• details about the local transport system and whether (as has happened in the past) they are going to be provided with a weekly travel pass. Otherwise they may well have bought one themselves before they register
• tipping practice
• advice on safety in the city, etc., if necessary
• weather
• a local map of the vicinity of the conference centre (even if a simple one) showing restaurants, cash-points, the nearest chemist, etc.

6.3. Conference map

It has now become standard practice to produce a conference map. This should show the general location of the conference hotels, and the exhibition and other conference venues. Ideally, it would include the Metro and bus routes between the official hotels and the conference centre. It should have a scale. This map could be an expanded form of the hotel map included in the 'Call for Papers'. Participants now expect the map to be mounted on the conference website.

6.4. Travel Grants

For each conference, the text of a standard letter will be made available by the President of the American Friends, explaining eligibility, procedure and timing.

7. Communication

7.1. Communication in general

Nothing irritates potential participants more than a long delay in answering an enquiry. With proper planning, the workload can be dealt with but it must be understood, as following on from the offer to host the conference, that all correspondence will be answered without excessive delay, and that the necessary staff will be made available for that purpose.

If the local secretariat is able to provide accurate and timely information, much of the correspondence will be unnecessary. But it needs to be appreciated that, at certain predictable periods, the workload will be sufficiently heavy that somebody will need to deal with communication issues FULL TIME. The busy periods will occur at the time of the deadlines for the submission of abstracts and that for the cheaper registration fee. The final three months will also be busy (see Summary Timetable).

Particularly in that final period, it is vital that decisions are taken immediately, rather than having to wait some weeks for a committee to meet. Taking decisions early can remove that difficulty.

7.2. Email

All documents are now created electronically. These can be turned into emails and sent out, individually or collectively. Here are some examples of how email has been used to convey information more quickly, more cheaply, and for less effort on the part of the organising secretariat:-

• The text of the Invitation Leaflet can be stored as an email message and sent to those who request it by email.
• A special email directory can be made of all participants, with subsidiary ones for speakers, poster presenters and session chairmen. Any general messages and updates can be sent to all those at once. Only those not on email will need to be contacted by fax or mail. Changes will probably have to be made to the Paper programme within the final month. It may be imposible to notify those not on email about those changes.
• The full text of the Invitation leaflet, the 'Call for Papers', and the paper programme can be placed on the conference website. A reference should be made to this in the 'Call for Papers', advising people to check the conference site regularly for updated information.
• General publicity about the conference.

8. Publicity

8.1. Media

• Imago Mundi, Caert-Thresoor, Cartographica Helvetica, Journal of the International Map Collectors' Society, MapForum, Mapline, Portolan, etc and, of course, journals in the host country. See the Newsletters page.
• Internet discussion lists: MapHist, Maps-L, LIBER GdeC, lis-maps, general history lists (H-NET), etc., should carry notices.
• Online calendars, such as John Docktor's, and sites that post details about forthcoming conferences.

8.2. Timing

A few months after the previous conference: a notice giving the basic conference details and asking people to write/fax/email for the Invitation Leaflet can be sent to selected journals and over the Internet.

May of the year before the conference, at the publication of the 'Call for Papers': further details should be distributed to the Internet lists, including the outline programme. A reminder notice should be sent to the journals.

[January] of the conference year: a reminder to be sent over the Internet of the deadline (then a month away?) for last payment of the cheaper Registration fee.

[April]: the programme of papers and Posters to be mounted on the conference website, and a notice to that effect sent to the MapHist list.

9. Paper and Poster Selection

9.1. Selection process

There should be at least a few weeks between the date at which people are notified about the results of the selection process and the deadline for cheaper registration. Many people will not register until they know if they are to give a paper, and several of those whose abstracts are refused will not be able to get the necessary financial support from their institution.

