• Appendix A – Hotel information request
• Appendix B – Hotel inspection checklist
• Appendix C – Agreement between hotel and LOC
• Appendix D – Template letter of request to review paper
• Appendix E – Oral presentation guidelines
• Appendix F – Keynote presentations: Instructions for pre-recorded oral keynote presentations
• Appendix G – Oral presentations: Instructions for pre-recorded oral presentations
• Appendix H – Poster design and preparation guidelines
• Appendix I – Budget
  • Appendix I1 – Budget summary
  • Appendix I2 – Administration budget
  • Appendix I3 – Finance budget
  • Appendix I4 – Sponsorship budget
  • Appendix I5 – Local arrangements budget
  • Appendix I6 – Host activities budget
  • Appendix I7 – Student activities budget
  • Appendix I8 – Program budget
  • Appendix I9 – Trade show budget
  • Appendix I10 – Publicity budget
• Appendix J – Kenya 2020 IGC-IRC sponsorship prospectus
• Appendix K – Thank you letter to sponsors
• Appendix L – Delegate support application

APPENDIX A
HOTEL INFORMATION REQUEST

Property Name
Contact Person
Physical Address
Mailing Address<
Phone Fax Email
Web site

Property Information (complete all that apply)

Year Property Built
No. of Floors
No. Rooms
No. Suites
No. Non-Smoking Rooms
No. Disability Accessible Rooms
Last Year of Guest Room Renovation
Last Year of Public Space Renovation
Any Planned Renovation

Type of Property (check all that apply)

☐ All Suites  
☐ Corporate Transient  
☐ Meeting/Convention  
☐ Resort  

☐ Extended Stay/Residential  
☐ Conference Center  
☐ Full Service  
☐ Limited Service  

Market Tier

☐ Luxury  
☐ Upscale  
☐ Moderate  
☐ Economy  
☐ Budget  

Property Location

☐ Airport  
☐ Rural  
☐ Suburban  
☐ Downtown/City Center  
☐ Resort  

Property Ownership & Management (check all that apply)

Chain owned:   ☐ Yes   ☐ No
If no, name of owners
Management Company
Franchise:   ☐ Yes   ☐ No
AAA Diamond 1 2 3 4 5 Not rated
Mobil Stars 1 2 3 4 5 Not rated
Other ratings (specify)

Transportation & Parking (complete all that apply)

Airport #1

Name 3-Letter Code
Distance from property (miles)
Travel time/Rush hour
Travel time/Non-rush hour
Complimentary shuttle:   ☐ Yes   ☐ No
Estimated Cost for Taxi (each way)
Alternative mode of transportation, Cost each way
Driving directions
Parking spaces at property
Charges for: Self-parking__ Valet__

Taxes, Service and/or Gratuity Charges(check all that apply)

Current room tax is __% plus $__ occupancy tax.

There currently   ☐ is   ☐ is not a ballot initiative in the next election to raise that tax.

There is a   ☐ gratuity   ☐ service charge of __% on group food & beverage. This is taxed at __%

Facilities/Services on Property (check all that apply)

• Cocktail Lounge
• 24-hour Room Service or   ☐ Room service start time end time
• Safety Deposit Boxes/Lobby Area
• Express Check In/Out
• Video Review Check Out
• Full Business Center Hours __a.m. to __p.m.   ☐ M – F   ☐ 7 Days/Week
• Gift Shop/Newsstand Hours __a.m. to __p.m.   ☐ M – F   ☐ 7 Days/Week
• Full Service Health Club Hours __a.m. to __p.m.   ☐ M – F   ☐ 7 Days/Week
• Laundry/Valet Service (check appropriate responses)
  • ☐ On-property   ☐ Sent out
  • Circle service: 5 days/week   6 days/week   7 days/week   Overnight
• Shoe Shine Service
• Swimming Pool   ☐ Indoor   ☐ Outdoor
• Airline Desk(s) Please specify:
• Car Rental Desk(s) Please specify:
• ATM (Use fee is __$)
• Evening Turndown Service   ☐ All Guests   ☐ VIPs only
• Golf Course
• Tennis Courts and/or Racquet Ball Courts
• Other

Guest Rooms (check all that apply)

• Safe
• Working desks with outlets above floor
• Voice Mail   ☐ Personalized Voice Mail
• Two-line phones/All Rooms   ☐ Two-line Phones/Concierge or Specialized rooms only
• Data Ports on all phones   ☐ Digital or analog phone lines
• Phone in bathroom/All Rooms   ☐ Phone in bathroom/Concierge or Specialized rooms only
• Access Charges:
  • ☐ Local Phone Calls   ☐ Toll-free Calls
• AM/FM Radio
  • ☐ with cassette player   ☐ with CD player
• Color TV   ☐ Remote control TV   ☐ Cable/Satellite TV
• All news cable channel   ☐ Weather channel   ☐ Other special channels
• In-room movies on demand
• In-room VCR
• Iron/ironing Board
• Mini-bar   ☐ Refrigerator
• Coffee/Tea Maker   ☐ Daily complimentary coffee/tea
• Free Daily newspaper delivered to room

Reservations & Check In/Out (check all that apply)

• Reservations may be made through toll-free number. That number is __.
• Toll-free number is accessible throughout U.S.
• Toll-free number to residents of same state. That number is __.
• Number for those outside the U.S. That number is __.
• TTY/TDD number. That number is __.
• Fax number for reservations. That number is __.
• Reservations may be made on-line at [url] or via email to [email address].
• All rooms in a group’s room block are released to the toll-free number.
• The property has an in-house reservations department.
• The reservations department is located off-site.
• Check-in time is __ Check-out time is __.

