Section 2
World Orchid Conference Details

2.1

Schedule of Events

The Conference has three main parts: the Conference itself (centrally a program of lectures), the show, and the social program.  This framework is a constant feature of all Conferences, whatever local variations may occur.  It lasts approximately a week, but organizers will need to allow for time before and after for the setting up and taking down of the show.  A typical schedule in outline is as follows -

At a World Orchid Conference there are a number of international committees which meet and for which space in the time-table must be found - the WOC Trust, the Trust-invited Site Selection Committee, the International Orchid Commission (IOC), and some committees of the Orchid Specialist Group (OSG) of the IUCN Species Survival Commission.  International Alliances of interest in certain genera, e.g. Phalaenopsis, Odontoglossum and others sometimes want to meet too.  The size and set up of rooms for these meetings vary and it behooves the Organizers to coordinate the requirements with representatives of the groups to determine their need(s).  Organizers should contact one of the Trustees who will be able to give them current contact information for the various groups.  As the membership of these key international committees has a lot of overlaps, they must be scheduled at different times, preferably immediately after the lecture program each day except for the Site Selection Committee which needs to meet the morning of the Closing Ceremony day.  The organizers and the President of the Trust will need to coordinate who will be included on the Site Selection Committee so there will not be any conflicts between that meeting and the lecture schedule.  There may also be an informal meeting of the Trust to introduce the members of the Site Selection Committee to the WOC bidders.

2.2

The Lecture Program

The Conference proper - the lecture program - typically runs for 3½ days, Wednesday to Saturday.  Details have varied, but typically there are three simultaneous series of lectures: one scientific, one slanted towards the orchid hobbyist, and one covering the large number of specialist interests and groups which are a feature of the orchid world internationally.  It is important to keep a balance between these different parts of the program.

Typically the first morning of lectures does not have simultaneous presentations and is held in the largest of the lecture facilities.  This allows opening remarks by the Organizers and two or three Keynote addresses by well known and popular orchid speakers.

If a host organization is agreeable, the Trust will offset a total of $1,000.00 from capitation fees to sponsor one or more speakers at the conference as long as the following criteria are met: the organizers agree to publicize the speaker(s) as World Orchid Conference Trust sponsored from the time the speaker(s) is(are) selected; the speaker(s) have not made presentations to any previous World Orchid Conference and might not be able to attend without sponsorship; and the Trustees of the Trust are provided with the name(s) and agree with the organizers choice(s) prior to any notification to the selected speaker(s).  It is anticipated that the President of the Trust will act as Chairman of the session(s) when the sponsored person(s) appears.

Organizers are responsible for ensuring that the lecture hall capacities are adequate to accommodate all registrants interested in attending.  While some WOCs have been able to get by with rooms that held some 150 to 250 seats, others, and certain speakers, have needed far more.

Developments in audio visual techniques change constantly.  The Organizers should communicate frequently with the speakers to determine what technical format each would like to use during their lectures.  Properly-lit lecterns, good projection and sound equipment, remote controls, and back-up facilities should be available.

In planning the third ("special interests") series, consultation with the appropriate groups (e.g., the International Phalaenopsis Alliance, the Pleurothallid Alliance, etc.) is important; and, in practice, much of the detailed planning might in some cases be left to the groups themselves to decide.  However, the choice of speakers in the "scientific" and "hobbyist" series requires very careful selection by the Conference organizers and is one of their main responsibilities.

Speakers should be chosen because they are good speakers and because they have something valuable or important to contribute, not because (for example) they volunteer to speak or because they have spoken in previous Conferences.  The highest standards are required and, at the same time, a good international range of speakers.  Wide consultation internationally is recommended well in advance before any invitations to speak are issued.  This is one area in which the Trust's advice will, in many cases, be invaluable, and organizers are recommended to ask for it.  Speakers, particularly academicians, should be invited no later than 18 months prior to the Conference in order that they may accommodate the Conference in their busy schedules.

Students and young scientists can play an important role in a Conference.  They are often keen, dedicated and are the future for orchid science and horticulture.  The World Orchid Conference Trust strongly encourages organizers to include this group in their plans.  To get permission from their institutions to attend a conference and to apply for funding these young scientists normally need an invitation from the Conference organizing committee to participate either as a lecturer or to present a 'Poster' (see below).

In addition organizers may wish to provide a session in the lecture program set aside for people early in their career.  These presentations could be short and varied but will add an extra dimension to the conference program.  It is important that these papers are published in the Proceedings.

The Trustees can offer advice on developing this link with scientists, and organizers are also urged to liaise with the OSG Early Career Committee (http://www.orchidconservation.org/OSG/).

Invitations to speak should be accompanied by details of the technical aids (projectors, etc.) that will be available, or speakers may be invited to state their requests.  Neither facilities nor requests should be changed after invitations have been accepted.

So far as content is concerned, the aim in the scientific series should, above all, be to bring forward people who are doing new work.  This does not mean that there is no room for other speakers who may give lectures more of a reviewing nature: a balance is desirable, especially in order to attract the interest of registrants who are not themselves scientists.  The aim in the hobbyist series should be to cover as wide a range of the main hobbyist interests as possible.

