One of the principle activities of the EVU is its biennial European Congress held in different countries in Europe. The congress normally extends over 6 days and is usually held in summer.

The aim of the EVU Congress is to bring together vegetarians from all over Europe and interested people. Specialist speakers will lecture and advice of recent developments, scientific research and provide a forum for discussion of various activities.

A social program will be arranged.

2. Format of the EVU Congress

1. 6 day meeting with oral and poster presentations, seminars, workshops, exhibitions of member societies.
2. In principle oral lectures consist of 20 minutes and 10 minutes discussion.

1. The local Organising Committee accepts the financial responsibility for the arrangements of the meeting
2. A budget should be prepared covering the following items:
   Meeting halls and equipment
   Facilities for simultaneous translations
   Staffing on site, technicians, etc.
   Accommodation- Congress organiser
   Documentation
   Catering
   Social events
   
3. The level of registration fees requires the approval of the EVU secretariat. In this connection, it is suggested that the fees should be set in three catagories:
   1. Students
   2. Members of EVU (4 CM of a member society can register as member of the EVU)
   3. Non-member of the EVU
   4. Applications for reduction of the congress fee can be requested in special social cases. (To be considered by the organising committee.) It is usual for the fees to be upgraded by 20% after an initial closing date which is usually 9 month before the beginning of the congress. There will be another upgrade of 20% of the congress fees 6 month before the congress starts. The charge of non-members of the EVU should be at least 150% of the membership fee of the EVU .
   5. Initial funding for an early cash flow may be available by an interest free loan from the EVU to the Organising Committee, the repayment of which shall be a first charge on the local organiser. The size of any such loan shall be subject to negotiation, and dependent on the budget.
   6. The Organising Committee shall open a Bank account and appoint appropriate signatories to the account. Care should be taken to operate this account to the best advantage of the EVU.
   7. The Organising Committee shall delegate members to sign any necessary contract in connection with the congress arrangements. Half of the surplus (minimum 5£ per participant) arising from the congress shall be transferred to the EVU. The final accounts shall be audited by qualified auditors and the EVU auditors. The Honorary Treasurer of the EVU should receive a copy of the audited accounts.
   8. Commercial sponsorship of firms and services is acceptable and should be duly acknowledged in the final programme. Such sponsorship is the responsibility of the Organising Committee. A list of the sponsors should be transmitted to the EVU Secretariat.
   9. The Organising Committee is responsible for raising local financial support (Government, Trusts, Foundations, Industrial companies, etc.)
   10. The Exhibition of trade and societies is an integral part of the EVU Congress. EVU member societies are free of charge.
   11. Sufficient space must be allowed for in the assessment of Congress facilities (currently about 800 square metres). And such space should be near the meeting halls. However, the Exhibition should not completely occupy the main location area. The rates for space and all arrangements are the responsibility of the Organising Committee. Special efforts should be made to include a book and media display in view of the increasing number of the publications in the field of vegetarianism.
   12. The stand of the EVU should be situated in a central area of the congress.

Congress Office

1. First Announcement leaflet containing:
   Dates of the EVU Congress, the Venue, the Address, Tel, Fax, E-Mail Address of the Congress Office.(Approximately 700 copies plus 300 copies for casual enquiries) Should be published in the EVU News at least a 1 ½ year before the meeting in the EVU News.
2. The Official Announcement containing all details of the arrangements for the EVU Congress is produced by the Organising Committee in consultation with the EVU Secretariat. It contains registration form, hotel reservation form (separate if required) bank transfer form, and abstract form. Copies of the Official Announcements and forms are produced and distributed to the EVU membership at least one year before the congress. The Official Announcement is also printed a year before in the EVU News.
3. The Provisional Programme is produced by the EVU Secretariat half a year before the congress.
4. A copy is sent to all EVU Members and the non-EVU program participants. The remainder are divided between the local and the EVU secretariat for casual enquiries, early registrars, etc.
5. The Final Programme is printed and produced by the Organising Committee. It is usual for this item to be sponsored by a commercial company. The EVU Secretariat provides the list of the abstracts of the Final Programme.
6. The volume of Abstracts is produced by off-set production by the Organising Committee. The whole bill for the volume of abstracts is paid by the local Organising Committee or by a sponsor.