Safety & Security (check all that apply)

• Smoke detectors in all guest rooms Hardwired?   ☐ Yes   ☐ No
• Smoke detectors in hallways Hardwired?   ☐ Yes   ☐ No
• Smoke detectors in public areas Hardwired?   ☐ Yes   ☐ No
• Audible smoke detectors
• Visual alarms for hearing impaired
• Sprinklers in all guest rooms
• Sprinklers in hallways
• Sprinklers in public areas
• Fire extinguishers in hallways
• Automatic fire doors
• Auto link to fire station
• Auto recall elevators
• Ventilated stairwells
• Emergency maps in guest rooms/hallways
• Emergency information in all guest rooms
• Emergency lighting
• Safety chain on doors
• Doors with view ports (peep holes)
• Deadbolts on all guest room doors
• Restricted access to guest room floors
• Property has defibrillators
• Staff trained to use defibrillators How many per shift
• Staff trained in CPR How many per shift
• Staff trained in first aid How many per shift
• Secondary locks on guest room glass doors
• Room balconies accessible by adjoining rooms/balconies
• Primary guest room entrance accessible by interior corridor/atrium
• Guest room accessible by exterior entrance only
• Guest room windows open
• Uniformed security
• 24-hour security throughout hotel Number of staff
• Public address system
• Video surveillance in public areas/elevators
• Video surveillance at entrances
• Video surveillance in hallways
• Staff trained in issuance of duplicate keys/cards
• Emergency power source
• SOPs for power outages
• Emergency call response time in minutes to your property
• Does property have an emergency evacuation plan   ☐ Yes   ☐ No
• How often does property conduct emergency evacuation drills
• Nearest police stations (blocks/miles)
• Does hotel comply with all Country/State/Local fire laws   ☐ Yes   ☐ No

Non-U.S. hotels please complete the following:

• Address of American Embassy in your city/country
• Phone number for American Embassy

Staff and Staffing (check all that apply)

• Average length of employment at this property:
  • Management staff years
  • Line staff years
• Staff organized for purpose of collective bargaining. (Please list unions and staff positions, contract renewal dates on separate sheet.)

Policies and Miscellaneous Charges (check all that apply)

• Credit cards are charged when reservation is made.
• Guest may cancel guaranteed reservations without penalty charge
  • ☐ to 4 p.m. day of arrival   ☐ to 6 p.m. day of arrival   ☐ 24 hours   ☐ 48 hours   ☐ 72 hours   ☐ Other
• Guest substitutions   ☐ are   ☐ are not allowed without penalty to group and/or individual.
• Extended stays (based on availability) are allowed at no additional charge.
• The property charges $ per page for receipt of faxes.
• The property charges $ per page to send faxes.
• The property charges $ for delivery of packages.
• The property charges $ for property to send packages.
• The property charges $ to deliver packages to individual or group.
• If a resort, a resort fee of $ is charges which covers:__
• The property does charge an energy surcharge of $ per room per night. This charge   ☐ is   ☐ is not taxed.

Environmental Issues (check all that apply)

• Our property recycles the following materials:
  • ☐ Papers   ☐ Plastic   ☐ Metals
• Our property provides a way for guests to recycle.
• We ask guests to use their towels and/or have their beds changed every other day.
• Other areas we protect the environment are:__

Other Groups (check all that apply)

• During the group’s preferred dates, the other events confirmed in the city are:__
• During the group’s preferred dates, the other events confirmed in the property are:__

City/County Labor Issues

• Note any groups organized for the purpose of collective bargaining in the city or county whose contract deadlines are two (2) months on either side of the preferred dates, and their history of labor actions:__

Audio Visual Equipment (check all that apply)

• The in-house or recommended company is
• The facility has the ability to negotiate prices on behalf of the A/V company.   ☐ Yes   ☐ No
• A discount of % off list prices can be offered for A/V equipment for the meeting.
• The service charge is %. It   ☐ is   ☐ is not taxed. If yes, at %.
• If an outside A/V company is used, the property   ☐ does   ☐ does not charge a fee. This fee is $.

Operations and Technology (check all that apply)

• Our sales/convention services staff use word processing software, Version
• Sales and convention services personnel use email.   ☐ Yes   ☐ No
  • Email addresses are:
• Sales
• Convention/Catering Services
• Reservations
• Sales and convention services have web access.   ☐ Yes   ☐ No
• Reservations are fully automates and can respond by email.   ☐ Yes   ☐ No
• Our web site address is
• Group/meeting reservations can be made on line.   ☐ Yes   ☐ No

Form completed by:

Signature
Printed Name/Title
Phone:
Fax:
Email:

APPENDIX B
HOTEL INSPECTION CHECKLIST

Hotel Name:
Address/City/State/Zip:
Contact Name:
Phone:
Email:

Rate the PRODUCT

Physical Plant

• Appearance, renovations? planned?
• Lighting, ventilation
• Condition of elevators
• Accessibility (general & ADA)
• Sleeping room configurations
• Overall cleanliness
• Restaurant(s) on site?
• Meeting space accessibility/location
• Separate registration area
• Break areas
• Sound/lighting/electrical outlets
• Sound proofing
• Storage
• Restroom locations
• Storage capabilities
• Capacities/dimensions of space
• Overall safety/security
• Guest room safety/security
• Emergency power sources
• Smoke detectors/sprinklers
• Outlets/recreational opportunities
• Parking
• Airport transportation

Policies & Procedures

• Porterage fee:
• Parking fee or free?
• Early arrival check-in?
• "Green" policies
• A/V equipment: internal or external?
• Property technologically equipped?
• Technology available & useful
• Room service hours:
• Food & beverage: variety
• Food & beverage: pricing
• Liquor service: insured/trained
• Fees for fitness center:
• Staff training: issuance of keys
• Safety training: fire/first aid/CPR?
• Union property: Yes/No
• Front office staffing policies
• Housekeeping staffing policies
• Oversold policies
• Credit card policies
• Other groups booked: hotel/city
• Risk management policies
• Credit policies
• Current taxes/surcharges/extra fees

Rate the PEOPLE

Requirements SPECIFIC to our needs

APPENDIX C
AGREEMENT BETWEEN (HOTEL) AND LOC (IRC Local Organizing Committee)

INTRODUCTION

The following terms and conditions will serve as the agreement between the IRC Local Organizing Committee (hereinafter referred to as IRC) and the (Hotel name) (hereinafter referred to as Hotel) for the ­­IRC Congress (hereinafter referred to as the "Event").

IRC desired to engage the facilities and services of the Hotel and Hotel agrees to furnish facilities and services as stated in this Agreement to accommodate IRC for the Event.

When signed by authorized representatives of both parties, this Agreement will constitute a firm contract between IRC and Hotel. Any changes to this Agreement must be made in writing and signed by authorized representatives of both parties.

EVENT DATES

Hotel agrees to hold the following dates on a definite basis for the Event:

«MtgDates»

ROOM BLOCK

Hotel has reserved the following sleeping rooms for the event:

DAY

• FRI
• SAT
• SUN
• MON
• TUE
• WED
• THU
• FRI
• SAT
• TOTAL
• DATE
• BLOCK

IRC will be due damages equal to the group’s average room rate on the number of rooms taken away prior to the cutoff date. If the Hotel does not provide 70 percent of the contracted room block, IRC may terminate its obligations to the Hotel without liability and hold the Hotel liable for breach of contract.