Suggested schedule:-

• May 1 (of the year preceding the conference) - 'Call for Papers' issued
• September - decision taken about the number of papers and Posters that can be accepted
• October 1 - deadline for receipt of abstracts for paper and posters
• October-December - selection process
• January (of the conference year) - Draft Letters sent to those who submitted abstracts
• February 15 (of the conference year) - suggested deadline for cheaper registration fee

9.2. Reserves

One extra speaker might be asked to come with a paper and slides prepared. In each of the last few conferences there have been two or three late cancellations [four in Madrid; several in 2003] and such a person would be almost certain to get to deliver their paper, at some point.

9.3. Instructions to speakers

• Guidance notes for speakers
• Audio-visual requirements questionnaire

• Text length. Active steps need to be taken to avoid papers being read too fast. The usual reason for this is that the text is too long. To fit comfortably into the time allowed [as already noted, 17 rather than 20 minutes] it is strongly recommended that the appropriate length is in future described in terms of words (or characters), in addition to time. Such totals would probably need to be calculated separately for English and any other relevant language.
• Images. The lack of graphics in a number of papers was deplored by many participants. The importance of illustrations is already stressed in the existing instructions. It was agreed to strengthen the requirements by requesting that those who submit abstracts also indicate, in general terms, how they would illustrate their talk.

Maintaining contact with speakers
It is particularly important to keep in contact with speakers via email in the period between their being invited and the actual conference. If contact is to be intermittent, it might be a good idea to include, automatically, a note on each message to the effect: "If your email address changes at any time before the conference please let us know immediately. We shall need to contact you at regular intervals."

The Guidance notes for speakers are, correctly, sent to them at the time they are invited to give a paper. However, they have usually forgotten about them by the time they come to write the paper and so it would be sensible to send the instructions again later on, or to prepare two different sets of instructions: general (at the invitation stage) and more specific (later on).

There need to be very clear instructions about Powerpoint: about the equipment they should bring or the equipment that will be provided, what can/cannot be supported, and about the need to test out their pc or CD well beforehand.

Copies of papers. If there is to be simultaneous translation, speakers should be asked to bring an extra copy of their paper for the translators. [Not all speakers, however, will bring neatly typed copy]. If they want to distribute copies of their paper, it is made clear to speakers that it is up to them to provide 200 (?) copies. Conference organisers should identify a nearby copyshop and have all the relevant details (e.g. cost) available beforehand.

9.4. Drawing up the final paper programme

The paper selection committee may decide to arrange the chosen papers into sessions straightaway, with appropriate session titles. However, it is likely that several speakers will cancel - a few, at least, at a late stage. One or two may find that they cannot be there on the particular day on which their paper was scheduled. This will mean making changes to the programme. It can be difficult finding a replacement from the unprioritised reserve list which will fit neatly into the proposed session title.

Those whose abstracts were selected should be written to asking them to confirm as soon as possible (and certainly within three weeks) that they will deliver their paper. The Draft Letter No.1 also asks if there are any days the speaker does not intend to be present. They are encouraged to reply via email.

The alternative approach is to wait until the chosen speakers have replied before drawing up the programme. As soon as one declines, the first name on the reserve list is invited, and so on. If email (or fax) are used, this process need not take very long. Nevertheless, at whatever stage the programme is drawn up, there will almost certainly be a few late withdrawals. If it is too late to call upon further reserves, a gap will have to be left in the programme.

Papers read in absentia. It is unsatisfactory if a paper is read by a substitute. Not only is the author unavailable to answer questions at the end of the session but, more important, neither they nor their listeners benefit from informal discussion during breaks and at receptions. If the cancellation occurs early enough, a reserve presenter can take their place. Otherwise, the organisers may want to cancel the paper of a non-attending presenter, and reallocate the time to extended discussion or a longer coffee break. .

Dealing with gaps in the programme. It is recommended that, if gaps occur, and if there are early morning starts to paper sessions, the opportunity is taken to move a speaker away from, say, a 9 am slot.