Although excessive narrowness in the content of both series is to be avoided, it is natural that the balance in the program should reflect the special orchid interests of the host country or region.  Indeed, that is expected by international registrants and will be welcomed by them.

It has been traditional for the language of the Conference to be English and for all lectures to be given in that language.  But there is nothing cast-iron about that.  It is quite possible that in some countries lectures should be given in other languages, but then simultaneous translation at least into English should be provided.  The same, of course, applies to the general proceedings of the Conference.  Although English is by a long way the language best understood by participants in World Orchid Conferences, it is the policy of the Trust that this should not prevent the Conference from taking place in suitable locations where English is not widely spoken.

2.3

Scientific Posters

Recent WOC's have included very successful poster displays presenting a fascinating variety of research, covering scientific, horticultural, and conservation topics.  It is recommended that this is planned as an integral part of the Conference to help accommodate young researchers and groups of workers, as well as offering an opportunity for others, since not everyone can be invited to speak in the lecture program itself.  There are always a number of scientists and others who have something interesting to say and who would welcome the chance to participate in this way.  In Dijon a panel of senior scientists judged more than 50 posters for their presentation, scientific content, and the innovation of their work.  Book prizes were presented by the Trust for the best posters.  No judging took place in Miami.  It is up to the organizers to decide how posters, if any, should be presented and managed, but the Trustees hope that this valuable component of the Conference program will be continued.

2.4

The World Orchid Show

The show should be a large one and needs to be carefully designed.  Because of expense, customs and phytosanitary restrictions, and other factors, overseas exhibits will commonly be limited in number and in size.  That depends, of course, a great deal on the regional location, but in most cases a majority of the show may be expected to come from the host country.

The show has often had to be staged in a separate facility from the lecture program - sometimes at a considerable distance - but it is obviously best if the show and the lectures can be put on, if not under one roof, then at least as close together as possible.  This must depend on local circumstances.  If the main hotel can be close to the show and to the lectures as well, that is better still.  But if the hotel accommodation can only be close to one or the other, then it is more important to have it close to the lectures than to the show.  Often there has been a "Conference Hotel" which has provided a location for the program of lectures and other meetings.

It is essential that the organizers make clear and reliable arrangements with their Customs, plant health and CITES authorities to facilitate both the bringing in of plants for exhibition and/or sale and their subsequent export (or re-export) by both exhibitors and other registrant.  Such arrangements should be both made and publicized internationally a long time - say a year - in advance.  Organizers must realize that exhibitors from abroad will not commit themselves to bringing in plants until they know that proper and reliable arrangements have been made.  This is not something that can be left to the last minute.

Practice on charging has varied a good deal, but in Glasgow, for instance, no charge was made for space in the show, while a charge was made for space in the (separate) sales area, with exhibitors being given free or discounted sales space in proportion to the size of their exhibit in the show.

The sales area is an important part of the show - of great interest to registrants and visitors.  While plants predominate in the sales area, other more or less orchid-related lines of merchandise - sundries, pictures, ceramics, books, textiles, etc. - can be included.  Indeed, Conference organizers have a wide discretion in what they admit to the sales area.  Particularly because it is undesirable for security reasons for registrants or members of the public to take bought plants into the show, it is good to have a "crèche" room handy to the show, where things which people have bought can be left for temporary safekeeping.

The show should be designed to appeal not only to the registrants, but also to the general public of the host location.  The opening of the show to the public - for a fee - is in most cases an important element in the overall Conference budget.  Perhaps especially in the three most recent Conferences the publicizing locally of a World Orchid Show has been important.

It has been the practice at most World orchid shows to allow registrants who are photographers to enter the Show one or two hours early each morning for photographic purposes.  It is usually impossible for them to set up tripods, use flash, etc., when the Show is fully open.

2.5

Judging

There is an important competitive element to the show; the business of judging is traditionally one of the main features of the Conference as a whole and judges often make up an important proportion of registrants.  Details vary, but both Medal and Ribbon judging of individual plants is done and there is judging of exhibits.  World Orchid Conference prizes shall be limited to medals, ribbons and trophies; and while they, along with judging handbooks are a major expense for hosts, they are also very suitable candidates for sponsorship.  Outside financial assistance could help ensure the high quality of the respective awards.  It should be borne in mind that many individuals will have to travel great distances so trophies, or the like, should not be overly fragile or heavy.  It might be helpful, if organizers want to have elaborate trophies for them to have a way to safely ship them to recipients after the end of the WOC.

The organization of judging is a major task for the organizers; it is also a sensitive one.  One problem is that, although large numbers of overseas registrants expect to be involved in the judging, not all those who apply to do so have the right qualifications and experience.  It is the responsibility of the organizers to decide who should be accepted, but they need to take account of the fact that different countries use different systems for qualifying judges.  Trustees can put organizers in touch with those responsible for the various international judging groups.  It is strongly recommended that clear guidance is given on the qualifications required to judge and that an appeal procedure is in place.  It is also wise to check accreditation well before judging starts.