IRC has the right to cancel this Agreement if the Hotel goes into bankruptcy or creditor reorganization.

GROUP RATES

The sleeping room rates stated below are guaranteed rates for the dates of the meeting in «Year». These rates will apply three days prior and three day immediately following the actual meeting dates.

«MtgDates»

All rates are subject to applicable city and state taxes at the time of arrival; currently «LocalTax».

SLEEPING ROOM RESERVATION PROCEDURES

Reservations and rooming lists should be directed to the attention of the Hotel’s Housing Directors, at: Phone: «Ph»; Fax: «Fax» or Email: «Email». Individuals reservations can be made directly with the Hotel’s Reservation Department. For IRC’s convenience, and 800 number has been established for guest reservations at (800) «M_800».

Hotel agrees to send, at no charge, a confirmation of reservations and/or reservation changes to each registered guest within seven (7) days of receipt of such information.

Name changes to room reservations may be made prior to arrival at no charge, provided there is no change to arrival and departure dates.

A deposit equal to one night’s stay is required to hold each individual’s reservation after 6:00 p.m. on the night of arrival. Personal check, money order, or valid MasterCard, Visa, American Express, Diners Club, Discover or Carte Blanche card number and expiration date are acceptable. Should a guest cancel a reservation, the deposit will be refunded if notice is received at least two (2) business days prior to arrival, and a cancellation number is obtained. IRC is not responsible for any individual sleeping room charges unless agreed upon prior to the Event by IRC.

CHECK IN/CHECK OUT

Check in time is 3:00 p.m. Individuals may be checked in earlier depending on occupancy levels and availability of “ready” rooms. Check out time is 1:00 p.m.

Hotel agrees to hold the block of rooms specified in this agreement until «RmBlkEndDate». At that time, rooms not covered by a rooming list or individual reservations will be released for sale by Hotel. Hotel will continue to accept reservations from attendees after this date subject to availability, at group rates. Any reservation accepted for the Event after the cut-off date will be credited to the overall room usage.

REVIEW OF ROOM BLOCK

Prior to the Event, IRC and the Hotel reserve the right to renegotiate the room block.

RESERVATIONS/"WALKING"

If the reservations are not honored:

1. Obligation of the Hotel to obtain, at no charge to the walked guest, a room at an equivalent or better hotel (based on an independent rating system such as the AAA or Mobile Guide) in the closest possible proximity.
2. Obligation to continue such arrangements for each night the guest’s reservation is not honored.
3. Obligation to provide at no cost or to reimburse for transportation to/from the substitute hotel and functions and the reserved hotel on demand.
4. Letter of apology from the general manager and an in-room amenity.
5. If the reserved room becomes available after more than two (2) days, the walked guest reserves the right to stay at the substitute hotel or go to the guaranteed property at no cost.
6. An additional complimentary room night will be credited to the IRC Master Account to compensate for the disruption of the meeting caused by the failure to provide the guaranteed room.
7. The Hotel, if aware of a potential need to walk attendees, is to notify IRC as soon as possible to discuss alternatives and other particulars (i.e., who must not be walked under any circumstances).

When guests leave early, Hotel may charge an early departure fee. At check-in, guests may be asked to confirm the date of departure. At that point, they are also informed that if they leave earlier, they must pay a fee. This becomes a contract between the Hotel and the individual guest.

In the event of a no-show, the Hotel will retain the first night’s room deposit.When a guest stays beyond the scheduled departure, the Hotel may be empowered to change the rate for the room or even evict the hotel from the room.

COMPLIMENTARY ROOM POLICY

One (1) sleeping room will be provided on a complimentary basis for every 40 sleeping rooms occupied on a cumulative basis to be calculated on the Event’s total room nights and divided by 40. Complimentary rooms may be used during the actual event dates, or unutilized rooms may be credited to the IRC Master Account at the single room rate, exclusive of any tax, service or other charges, at the option of IRC.

At IRC’s request, Hotel’s in-house guest list will be compared with IRC’s registration list. Any guest room occupied by an individual on IRC’s registration list, but not coded to IRC within the Hotel’s system, will be credited to IRC’s room pickup. Hotel staff may compare the lists or permit an IRC representative to do so. In the latter case, IRC will maintain the confidentiality of such list.

SPECIAL CONSIDERATIONS

Hotel agrees to offer the following during the meeting dates:

1. Complimentary Airport Shuttle
2. Complimentary Valet and Self-Parking
3. Complimentary First Class Health Facilities
4. Complimentary Presidential Suite
5. Three (3) Complimentary One Bedroom Suites

In addition, Hotel will provide 20 complimentary single rooms for use over the course of planning the meeting from <date> through <date>.

REPORT OF EVENT

Hotel agrees to provide a full report of the Event to IRC within thirty (30) days after the conclusion of the event. This report will include, but will not be limited to, room pick-up, cancellations and no-show count.

MEETING/BANQUET SPACE REQUIREMENTS

All meeting room space will be held for IRC during the dates of «MtgDates». Final agenda is due six months prior to the Event, after which unassigned space will be released to the Hotel.

CATERING

There will be no special labor or service fee(s) for any IRC food and/or beverage function. Attached as Appendix A are Hotel’s food and beverage prices in effect for the dates of the meeting.

MEETING ROOM RENTAL CHARGE

The meeting and banquet space as outlined in this Agreement will be complimentary, including all exhibit booth space.

EXHIBITOR CONTRACT

A copy of IRC’s proposed exhibitor’s contract must be submitted to Hotel’s Convention Services Department prior to its printing and distribution, to ensure that the Hotel is protected and that exhibitors have received complete information and instructions, as well as rules and regulations governing exhibits at the Hotel. The exhibitors contract must include the following “Hold Harmless Clause”:

“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants and employees from any and all such losses, damages and claims.”

Hotel will not be responsible or liable for any loss, damage or claims arising out of exhibitor’s activities on the Hotel premises except any claims, loss, or damages arising directly from its negligence.

AUDIO-VISUAL SERVICES

Audio-visual equipment contracted through the Hotel will be in the meeting room and operative at the start of the meeting, or the rental charge will be waived.

FOOD/ALCOHOL

The Hotel will allow IRC to bring in donated agricultural products for special events.

SECURITY

Should IRC require security, the Hotel’s Convention Services Department will assist in securing these arrangements.