1. Abstracts are absolutely desired from the speakers. (Also necessary for the translators.)
2. Abstract forms are sent to the speakers and published in the EVU News 3 issues ahead of the congress.
3. The handling of abstracts is undertaken by the EVU Secretariat.
4. The closing date for abstracts is about 5 months before the congress.
5. Abstracts are numbered in order of receipt.
6. Selection of the definite programme by the EVU Secretariat, the President, the responsible of the Organising Committee.
7. Preparation of the typed Provisional Programme.
8. Session Chairpersons have to be duly registered members of the EVU and are designated by the local organising committee in consultation with the EVU secretariat.

1. Allocation of an appropriate sum for distribution as Travel /stayment Grants.
2. Allocation for travel grants are sent to the EVU secretary who decides individually allocations within the budget.
3. Grants can be given to authors who are especially invited and who are paid- up members of the EVU.
4. All correspondence to travel and stayment grants is handled by the EVU Secretariat, which is also responsible for the distribution of funds.

• No honoraria or expenses are paid to authors or chairpersons. Travel expenses of invited speakers might be covered by the organiser based on the decision of the EVU Secretary and within limits of the budget.
• Council Members of the EVU do not pay the congress fee. They are responsible for their own hotel and transportation costs.
• Invited speakers are offered the grant of two days and one night and waiver of the registration fee.

In assessing the suitability of venues, the following requirements need to be considered:

1. Plenary lecture hall for up to 600 people.
2. Halls for simultaneous sessions up to 200 people.
3. Catering needs - tables and chairs
4. Exhibition space - approximately (700m2) Poster session space
5. Secretarial Offices

1. Organising Office
2. EVU Office (Can be arranged as press conference room when necessary.)
3. Cyber Café
4. Slide pre-view room
5. Commercial offices (Travel, bank, Post etc.)
6. Toilets / Coats, sitting out areas
7. Storage space for documentations
8. Accessibility by public Transport / accommodation
9. All lecture theatres need projection facilities and projectionists. Double projection facilities almost certainly needed.
10. Public address system for speakers and chairpersons, microphones for intervention from the floor.
11. Facilities for simultaneous translations.
12. Good directional sign-posting is essential.
13. Poster display boards and supports.
14. Exhibition space scheme, ease of access for equipment. Enough time (24 h) to set up exhibits and to dismantle and evacuate the building.
15. Catering facilities /requirements for drinks and snacks

1. Accredited correspondents are welcome to attend. (It is the local organisers decision if these people have to pay for registration.)
2. Advance notice of the event is sent to the appropriate vegetarian, vegan and newsletters of friendly organisation.
3. The Organising Committee is free to take advantage of publicity opportunities for the cause of vegetarianism in their local press or local media.

The aim of the EVU is to encourage the active participation of the younger generation throughout Europe. Therefore it is important that relatively cheap accommodation is available. Hotels / hostels and camping facilities should be within easy range of the meeting venue (preferably on foot). If public transport is involved, it may be possible to obtain concessionary rates or vouchers. Special terms with hotels should be negotiated.

REGISTRATION

1. On registration, participants should receive a badge to be worn throughout the meeting, giving name and country of origin in large, clear writing.
2. The Final Programme, Volume of Abstracts and other material is handed over in a briefcase, sack etc. usually sponsored by a company.

It is customary that the national air-line is appointed as 'Official Carrier' for the congress . This often has the advantage of special fares.

ACCOMPANYING PERSONS

A separate programme for accompanying persons (children etc.) is arranged and if necessary paid for individually by the participants

These regulations for EVU Congresses are based upon the decision of the EVU Council and approved.

Widnau, May1998