To summarise the two possible approaches:-

A. Arranging the papers into sessions at the time of selection:-

1. The chosen papers are arranged into sessions and the sessions are given titles

2. The chosen speakers are sent Draft Letter No. 1, the reserves Draft Letter No. 2, and those whose abstract was rejected Draft Letter No. 4.

3. As each chosen speaker withdraws, the paper is selected from the reserve list that is most appropriate for the session concerned.

4. When all (or almost all) the invited speakers have replied, the programme is posted to the Web.

5. Subsequent changes are added to the Web programme as they occur. The Web page indicates at the top the date and nature of each change, for the benefit of those who return to look at the page again.

6. Chairmen's names are added when all have agreed.

7. Shortly before the conference, the text of the Web-page is downloaded, to be used for the published version of the programme.

B. Leaving the arrangement into sessions until most speakers have replied:-

2. [as above]

3. As chosen speakers withdraw, the first name is selected from the reserve list, which had been prioritised.

4. When all (or almost all) the invited speakers have replied, the talks are arranged into suitable groups and the sessions given appropriate titles. The programme is then posted to the Web.

5-7. [as above]

9.5. Chairmen

When the programme has been finalised, the abstracts for each of the talks in their session should be sent to the chairmen concerned.

Each chairman should also receive a copy of the Guidelines for Chairmen [which needs to be updated (2005)].

Two points need to be added here. First, that if there are changes to the schedule of concurrent sessions, the chairman in the other room must announce them as well, since some of the audience may have planned to attend a paper in the other session. If the conference is providing simultaneous translation, the chairman should point out when a paper is being delivered in a language for which translation is not being provided, to save people searching on their headphones for a non-existent translation!

9.6. Poster selection

Those who asked to give a Poster, and were accepted, receive Draft Letter No.5, asking them to confirm that they will actually present their Poster. While those whose proposals are rejected receive Draft Letter No.6, it might be sensible to delay informing any Poster reserves that have been identified, until it is clear if there are spare spaces. As can be seen from the Table of Papers and Posters at previous conferences, the number of Posters is considerably smaller. Alternatively, a draft letter for Poster reserves could be prepared, like the one for Papers (No.2).

Those whose Poster has been selected are sent the Audio-visual requirements questionnaire and the Questionnaire and guidance notes for those presenting a display in the Poster Session.

10. Preparing for Registration

10.1. Registration packs

The Invitation Leaflet for the next conference should also be included.

It should be remembered that, having registered, participants will have to carry what they are given throughout that first day. Will that cause problems, e.g. if they are given a large tube and then have to travel to a reception?

10.2. Special information

• Details of any money still owing
• Details of what events the participant has paid for (Dinner, excursion, tour, etc)
• If the person is a session chairman
• If the person is a speaker
• If the person is a Poster presenter
• If the person is a day visitor or Student
• If the individual is an Accompanying Person
• Any other queries or special information, e.g. that the person is a vegetarian, or has disability needs

10.3. Name badges

Local organisers, Imago Mundi Directors and Accompanying Persons should each have visually different badges. Local organisers, in particular, need to have a badge that is immediately obvious, since they are the people who should be approached about enquiries.

10.4. Publications to be included in the Registration pack

'Programme'

This contains the final, detailed programme and all the information needed by participants. The Programme could also include 'Welcome' statements, thanks to all the sponsors, and details not known at the time the 'Call for Papers' was issued (about 14 months previously). The full list of past conferences should be included.

It is important that the title of papers and posters (which may not be in the author's own language) are edited by a native speaker, so that they are clear and correctly expressed. This could well be a task for a selection committee member, see Drawing up the final paper programme.

Abstracts

It has now become a regular feature that participants are issued with a volume containing 250-word abstracts of each paper, poster and special session contribution, as well as brief biographical details of the authors (no more than 100 words). It is strongly recommended that all abstracts are printed in English, even if some are, additionally, in another language. It would be very useful if an alphabetical index of participants could be included at the end, linked to the relevant page or, if that is difficult, to the session number.