CREDIT ARRANGEMENTS

In order to establish credit with Hotel for the purpose of direct billing IRC shall complete the credit application form enclosed. This application must be completed and returned to the Hotel Credit Manager, no later than 90 days prior to the event.

Any remaining balance on the Master Account will be due upon receipt of an invoice from Hotel. In the event that any charges remain unpaid after thirty (30) days from the date of invoice, IRC agrees to pay Hotel a late payment penalty equal to 1-1/2% per month on the remaining balance until paid in full.

MASTER ACCOUNT

Hotel must be notified in writing at least thirty (30) days prior to arrival of the authorized signatures and the charges that are to be posted to the Master Account.

CANCELLATION

If IRC cancels the Event or moves the Event to another city or facility, such decision shall constitute a breach of its obligation to Hotel. Should the event not be held at Hotel or be cancelled, IRC will pay Hotel, as liquidated damages for the following amount:

• More than 24 months 10% of the total room revenue
• 23 months to 18 months 20% of the total room revenue
• 17 months to 12 months 30% of the total room revenue
• 11 months to 7 months 50% of the total room revenue
• 6 months to 5 months 75% of the total room revenue
• 4 months to arrival 100% of the total room revenue

In the event of cancellation by IRC, Hotel will use its best efforts to resell the cancelled sleeping rooms and/or function space and credit those revenues against liquidated damages in an amount not to exceed the full amount of such damages. Liquidated damages, it any shall be dues and payable thirty (30) days after the event dates.

In the event of closure or cancellation by the Hotel, the Hotel shall pay IRC the same liquidated damages as stated above and Hotel will pay for all relocation costs including sleeping room and meeting room costs over and above those provided by this Agreement and associated shuttle costs.

CONSTRUCTION

The Hotel shall promptly notify IRC of any construction or remodeling to be performed in Hotel prior to or over the Event dates and Hotel warrants that any such construction and remodeling shall not interfere with IRC’s use of Hotel. Should construction be determined by IRC to interfere with the Event, IRC will be considered to have justifiable reasons to cancel without prejudice or penalty from Hotel and Hotel will incur all cost associated with the change of venue. In addition, should Hotel be sold, this contract commitment will be honored.

CONDITION OF PREMISES

Hotel will insure that the property is in the same or better condition than it was at the time this contract is signed and will maintain its current “star” or “diamond” rating by any specified rating service. Failure to maintain that status is grounds for terminating this contract by IRC.

FORCE MAJEURE

A delay in or failure of either IRC or Hotel to perform its obligations as described herein, shall not constitute default under this Agreement nor give rise to any claim for damage if and to the extent such delay or failure is caused by occurrences, whether direct or indirect, reasonably beyond the control for the party affected, including, but not limited to: acts of God, war, government regulations, disaster, strikes, civil disorder, curtailment of transportation facilities, or other emergency that makes the Agreement inadvisable, illegal or if it is impossible to provide the facility, or hold the event. Termination pursuant to this section shall be by written notice provided thirty (30) days after the Event giving rise to cancellation in accordance with the provision.

INSURANCE AND INDEMNIFICATION

Hotel and IRC each agrees to carry adequate liability and other insurance protecting it against any claims arising from any activities conducted in the Hotel during the Event. Each party hereby indemnifies and holds the other harmless from any loss, liability, cost or damages arising from actual or threatened claims or causes of action resulting from the negligence of such party or its respective officers, directors, employees, agents, contractors, members, or participants as applicable.

ATTORNEY FEES AND INTEREST

If any issue requires an attorney’s involvement, the prevailing party may recover all attorney fees, as well as interest in the contested amount.

THIRD PARTY INVOLVEMENT

Rates quoted by Hotel in this Agreement do not include commissions or fees to any professional meeting planning companies. If IRC intends to contract with a third party, Hotel reserves the right to add commissions or fees to the rates already quoted in this Agreement.

ACCEPTANCE

The outlined format and dates are being held on a First-Option basis until «OptDate». Upon receipt of this Agreement by Hotel, IRC will be placed on a definite basis and the Agreement will be binding upon Hotel and IRC. If a commitment cannot be made prior to «OptDate», the Agreement will revert to a Second-Option basis or the arrangements may be released. At such time neither party will have any obligations under the Agreement.

ENTIRE AGREEMENT

This Agreement contains all of the terms and conditions agreed upon by the parties and no other Agreements, oral or otherwise, shall be binding upon said parties.

«Hotel»     Date

IRC Local Organizing Committee     Date

APPENDIX D
TEMPLATE LETTER OF REQUEST TO REVIEW PAPER

Dear prospective reviewers,

We are honored to invite you to participate in the peer review process of the papers submitted for the IRC conference. You have been recommended by the International Scientific Committee as a voluntary reviewer of the papers submitted for the theme of _____________________.

Reviewers will undertake the reviewing task as a voluntary service to their profession. The Organizing Committee will acknowledge this valuable service to the professional community by publishing the names of all reviewers on the proceedings of the IRC.

Following criteria should be considered in reviewing the papers:

• Suitability for the theme ____________________.
• Academic merit (Appropriately chosen and documented methods; logical presentation and analysis of results, findings, inferences and conclusions; novelty and significance of the work, and implications for practices, policies or further research.)
• Standard of writing (Clear and logical presentation, appropriate style, freedom from errors, ease of reading, correct English grammar and spelling, use of conformance with specifications for referencing, length and format details.)
• Priority is to include papers from around the world.

Reviewers are asked for summative judgments on acceptance of a paper:

• Accept as is (minor corrections can be made by the reviewer)
• Accept with minor revisions to be made by the author(s) (please specify using Track Changes mode in MS Word)
• Accept after major revisions (specify using Track Changes mode in MS Word)
• Reject (specify the major reason)

Reviewers are also asked to be very careful when giving reject judgment to a paper. The number of rejected papers should be minimized.

Each reviewer is expected to review some 30 to50 papers of one-page-length (A4 size), and to accomplish the review task and return all the reviewed papers by __________________.

We sincerely hope you will accept our invitation to join the review process. Please let us know by sending a confirming email whether you are willing to do the review.

APPENDIX E
ORAL PRESENTATION GUIDELINES

The Quality Depends on You!

It is an honor to present a paper at IRC Congresses. The audience expects quality presentations from speakers. Unfortunately, many of us in technical areas are not educated in making concise, effective presentations. We tend to emphasize technical accuracy and detail over the effective presentation of our information. The audience’s opinion of you and your institution depends on both the content and the presentation of your paper. The following suggestions provide information that will aid you in slide preparation and presentation.

