Hosting a DOHaD World Congress is an exciting and fulfilling initiative. The information and documents below are intended to provide relevant information and guidelines for International DOHaD Society Members that are interested in hosting the 2025 DOHaD World Congress. Applicants must effectively and comprehensively address all of the requirements listed in this bid package. Before submitting a bid, please additionally read the World Congress Guidebook. The DOHaD Society Council will review and respond to all submissions and proposals.
Conference venues are traditionally selected four years in advance, and the Society apologises for the delay in requesting bids to host the next World Congress; this was because of the uncertainties of the last few years. Due to the financial risks associated with the accelerated timeline and the global uncertainties around the Covid-19 pandemic, the Society recommends that the 2025 World Congress be limited to ~600 delegates.
Beginning in 2025, the World Congresses will formally resume every two years. Bids to host the 2027 World Congress will open in April 2023.
The deadline to submit an EOI to host the 2025 World Congress is November 30, 2022.
Documents and Policies
Bid Package Guidelines & Requirements
How to Submit a Bid
Submitting a bid to host a World Congress involves a 2 step process:
Submission of an Expression of Interest
- Submission of a Full Bid Package
1.0 Expression of Interest (EOI)
Individuals interested in hosting a DOHaD Society World Congress are required to first submit an Expression of Interest (EOI). Applicants must be a Standard member with the DOHaD Society, and either hold a position on the DOHaD Council or have their bid supported by a representative on Council. The Council Member will serve on the Organising Committee as an advisor for the Congress’ planning.
Applicants must consider carefully that the DOHaD Society is an International Society with a wide membership including many living in low and middle income countries, and that every effort is made to enable these members to participate in the Congress. The Organising Committee should consider the financial risk entailed by global issues, e.g. pandemics, climate change and fluctuating global prices. Risk is likely to be greater when the meeting is located in a Congress centre with large capacity as substantial financial commitments may be required many months ahead of the Congress. Limiting the capacity of the venue and size of the conference should be considered an option in uncertain times.
Expressions of Interest must include:
- Theme of meeting; each Congress should have a focus aligned to the mission of the International DOHaD Society
- Details of the hosting city and venue
- Draft composition of the Local Organising Committee and Congress Chair(s)
- Preliminary budget (detail not required)
- Draft plans for including members from low and middle income countries, and providing post-conference access online to lectures and other meeting content
- Proposed dates
EOI submissions will be received and considered by the DOHaD Society Executive in consultation with the Council Scientific Programme Support Subcommittee. Successful EOIs will be reviewed and notified if successful. If the applicant is successful in passing the EOI, applicants will be invited to submit a full application at least two years in advance of the proposed meeting (i.e. for 2025, submitted by Q1/2 2023).
2.0 Full Bid Packages
Society Members that are interested in hosting a future DOHaD World Congress and have passed the Expression of Interest phase must complete a Full Bid Package. These Packages must effectively and comprehensively address all of the requirements listed below, including details that the DOHaD Council can review to ensure maximum potential success of the Congress. Below is a list of items that must be included, presented and discussed in the full bid package. For a more detailed description, please review the Congress Guidebook.
2.1 Proposed Congress Chair(s) and Local Organizing Committee
The success of the World Congress relies on the Congress Chair(s) and the Local Organising Committee. The Congress Chair must either be a DOHaD Council member or be supported by a Council member who will join the local organising committee. The Local Organising Committee should additionally include ordinary members of the Society. Experience of organising major meetings and conferences is essential. Often but not always, local volunteers are also needed to assist in the organisation and implementation of the Congress.
The bid must identify, highlight and list:
- The CV of the Congress Chair or Co-Chairs, the name of the supporting Council member, and a list of any and all experiences these individuals may have had in organising similar conferences,
- A list of members of the Local Organising Committee and a breakdown of their roles and responsibilities,
- Any local professional society volunteers that will be involved, and
- Any other local organisations that will provide volunteer and/or financial support.
2.2 Proposed Congress Venue:
The venue should accommodate at least 600-delegates and have adequate facilities for plenary sessions, break out rooms for up to 6 parallel sessions (each room seating at least 200), a poster and exhibition hall. Additional rooms are needed for ancillary meetings (see Congress Guidebook) that can accommodate 35-100 delegates. Exhibitor and poster session space should be in a common area to accommodate morning and afternoon breaks, sponsor booths, and at least 200 poster presentations.
The bid application must provide:
- Estimated costs for meeting space,
- Available audio/visual specifications and rates,
- A list of any applicable and required government permits/restrictions and taxes,
- Proposed conference dates including dates that accommodate special interest group meetings and Satellite sessions (see Congress Guidebook), and
- Details of any security needs and arrangements. Please note that the personal safety of participants is an important consideration in the venue selection process.
2.3 Proposed Budget
All bid applications are to outline projected revenue and expenses for the conference, including
- A draft budget
- A draft contract with the Commercial Congress Organiser
- Details of insurance cover if not included in the above
- Plans for inclusion of Members from low- and middle-income countries, and for providing online access to conference meeting content during or following the conference
2.4 Potential Financial Support
The success of DOHAD World Congresses depends entirely on the solicitation of funds by the Congress Chair and the Local Organising Committee. The Society is the official sponsor but does not fund the World Congress (but will provide some speaker, member and attendee travel-related funding). It is expected that the Congress Chair and the Local Organising Committee will solicit all funds (sponsorship and registration fees) to ensure financial viability of the Congress. When soliciting financial sponsorship (especially from industry) the Congress Chair(s) and Local Organising Committee must adhere to the Society’s Sponsorship Guidelines and consult with the DOHaD Council Scientific Programme subcommittee.
The bid application must provide:
- A list of any expected support from government or NGO grants or academic institutions, and
- Prospects for support from industry sponsors (whilst adhering to the Society’s Sponsorship Guidelines).
2.5 International Air Access and Local Transportation
Convenient access for international travelers is an important factor in venue selection.
Therefore, the bid must provide:
- A list of international air carriers that service nearby airports,
- Information about entry visa requirements,
- If appropriate, information on vaccination status requirements, and
- An informative summary of the local public transportation facilities and schedules.
2.6 Hotel Accommodation
~600 delegates, their partners and families may need to be accommodated in the host city.
The bid application must provide:
- A list of hotels, the number of available rooms for each, their distance and accessibility from the conference venue and from restaurants and shopping districts,
- Estimated reduced room rates for delegates,
- Details regarding available transportation modes and schedules between the conference venue and recommended hotels, and
- Verification that the hotel can provide high-speed WiFi service, and the cost (if any).
2.7 Social Program and Nearby Attractions
The World Congress must offer a social programme for conference participants, namely, a welcome reception and a trainee social event. A Congress banquet is not a requirement but may be considered.