List of Participants

This normally has two sections: an alphabetical listing of participants with their full mailing and email address, and an index arranged by country. Imago Mundi Directors should be indicated with (IM) and Accompanying Persons , if they are to be included, with (AP). If the supplementary list of participants [i.e. those registering after the Programme goes off for printing] cannot be distributed during the conference it is important for it to be circulated afterwards - even if it is no more than a list of names and email addresses. Organisers should plan for this, by gathering the relevant information from late registrants into a database that will be used for circulation.

Other printing

Tickets for receptions, farewell dinner, excursion, badges, etc., and, of course, exhibition catalogues.

10.5. Audio-visual requirements

11. Running the Conference

11.1. The Registration process in detail

Languages. All those involved in Registration should be able to speak English and all notices should be at least in English (and possibly other languages as well). The staff should also know what other foreign language skills any of their colleagues have. French, German and Spanish will be the most obvious needs.

If more people can be accepted for the Farewell Dinner and excursions/tours etc. (and this will mean more money for the conference budget!) there should be a prominent notice inviting people to sign up.

Participants will expect the procedure to be swift and efficient.

Basic procedure

It is suggested that the alphabetical list of participants is divided into four, e.g. A-D, E-K, L-R, S-Z. One assistant will be needed for each section of the alphabet. They will need to be well instructed. There will need to be a large sign displaying the relevant initials, visible even when there is a queue of people (i.e. best on the wall behind). For each participant, the following procedure needs to be carried out:-

• Check the person's name.
• Confirm that they are booked for the Farewell Dinner [be ready for extra people wanting to attend or for those wanting to cancel, even if that is not possible].
• Confirm that they are booked for any visits/excursions/post-conference tours [again, be ready for people wanting to sign up or cancel, even if that is not possible].
• If they are a day visitor, confirm that the day(s) are correct.
• Point out to Accompanying Persons what arrangements have been made for them.
• Check that all their payments are correct [if not, refer them to the Special Desk].
• Refer those giving a paper or Poster to the Special Desk.
• Remind those who are Chairmen which session is involved. [If they have not already been provided with the relevant abstracts, explain that those are included in the printed volume].
• Hand over the registration bag. [The name badge (or preferably a second badge) needs to be attached to the outside of the bag for identification. Remember, that everybody will have an identical bag, which makes if very confusing when these are deposited, e.g. at a reception!].
• Point out that tickets, invitations, etc. are inside.
• If there are queries, refer them to the Special Desk.

Besides the four people handling basic Registration, there needs to be a 'Special Desk'. This should be labelled something like: "Finance. Papers/Posters. Information". The highly experienced person (probably the Conference secretary or assistant secretary) needs to deal with:-

'Finance'

The person(s) handling financial matters will need to be particularly well briefed. They will need adequate security if cash is involved. Expect the following queries:-

• "Am I registered?" - unless the bank has managed to match up all payments with named people there will certainly be some queries of this sort. How will they be dealt with?
• A person has not registered before and now wants to do so.
• Non-payment or under-payment. Can money be accepted in any way other than cash, e.g. by credit card?
• Over-payment. Presumably a cash refund will be made.
• Travel and accommodation matters. It can probably be assumed that people will have checked into their hotel before they register. There might be payment queries though.

All those giving papers or Posters should be directed, after registering, to the Special Desk.

'Information'

People will ask about Local and travel information. There may also be a few complaints.

11.2. Travel agent

11.3. Paper sessions

• the speaker's light should be adequate for reading text but should not affect the images on the screen.
• the speaker's shadow should not fall onto the screen
.
• a laser pointer should be available (and demonstrated to each speaker), to save them from having to walk to the screen, losing time and moving away from the microphone.

Timing
Start of each session. One of the local organisers should have the responsibility of alerting participants (no less than 3 minutes beforehand) that a session is about to start. A clearly audible signal is needed.