Slide Presentations

1. Convey only one main idea per slide.
2. Express ideas first pictorially in illustrations, cartoons, photos, or diagrams.
3. Graphs, charts, or diagrams are preferable over tables and words for understanding complicated data.
4. If words are necessary, use concise phrases with abbreviated symbols instead of sentences. In a 15-minute talk a good general rule is to plan to present 4 to 5 points.
5. Instead of one complex slide, make several simplified slides with a conclusion slide describing the over-all concept.
6. General interest in your talk by:
   1. Using slides with contrasting colors.
   2. Minimize clutter. If you introduce a slide by saying, “You may not be able to read this, but…,” please, do not show it. Get another slide.
7. An excellent brochure entitled “Effective Lecture Slides” is available from Kodak, Pamphlet No.S-22, Photo Information, Department 84′, Rochester, NY 14650 or phone Ed. Division (716)724-4000 for further information.
8. Several rehearsals should insure a smooth presentation and made sure the 15-minute time limit is easy to observe. The IRC always provides preparation/practice rooms.
9. Allow time for questions at the end of your presentation, and please restate the question before answering.

REMEMBER TALK TO THE AUDIENCE NOT THE SCREEN!!!

COBBLED UP SLIDES OR OVERHEADS ARE NOT EFFECTIVE.

APPENDIX F
KEYNOTE SPEAKERS: INSTRUCTIONS FOR PRE-RECORDED ORAL

KEYNOTE PRESENTATIONS

Joint
XXIV International Grassland Congress
XI International Rangeland Congress
23-29 October 2021, Nairobi, Kenya

Introduction

As you know, the Covid-19 situation has made it necessary that the Joint IGC/IRC be held virtually rather than in-person. Authors making oral presentations will need to pre-record their presentation to be played at the Congress. The video files will be made available to participants "on demand" in the Congress media library. The videos can then be viewed at any time. During the scheduled times of the concurrent sessions, the speakers will only be available in a Zoom call for discussions, questions and answers.

Presenting authors will still have their paper published in the Proceedings, and registration for the Congress will be required for all presenting authors.

Recording Your Presentation

Your presentation should take no longer than 20 minutes – please be strict with this. Questions will be after the 2 or 3 other Keynote presentations in your session.

There are different ways to make a recording of your slides together with the audio of your narration.

[1] Zoom: One of the simplest methods is to use Zoom. An explanation of how to do this can be found
here (click to open link).

[2] PowerPoint: Another method is to use PowerPoint, as described below:

1. In Powerpoint, click on DESIGN tab. Click on the SLIDE SIZE button and make sure that the size is set to Widescreen (ratio 16:9)
2. Prepare your slides and practice your presentation. If your computer does not have a built-in microphone, you will need to connect a microphone to your computer.
3. On the top menu, under the Slide Show tab, click RECORD SLIDE SHOW. Ensure that the check boxes for “Slide and animation timings” and “Narrations and laser pointer” are checked. Click START RECORDING.
4. Speak clearly and slowly as you advance through your presentation.
   NOTE: Leave a second or two of silence at the beginning and end of each slide. PowerPoint does not record audio while the presentation transitions from one slides to another. If you are talking at the same time as clicking to advance to the next slide, some of your narration will not be recorded.
5. When you reach the final slide click one more time to stop recording.
6. Save your PowerPoint presentation file. The audio will now be embedded in the PowerPoint file.
7. To check what you have done, play the presentation. You can click the Slide Show icon at the bottom right of the screen or hit the F5 key. If you are not happy with the recording, you can repeat the above steps. This will overwrite the audio recording.
8. Important: In the FILE menu click SAVE AS. Save the presentation as an mp.4 file (rather than a .pptx).
9. Upload the file (mp.4 format) on the conference web site. See below for more detailed instructions for uploading.

A more detailed explanation of this method is available from Microsoft here.

Alternatively, you may use another method to record your presentation in .mov or .mp4 file format. No other file types will be accepted – presentation files must be .mov or .mp4 files.

Please use a screen size ratio of 16:9.

Filename

Please name the file of your recorded presentation with your surname and a key word from your title. For example: smith-grazing.mp4.

Uploading Your Recorded Presentation (DRAFT TBA by LOC)

Submissions of pre-recorded presentations is to be done through the congress web site (
https://igandircongress2021.dryfta.com).

1. Navigate to the site, this will take you to the login page.
2. Log into your account using your email and password.
3. Click “My Abstracts” on the left hand side menu or the green “My Abstracts” button.
4. A new page will open listing the titles of your abstracts.
5. Click on the submission title (blue in color) of the presentation you’d like to upload the pre-recording of.
6. A new page will open with your submission information.
7. Scroll down the page and click the browse button titled “Upload Pre-recorded Presentation”
8. IMPORTANT: After the file has been uploaded, click “Update” button at the bottom of the page.

Oral presentations must be uploaded no later than 8^th October 2021.

Also, remember to register for the Congress!

APPENDIX G
ORAL PRESENTATIONS

Joint
XXIV International Grassland Congress
XI International Rangeland Congress
23-29 October 2021, Nairobi, Kenya

Instructions for pre-recorded oral presentations

Introduction

As you know, the Covid-19 situation has made it necessary that the Joint IGC/IRC be held virtually rather than in-person. Authors making oral presentations will need to pre-record their presentation to be played at the Congress. The video files will be made available to participants "on demand" in the Congress media library. The videos can then be viewed at any time. During the scheduled times of the concurrent sessions, the speakers will only be available in a Zoom call for discussions, questions and answers.

Presenting authors will still have their paper published in the Proceedings, and registration for the Congress will be required for all presenting authors.

Recording Your Presentation

There are different ways to make a recording of your slides together with the audio of your narration.

Zoom: One of the simplest methods is to use Zoom. An explanation of how to do this can be found
here.

PowerPoint: Another method, which we describe below, is to use PowerPoint itself.

