Guidelines for hosting a European Congress of Adapted Physical Activity (EUCAPA)
Objectives of EUCAPA
EUFAPA is concerned with the promotion and dissemination of research in adapted physical activity and sport science, and their practical application to the benefit of individuals across the lifespan. The various fields of professional practice include education, adaptation, inclusion, coaching, leisure, recreation, and rehabilitation. The objectives of each EUCAPA, while locally determined, must reflect the mission of EUFAPA.
A European Congress of Adapted Physical Activity is an excellent vehicle to raise local awareness, to provide an outstanding setting for local professionals to interact with world leaders in adapted physical activity, and to allow the region to make an international contribution to adapted physical activity.
General Structure of EUCAPA
Each EUCAPA needs to have an official host institution (e.g. university, professional organisation, sport organisation).
The Congress committee should include at least the following.
- Congress Chairperson(s).
- Organising Committee.
- Scientific Committee.
The local EUCAPA group may deem other committees for a video contest, social activities, cultural events, practical workshops and training, or expositions.
Each EUCAPA attracts scientists, professionals, students, practitioners and participants of adapted physical activity from Europe, but experience has demonstrated that local participants form the largest single group.
The EUCAPA is a biennial event, occurring in the years 2014, 2016, 2018 etc. Dates in May, June, or early July have been common, but late August, September and October are possibilities. The EUCAPA is usually a three-day event. The Executive of EUFAPA must approve the specific dates.
The EUCAPA theme should reflect the mission of EUFAPA and the desires of the local organising group. The executive of EUFAPA must approve the theme.
Timeline for hosting EUCAPA
1.Proposals are submitted to the EUFAPA Executive three years before the EUCAPA. The board may request a presentation/discussion in addition to a paper submission. The board then selects a successful bidder and notifies all proposers of their decision.
2.Official presentation and first announcement of the EUCAPA is made during the closing ceremonies of the previous congress.
3.A second announcement and call for abstracts occurs one year prior to the congress. Keynote speakers should be included.
4.Notification of acceptance of papers occurs no later than four months prior to congress.
5.Preliminary programme is available and distributed to participants two months prior to congress.
6.EUCAPA proceedings should be published within 15 months of the congress.
7.EUCAPA proceedings must be indexed in research databases within 15 months of the congress.
The organising committee should consist of individuals with expertise in organising international congresses and symposia. In preparation for the congress, the following must be considered:
- General structure of sessions
- Venue suitability for research presentations, symposia, and activity sessions.
- Appropriate hall for opening and closing ceremonies.
- Accessibility: It is important that all aspects of the congress are accessibility for delegates with all forms of disabilities. This includes local transport and accommodation as well as the venue and information at congress.
- Communication with target audience through vehicles such as social media, websites, newsletters and other conferences.
- Establishing of a EUCAPA website and link to the EUFAPA website.
- Accommodation recommendations
- Publicity and advertising.
- Time and place for EUFAPA board meetings.
- Audio-visual technology.
- Opening and closing ceremonies.
- Translation if needed.
- Congress evaluation and report.
- Cultural and social programmes.
- Meal functions and nutrition breaks.
Specific budget requirements include:
- Creating an overall budget.
- Registration and fee structure.
- Including a €20 EUFAPA membership fee in the cost of
- Funding and sponsorship.
- Publicity and advertisement.
- Funding of one committee member to attend EUFAPA Board meetings from acceptance of bid until the end of the biennium following the symposium.
- Waiving of registration for EUFAPA Board members.
- Accommodation and meals for invited speakers.
- Written plan for development and funding of proceedings.
Finally, the organising committee must work closely with EUFAPA to ensure that the following EUFAPA events are included in the programme:
- The EUFAPA General Assembly, which should be 2 hours without other programming conflicts.
- Awards Presentation.
- Announcement of next EUCAPA.
These individuals should be selected for their expertise in adapted physical activity and previous experience with international symposia. At least two members of the EUFAPA board should be appointed to the scientific committee. Membership on the Scientific Committee should also reflect equity, including gender and geographical location. The following should be considered by this committee:
- Selection of sub-themes.
- Invitations to keynote speakers.
- Call for papers and communicating with potential participants.
- Criteria for selecting papers.
- Review of all submissions and notification of speakers.
- Free communications and poster presentations.
- Selection of session moderators.
- Preparation of congress programme.
- Planning and judging of any awards/contests.
- Peer review of papers for publication in Proceedings.
Proposal to EUFAPA
A proposal to host a EUCAPA should be sent by email to the current secretary of EUFAPA.
It must contain the following:
- Suggested dates.
- Specific location (including congress centre and accommodation options) including information on accessibility.
- Congress theme.
- Name of Organising Chairperson.
- Members of the organising and scientific committees.
- Preliminary budget including sources of funding.
- Preliminary timetable.
- Supporting organisations (e.g. local APA associations, tourism departments, universities, city council).
- Other details that might enhance the proposal, such as links with local cultural events, should be included.
The proposal will be evaluated on the basis of its clarity with regard to all points listed in these guidelines. The Chairperson of the Organising committee may be invited to present the proposal to the EUFAPA Board to provide additional information. The EUFAPA Board will reach its decision, and the President will notify the successful group.
The successful group agrees to keep the EUFAPA board fully informed of its planning and progress. A specific EUCAPA should reflect local customs and culture, but must maintain high international symposium standards. A representative (usually the Chairperson of the Organising Committee) of EUCAPA will be listed as a EUFAPA Board member and will receive all EUFAPA documentation. It is expected that the representative will attend EUFAPA board meetings preceding the congress as well as the EUCAPA congress prior to its own, and will provide EUFAPA with a post-symposium report.
EUFAPA will allow EUCAPA to use its name and logo, and will act in an advisory capacity before and during the congress. The organisers must pay attention to ensure non-discriminatory language is used throughout the congress, and that all facilities associated with the congress are accessible. Moreover, the organising committee should be attentive to, and sensitive of cultural differences. EUFAPA believes that a successful congress is assured by careful, ongoing communication between EUFAPA and EUCAPA