Speaker keeping to their allowed twenty minutes. The Chairman should be provided with a sign saying, in large lettering, 'Five more minutes' (another saying 'TWO MORE MINUTES!' and, finally, 'PLEASE END'). Athens (1999) used yellow (5 mins) and red (2 mins), like a football referee!

Chairmen's role
This is outlined in Guidelines for Chairmen.

Questions or comments from the floor
Before the start of each question period two people should be available - one in each side aisle - with a portable microphone. It is preferable if these microphones operate without wires. If these are controlled centrally, the procedure for turning these on and off needs to be agreed with the projectionist.

The person asking a question, or making a brief comment, should be asked to announce his/her name first of all.

[The following paragraph was rewritten 15 September 2005]
It has become standard practice to take questions/comments together on the three papers at the end, rather than separately after each paper. It would be sensible if this now became the rule and all chairmen were asked to follow it. If necessary, the Chairman should try to seek a question/comment for a speaker who has otherwise been ignored. There is always a tendency for more questions/comments to be directed to the last speaker, whose talk is fresh in people's minds.

Headphones
Where there is simultaneous translation, and headphones have to be borrowed, there will usually be a requirement to leave something as security. It would be helpful if people could be told the types of document required beforehand (e.g. credit card). Otherwise, they will come on the first day without those. If passports are asked for - and some nationals are not allowed to leave their passport in that way - they must be kept locked up.

11.4. Audio-visual procedures

The following will be required:-

• two projector(s) with a high quality lens.
• two screens (or even three, if double projection is requested at the same time as overheads [also known as, overhead transparencies or viewgraphs]).
• an overhead projector.
• Powerpoint projection.

The history of cartography is a highly visual subject. The quality of slides is therefore of great importance. Nothing can be done about bad slides but there needs to be an experienced projectionist who ensures that each slide is quickly and properly focused. Slides also need to be projected as large as possible. Procedures for dimming the lights, switching on microphones, etc., need to be agreed with the projectionist.

Double projection. In some countries it is apparently normal for a single button to operate both slides when two projectors are being used. This will not meet the needs of most speakers, who will wish to be able to operate the two projectors independently. There will therefore need to be separate controls for the two projectors.

Rehearsal: it is important that the speaker practices the procedure for activating the slides in a break beforehand. The speaker must be clear about what 'left' and 'right' means to them! [The rehearsal should have been arranged at Registration].

Clip-on microphone. It is probably best if the speaker can be provided with a clip-on microphone. [However, remember that it can take time putting on/taking off and there needs to be a way of adjusting the volume level at the start of each talk]. This would avoid the loss of sound (particularly important if there are translators) when the speaker turns towards the screen. This is even more necessary when the speaker uses an overhead projector.

Overhead projector. It is strongly recommended that somebody other than the speaker (perhaps one of the assistants) turns over the series of overheads for them. It is a good idea to place the projector sufficiently far away from the speaker so that they cannot do the changing themself!

Powerpoint projection. Increasingly, people want to present their papers in the form of a powerpoint projection. Even if they bring their own PC, they will expect the organisers to provide the projection equipment. Hookups will be expected for both IBM and Apple computers. It may be sensible to recommend an interface program in advance to speakers. For this reason, the Powerpoint option has been included in the Audio-visual requirements questionnaire . The use of Powerpoint to project an English-language summary of a paper by a non-English speaker was commended. It should be added to the instructions issued to speakers.

[It might be worth considering being more pro-active about the new electronic possibilities (a) to produce more effective Powerpoint presentations [since these will soon become the norm] and (b) as an aid to carto-bibliographical research. This might lend itself to a workshop approach, or there might be a paper on one or other of those topics. We have tended to think of automation as outside the remit of the conference proper. Perhaps that should be rethought].