1. Prepare your slides and practice your presentation. Ensure that your presentation takes no longer than 12.5 minutes. Be strict with yourself about this. If your recorded presentation is longer than this, the replay of your presentation will simply be turned off at the 12.5 minute mark and the audience will miss your final remarks.
2. If your computer does not have a built-in microphone, you will need to connect a microphone to your computer.
3. On the top menu, under the Slide Show tab, click Record Slide Show. Ensure that the check boxes for “Slide and animation timings” and “Narrations and laser pointer” are checked. Click START RECORDING.
4. Speak clearly and slowly as you advance through your presentation.
   NOTE: Leave a second or two of silence at the beginning and end of each slide. PowerPoint does not record audio while the presentation transitions from one slides to another. If you are talking at the same time as clicking to advance to the next slide, some of your narration will not be recorded.
5. When you reach the final slide click one more time to stop recording.
6. Save your PowerPoint presentation file. The audio will now be embedded in the PowerPoint file.
7. To check what you have done, play the presentation. You can click the Slide Show icon at the bottom right of the screen or hit the F5 key. If you are not happy with the recording, you can repeat the above steps. This will overwrite the audio recording.
8. Save the presentation as an mp.4 file (rather than a .pptx).
9. Upload the PowerpointPresentation file (mp.4) on the conference web site. See below for more detailed instructions for uploading.

A more detailed explanation of this method is available from Microsoft here.

Alternatively, you may use another method to record your presentation in .mov or .mp4 file format. No other file types will be accepted – presentation files must be .mov or .mp4 files.

Filename

Please name the file of your recorded presentation with your surname and a key word from your title. For example: smith-grazing.mp4.

Uploading Your Recorded Presentation

Submissions of pre-recorded presentations is to be done through the congress web site (
https://igandircongress2021.dryfta.com).

9. 
   Navigate to the site, this will take you to the login page.
10. Log into your account using your email and password.
11. Click “My Abstracts” on the left hand side menu or the green “My Abstracts” button.
12. A new page will open listing the titles of your abstracts.
13. Click on the submission title (blue in color) of the presentation you’d like to upload the pre-recording of.
14. A new page will open with your submission information.
15. Scroll down the page and click the browse button titled “Upload Pre-recorded Presentation”
16. IMPORTANT: After the file has been uploaded, click “Update” button at the bottom of the page.

Oral presentations must be uploaded no later than 30 September 2021. (INSERT APPROPRIATE DATE)

Also, remember to register for the Congress!

The last day to register is 30 September.

APPENDIX H
POSTER DESIGN AND PREPARATION GUIDELINES

Please consider the following points when planning and preparing your poster.

1. Keep it simple; stick to key points and essential information, use a minimum of text.
2. Make it self-explanatory; there will be time when poster is on display without you present, so be sure it tells a logical, coherent story. Remember, excessive detail hurts rather than helps in this regard; interested viewers can ask you about particulars during the formal session.
3. Make our poster easy to read. Large lettering, bold, but simple figures, and a clear, easy-to-follow layout are essential.

The following guidelines offer some practical suggestions for achieving a well-presented poster.

Contents

Your poster should include the following:

• Title, followed by name and affiliation of the author(s)
• Introduction – state the problem or area of investigation
• Purpose – what you investigated and why you are presenting this information
• Methods – lab techniques, experimental design, sampling method, etc.
• Results – graphs, photos, artwork, etc.
• Conclusion (Always last) – list finding, summary, interpretation, and implications

Legibility and Readability

1. Title and Headings:
   • Reserve the top 4 inches of your poster for the title, author’s name(s), and affiliation(s).
   • Use letters about 1 inch high (ALL CAPS) for the title.
   • Use letters about ½ to 2/3 inches high for authors and affiliations.
   • Use letters about 3/8 to 5/8 inches high for headings.
2. Text:
   • All text should be legible from 5 feet away. This means a minimum letter size of 3/16 to 1/4 inches for all text, including tables, figure captions, and labels.
   • Make text upper and lower case.
   • Use a sans serif typeface (e.g. Megaron, Helvetica, Letter Gothic); they are easier to read and look better.
   • Use all caps, bold or italic lettering to highlight paragraphs.
   • Keep adequate “white” space around statements for easier reading.
   • Remember!! Stick to key points and essential information.
   • Keep text to a minimum.
3. Figures, Tables, and Photographs:
   • Figures can be understood much more easily and quickly than tables; convert all tables to figures if possible.
   • Keep figures simple. Use bold lines and large symbols for easy reading from a distance. Make lines at least 0/8 mm wide, preferably larger (drawing pen sizes 3-7 make lines ranging from about 0.8 to 2 mm wide). Symbols should be at least 3 mm in diameter.
   • Each figure should be accompanied by a short line of interpretation that summarized the “take-home” message of the figure.
   • Photographs should be clear, and show what they are intended to show. If they don’t, consider artwork instead.
   • If you must use a table, keep it simple – just a few row and columns.
   • Stick to a minimum of 3/15 to ¼ inch lettering in all tables, figure captions, and labels.

Layout and Organization

• Poster size will be 4×8 feet. Reserve the top 4 inches of our poster for the title, author’s name(s), and affiliation(s).
• An 8-foot wide poster can accommodate 6 columns 12 to 14 inches wide, or 8 columns of 10 to 11 inches wide. Height of individual panels (e.g. figures, sections of text, etc) do not need to be uniform in size however, keeping column widths the same size will result in a more pleasing layout.
• Your poster should start with the introduction in the upper left corner and end with the conclusion in the lower right corner.
• Try to avoid using large paragraphs or blocks of text anywhere on your poster. Separate, individual statements are much easier to read.
• Do not crowd your poster. Leave space (or colored borders) around individual panels. Be generous with “white” space around text within panels.

Production Methods for titles Heading, and Text

Methods vary widely in cost, availability, and time required, Here are some suggestions:

• Typesetting produces very high quality results but is probably the most expensive approach. Smaller type can be used, and then enlarged photographically.
• Many computers are equipped with plotters and can produce lettering of appropriate size and quality. Some high-quality printers may also give good results. But pay attention to letter darkness and heaviness as well as size; printer output may be light, and plotter lines tend to be narrow.
• Kroytype machines, which produce various sizes of lettering on clear, adhesive tape, are good for making titles and headings, but not too feasible for large amounts of text. Titles probably have to be enlarged photographically or by photocopying.
• Press-on lettering can also be used for titles and headings, but extra care is required to achieve proper letter spacing and alignment.
• If all else fails, you can produce adequate text by using a quality typewriter if you have access to some type of enlargement capabilities (either photographic or photocopy). Always use a new carbon film ribbon and if possible, a bold or multiple strike option.

Use of Color

• Color can be used to help organize your poster and make it easier to read as well as more attractive.
• A backing of colored paper for each panel on the poster (extending about ½ inch beyond each edge) is an inexpensive and attractive way to highlight material.
• Different colors of backing paper or colored bars down the margin(s) can be used for material in different sections (e.g. methods, results, etc.) to help organize the poster.
• Colored tape or yarn stretched between pins and be used at a “pointer” to connect sections of text with key points of figures.
• Colored lines or stripes of tape between columns or rows can help guide the viewer through the poster in the proper sequence.