11.5. Poster session

It is now traditional that a morning (perhaps 9.30-12.30) is set aside for viewing the posters. During that time, there should be no other scheduled activity. It was generally agreed that the early timing of the Poster Session in 2003 (on the second day) was a success. It is recommended that this should be repeated in future.

All poster presenters would be expected to attend for the whole of the session, and all participants should be strongly urged to make a visit.

The session should be able to accommodate:-

• Researchers, allowing them to demonstrate a current project. Some researchers will volunteer to present a poster display. Some of those whose papers are rejected can be offered a poster position instead (see Poster selection).
• Profit-making concerns, such as publishers, or antiquarian mapsellers, who wish to sell their material (a fee can be charged).

The 2005 conference included Abstracts of the Posters in the published Programme.

Some poster presenters will describe exactly what they want. For others, this will be discovered at Registration, when they are referred to the Special Desk.

Increasingly, people will want to use computers for their displays. It will presumably be necessary for the poster presenters to bring their own computers, but facilities should be provided, e.g. power-points (with adapters where appropriate) and, ideally, one or two terminals for Internet demonstrations. [If that is going to be possible; otherwise presenters should mirror the sites in question to their hard drive].

It would be helpful if the organisers could provide a standardized masthead for the poster displays, giving the title, author's name and affiliation. If this is left to individuals, some will fail to provide that information in a clear manner. Banner headings of that kind would look both attractive and professional.

It is very helpful if basic materials (pins, velcro strips, etc.) are provided. This helps presenters and ensures that the right materials are used.

[This paragraph added 15 September 2005]
It is always the case that some Poster presenters do not appear. To avoid leaving gaps in the best positions, it is suggested that presenters are asked to claim their place in advance. If they do not do so, their place can be given to somebody else, thus ensuring that any gaps are in the least popular positions.

Publishers' Exhibition
A separate exhibition was held for publishers at the 2001 Madrid conference. Unlike the Poster Session, this coincided with paper sessions. There is no means of knowing if this affected attendance levels at the paper sessions. The publishers were not charged a fee, so future organisers might prefer to continue the current mix of academic and commercial stands in the Poster Session.

11.6. Local organisers

This person will need to be assisted by at least five people, who would share the various roles.

These people would presumably need to speak the conference languages. They also need to be very calm and efficient. It would be helpful if they wore a very distinctive badge. Since key people cannot be everywhere at once, it would be very helpful if they had a pager or mobile phone.

The tasks that will need to be performed at various times are:-

• Registration (up to five staff required at the busiest period)
• Distributing and receiving back headphones, if there is simultaneous translation
• Announcing the start of each session
• Controlling the microphones for questions from the floor
• Turning over the overheads
• Making contact with the speakers beforehand and running through their slides with them
• Photocopying papers for the chairmen and translators
• Replacing water for the speakers
• Translating between the host language and English for the Imago Mundi organiser
• General liaison, queries and complaints

11.7. Announcements

If possible, details about times and places, etc., should be worked out well beforehand and circulated in writing. They should also be posted (in large lettering) on the notice board (see below) and, if possible, placed on the doors to the lecture theatre. If given verbally, they should be repeated several times, since not everybody attends every session. Complicated instructions about travel, e.g. to a reception, are best displayed in written and/or cartographic form.

If buses are going to go to hotels it is important to provide information that relates to every conference hotel. People like advice about the appropriate clothing to wear and forewarning about the likely weather on the excursion day. Planning should always allow time for minor delays.

11.8. Notice board

11.9. Internet access

12. After the Conference

It is hoped that conference organisers will forward to the organisers of the following conference their mailing list and any other information likely to be of use. It would also be appreciated if they made themselves available to answer occasional queries.

Conference organisers are also asked to supply the necessary statistical information about their conference, both to the Chairman of Imago Mundi Ltd and to Peter van der Krogt for the official ICHC record site. If the conference website is maintained after the conference, it would be helpful if both the above are notified when the site is removed. It is likely that both will have retained links to that site.