Poster Assembly

Poster can be either mounted or unmounted

1. Mounted – This gives a more professional look. When mounted, use a lightweight board approximately 1/16 inch thick. A 10” x 12” panel will fit comfortably in most briefcases. The title can be cut in 2 or 3 pieces, or scored and folded. You can also mount your whole poster on one full-size foamcore or poster board backing, if you can conveniently transport it to the meeting.
2. Unmounted – This is lighter, and panels can be rolled up; a reverse roll will usually fix the curl.

Be prepared to assemble and hang the poster yourself. We will be using boards covered with carpet, therefore, you will need an adequate supply of “Hook” tape (Velcro type). Electricity will be available if necessary, but you should bring your own extension cord (at least 25 feet) All poster boards will be numbered. Each participant will be assigned a poster location when they check in to set up the poster.

APPENDIX I1. BUDGET SUMMARY

INCOME
Cost				Actual
Center	Description	Proposed		as of (date)
ADM	Administration
FIN	Finance
HST	Host Activities
LOC	Local Arrangements
PRO	Program
PUB	Publicity
SPO	Sponsorship
STU	Student Activities
TRA	Trade Show
	01 – SUMMARY
Total Income
EXPENSE
Cost		Proposed	Proposed
Center	Description	Revenue	Expenses	Net
ADM	Administration
FIN	Finance			APPENDIX I1 – Summary
HST	Host Activities
LOC	Local Arrangements
PRO	Program
PUB	Publicity
SPO	Sponsorship
STU	Student Activities
TRA	Trade Show
Total Expense
Net Annual Income (Loss)

APPENDIX I2. Administration Budget

Income		Actual
	Proposed	as of (date)
Sponsorship
Total Income
Expense
Administrative – Office Expenses
Postage & Shipping
Telephone & Fax
Other Misc
Other Administrative Expenses
Gratuities
Pre-Conference Planning
Planning Committee Post-Conference Dinner
SRM Office Equipment & Services
Computers/Printers
Copy Machine
Internet Service
Travel Expenses
Staff Travel to Meeting
Meeting Coordinator Pre-Conference Planning
Other Misc Expenses
Sponsorship
Postage
Telephone
TOTAL EXPENSE
Net Annual Income(Loss)

APPENDIX I3. Finance Budget

Income		Actual
	Proposed	as of (date)
Seed Money from HQ
Interest from AM Checking Account
Total Income
Expense
Bank Charges/Fees
Contingency Fund
Office Expenses
Postage
Copying
Supplies
Reimbursement of Seed Money
Total Expense
Net Annual Income(Loss)

APPENDIX I4. Sponsorship Budget

Income		Actual
	Proposed	as of (date)
Copper
Bronze
Silver
Gold
Platinum
Diamond
Total Income
Expense
Complimentary Booth w/Sponsorship
Complimentary Registration w/Sponsorship
Special Signage
Office Expenses
Printing
Postage
Supplies
Telephone/Fax
Total Expense
Net Annual Income(Loss)

APPENDIX I5. Local Arrangements Budget

Income		Actual
	Proposed	as of (date)
Registration Fees
SRM Member Reg/Life – Early
SRM Member Reg/Life – Regular
SRM Emeritus Member – Early
SRM Emeritus Member – Regular
Spouse/Guest – Early
Spouse/Guest – Regular
Non-Member – Early
Non-Member – Regular
Day-Only
Total Income		$0
Expense
Complimentary Registrations
Affiliated Organizations
Invited Speakers/Guests
Staff
Volunteers
Equipment Rental – Registration Desk
Server (1)
Computer Workstations (4)
Printers (4)
APPENDIX I5 – LOCAL ARRANGEMENTS
High-speed Internet Connection
Registration Other
Computer Network Technician
Credit Card Processing Fees
Clerical Services-Data Entry
Postage
Registration – Promotions
Lapel Pins
Tote Bags
Registration Supplies
Badge Holders/Lanyards
Badge Stock/Designator Ribbons
Special Designation Ribbons
Misc Supplies
Phone-Credit Card Machines
Miscellaneous
Equipment Rental
Computers (4)
Printers (4)
Photocopier
Copies
Radio/Cell Phones
Scanner
Office
Postage
Copying
Security
Signs
Phone
Misc
Total Expense
Net Annual Income(Loss)

APPENDIX I6. Host Activities Budget

Income		Actual
(Build in 20% profit over cost)	Proposed	as of (date)
Grand Opening Event
Tour Registration Fees
Technical Tour #1
Technical Tour #2
Technical Tour #3
Companion Tour #1
Companion Tour #2
Companion Tour #3
Banquet Fees
Breakfast/Luncheon Fees
Professional Issues
Past Presidents/Charter Members
Total Income		$0
Expense
Technical Tour #1
Bus Transportation
Meals/Refreshments
Technical Tour #2
Bus Transportation
Meals/Refreshments
Technical Tour #2
Bus Transportation
Meals/Refreshments
Companion Tour #1
Bus Transportation
Meals/Refreshments
Admission Fees
Companion Tour #2
Bus Transportation
Meals/Refreshments
Admission Fees
Companion Tour #3
Bus Transportation
Meals/Refreshments
Admission Fees
Dance
Entertainment
Dance Floor
Cash Bar
President’s Reception
Cash Bar
Banquet
Meal Cost/Gratuity
Table Decorations
Complimentary Meals
Entertainment
Breakfast/Luncheons
Professional Issues
Past Presidents/Charter Members
President’s Spouse Tea
Hospitality
APPENDIX I6 – HOST ACTIVITIES
Batteries
Misc
Total Expense		$0
Net Annual Income(Loss)		$0

APPENDIX I7. Student Activities Budget

		Actual
Income	Proposed	as of (date)
Registration Fees
Student Member – Early
Student Member – Regular
Student Non-Member – Early
Student Non-Member – Regular
Student Conclave Luncheon
Registration Fees – Student
Registration Fees – Non-Student
Total Income		$0
Expense
Student Conclave
Food Service
Business Meeting Refreshments/Gratuity
Contest Grading Refreshments/Gratuity
Luncheon Meal Cost/Gratuity
Tapping the Top Refreshments/Gratuity
Tour
Bus Transportation
Meals/Refreshments
High School Youth Forum (HSFY)
Food Service
Business Meeting Refreshments/Gratuity
Professional Interaction Dinner/Gratuity
Social Refreshments/Gratuity
Tour
Bus Transportation
Meals/Refreshments
Other Expenditures
Awards
Poster Boards for Employment Office
Misc
Total Expense		$0
Net Annual Income(Loss)		$0

APPENDIX I8. Program Budget

Income		Actual
(Build in 20% profit over cost)	Proposed	as of (date)
Program
Advertising
Abstracts
Advertising
Total Income
Expense
Program/Abstracts
Abstract Submission Services
Set-up/Printing
Searchable CD
Other Expenses
Poster Boards (40)
Numbers for Poster Boards
Plenary Session Room Set
APPENDIX I8 – PROGRAM
A/V Equipment
Speakers
Honorarium/Travel Expenses
Office
Postage
Misc
Total Expense
Net Annual Income(Loss)

APPENDIX I9. Trade Show Budget

		Actual
Income	Proposed	as of (date)
Exhibits
Commercial Member Booth
Commercial Non-Member Booth
Additional Booth
Government/Non-Profit Booth
Non-Profit Booth
Range Club Booth
Additional Range Club Booth
Sponsorship
1/4 Coffee Break
1/2 Coffee Break
Full Coffee Break
Trade Show Mixer
Expense
Exhibits
Booth Setup (pipe/drape/carpet/signage)
Supplemental Pipe/Drape/Carpet/Signage
Complimentary Booths
Trade Show Mixer
Refreshments/Gratuity
Entertainment
Refreshment Breaks
SRM Silent Auction
Security
Security Services
On-site EMS
APPENDIX I9 – TRADE SHOW
Net Annual Income(Loss)

APPENDIX I10. Publicity Budget

		Actual
Income	Proposed	as of (date)
Pre-Convention TBN
Advertising
Daily TBN
Advertising
Total Income
Expense
Pre-Conference Publicity/Advertising
Planning Committee Apparel (shirts/hats)
Logo & Theme
Artwork
Promotions
Banners
Booth Rental
Brochures/Post Cards
Postage
Pre-Convention TBN
Printing
Postage
Daily TBN
Printing
Photography
Computer/Printer Rental
Fax/Copy Machine
APPENDIX I10 – PUBLICITY
Rangelands Articles
Publication (1st 12 pages @ no charge)
Total Expense
Net Annual Income(Loss)

APPENDIX J
KENYA 2020 IGC-IRC SPONSORSHIP PROSPECTUS

Sponsorship & Exhibition Prospectus – Joint XXIV International Grassland And XI Rangeland Congress; Nairobi, Kenya 24-30 October 2020

APPENDIX K
THANK YOU LETTER TO SPONSORS

November 14, 2016

Suzette Kimball
USGS Director
U.S. Geological Survey
12201 Sunrise Valley Drive
Reston, VA 20192

Dear Director Kimball:

We want to thank you for your support for the 2016 International Rangeland Congress which was held in Saskatoon, Saskatchewan, Canada over the period of July 16 – 22, 2016.

Over 550 papers/posters were presented and were shared by the 514 registered delegates.

The USGS, with the Bureau of Land Management, conducted a workshop on July 17 entitled: “Monitoring rangeland condition and forecasting the future: Sage-grouse and the sagebrush-steppe ecosystem of western North America”.

The USGS name and/or logo were printed in all the notices on the website, in the Congress Program, as well as the electronic version of the proceedings. In addition, appreciation was extended to all sponsors at numerous ceremonies, as well as on banners and electronic notice boards and screens throughout the Congress.

We are enclosing here, for your records:

1. A printout of the website main page showing sponsorship acknowledgement.
2. The electronic version of the proceedings.
3. A copy of the Summary of Plenary and Keynote Presentations and Contributed Papers and Posters.
4. The topics contained in the Scientific Program
5. A list of the number of delegates from all countries represented at the Congress

Further information on the International Rangeland Congress may be seen on our website at www.rangelandcongress.org. The next International Rangeland Congress will be held in 2020 in Nairobi, Kenya as a joint congress with the International Grassland Congress.

Thank you once again for your continued support for these Congresses, which are so crucial for the continued dialog between rangeland workers around the world.

Sincerely yours,

Gabriel Oliva, Past President IRC

Dana Kelly, President, IRC

James T. O’Rourke, Past President and Secretariat, IRC

cc. Anne Kinsinger

Bill Lellis

Steve Hanser

APPENDIX L
DELEGATE SUPPORT APPLICATION

DELEGATE SUPPORT APPLICATION

DELEGATE DETAILS:

First Name: _______________________________ Last Name/Surname:_____________________________________

Organization: ____________________________________________________________________________________

Postal Address: __________________________________________________________________________________

Country: ________________________________________ Passport Number: ________________________________

Town/city: _______________________ State: _____________________ Postcode/zip code: _____________________

Telephone (include Country & State code):______________________________________________________________

Facsimile (include Country & State code):______________________________________________________________

E-mail: _________________________________________________________________________________________

PLEASE CONSIDER MY DELEGATE SPONSORSHIP REQUEST FOR:

a) Congress Registration ( )

b) Congress Registration and Accommodation ( )

c) Congress Registration, Accommodation and Travel ( )

Full sponsorship is not available unless a specific sponsor has indicated their total support, where the delegates will be selected by the sponsoring organization itself. Our aim is to provide sponsorship opportunities for as many as possible. Priority will be given to applicants applying for sponsorship level (a) Congress Registration only, then (b), then (c).

PLEASE SUPPLY THE FOLLOWING INFORMATION:-

A. Please support your request for Delegate Sponsorship by providing a brief description of your area of work and/or study, and provide an explanation as to why you should be considered for sponsorship. (Please attach a separate sheet to this application if there is not sufficient space on this form).

___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________

B. Please provide evidence of the approaches you have made to obtain funding from your own organization, international aid organization, NGO or other sources of funding.

___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________

C. Two (2) written letters of reference must be attached with this application. Please supply the names and contact details of your attached referees:

1. Name: _______________________________________________________________________
   Organization: ___________________________________________________________________
   Position: _______________________________________________________________________
   Address: ________________________________________________________________________
   _________________________________________________________________________________

2. Name: _______________________________________________________________________
   Organization: ___________________________________________________________________
   Position: _______________________________________________________________________
   Address: ________________________________________________________________________
   _________________________________________________________________________________

Signed: _________________________________________

Date: __________________________________

Please ensure you have the following attached with this application:

1. Letters of approach to other organizations
2. Two written letters of reference