Judges from different countries will be used to differing judging systems, and the system used at World Orchid Conferences has to reflect that.  While the design of the schedule and the rules are a matter for the organizers and they bear the responsibility for choosing the method to be employed.  If the host country has a well known, established judging system, it may well be used "as is" or with slight modifications.  In other countries it will be necessary to "borrow" a system or a combination of systems.  WOC judging is a case on its own, and there is now quite a lot of experience about how it is best done.  It could prove beneficial to seek the assistance of experienced people to help formulate the judging system and show schedule and to ask them for their advice and counsel throughout the planning and execution of the WOC.  Recent conferences have benefited from the advice of a designated group of international advisers. This is one particular area where assistance is available from the Trust.

It is important that the method of judging be formalized by the host and publicized well before the actual conference.  A comprehensive show schedule is available from the Trust.  There is very little chance that all the classes listed in it will be needed for any individual show.  Items such as the location of the WOC, the time of year it is to be held and the quantity of plants that might be entered in various classes must be considered when determining which of the classes should be used as listed, grouped together or excluded.

Conference registration packages should include a judge's form that asks for a prospective judge's qualifications; which judging organization they belong to; particular area of expertise the judge possesses; any conflicts a judge might encounter that would preclude that judge from participating in certain classes; and the level of conference registration that is needed to be able to judge.  The privilege of judging at a WOC is expected to be matched by an appropriate contribution to its organization, and, up to now, judges have always been happy to pay the full registration fee.  Also, if there is to be a deadline for registering as a judge, it must be clearly stated.

A judging and entry manual should be provided for each judge and exhibitor.  Judges often like to read the judging manual well before they arrive at the show.  The manual should cover as many details about exhibition and judging as possible such as how many classes a plant, flower, or exhibit may be entered in; a clear definition of such terms as 'miniature', 'novelty', and 'standard'; whether plants and cut flowers may be combined in an exhibit; whether an entry must be placed in the first applicable class; and if there is any limit as to the number of entries an individual exhibitor can have in a class.

There are several show rules and regulations produced by different groups around the world.  They are readily available and it is recommended that the hosts get copies to help them when they are developing their own.

It is up to the host as to whether individual plant and flower entries will be segregated from exhibits.  Shows in Japan have been particularly successful with this approach but there are other areas of the world where this will not work.  Many of the commercial exhibitors would like to ensure that their best plants are in their exhibit, particularly those who have to travel long distances to participate in the show.  When they have to spread many of their best entries amongst the individual entry area, they feel they lose the impact they could create from being able to have everything in their exhibit.  This fragmentation could also affect the overall aesthetic impact of the show.

Although the Trust does not dictate the judging system selected by the host, it is strongly urged that every plant in the show be eligible for competition. Although actual judging may take somewhat longer in this case, it is felt the best plants should be recognized by the judges without regard to their location in the show.

It is also important to consider judging all aspects of the show, including educational, art or craft exhibits, scientific posters and any off-site displays; a recent conference even held a Website competition.

Hosts are encouraged to have exhibitors register plants and cut inflorescences that they feel warrant serious consideration for judging.  Such registrations should be computerized, sorted by exhibit and judging team assignment, and made available by judging team, so the team may more easily locate entries of special interest.  While this does not relieve the judging teams from review of all plants in the show that fall within their area of responsibility, it ensures each exhibitor that his/her entries have not been inadvertently overlooked.

Exhibitors should be cautioned that they should not just enter every plant they display, because it would seriously hamper the conduct of judging.  Most exhibitors are experienced and know which plants/flowers are worthy of medal consideration.

Organization of judging involves a considerable amount of administration and it is important to appoint a committed team of administrators to input data, produce lists, answer questions and keep track of paperwork; a dedicated Judging Secretariat with appropriate data links and equipment are almost essential.

Lists of judging teams and their assignments should be conspicuously posted at several key locations as soon as possible and no later than one day before judging, preferably on separate lists sorted by judging teams and alphabetically by name.  The lists should also indicate team leaders and clerks / stewards.

Hosts normally provide breakfast and/or lunch for the judges and clerks.  It is convenient to have the judges' briefing during the breakfast period. Any last minute items can be passed along at this time, people can be reminded of important issues and deadlines, questions can be answered and teams can formally meet up.  At this stage judging teams can be given their assignment sheets, which should contain detailed information on groups to be judged, genera included, restrictions etc.

Some judges like the ability to reclassify entries if the team feels it necessary; and often they want to be able to expand a class when the quality and quantity dictate.  It would be nice to be able to accommodate these wishes but it is up to organizers to stipulate if this is allowable or not.  If allowed extra ribbons should be made available.

Best in Show trophies for species, hybrid, exhibit, etc are very prestigious and it is important that the awarding process is seen to be fair.  Most judges want to participate in the selection of the best exhibit and plant and organizers should adapt their judging procedures to allow all judges to do so.  Some major shows have judges select winning plants from amongst groups and then have all the judges fill out a ballot to select the champion. The top exhibits could also be judged in a similar way.

Adjustment of judging results can be a useful tool.  The organizers have a certain number of medals, ribbons, and other awards that are available and they may feel it is important to award them all (or most of them).  On the other hand, it is possible that the various judging teams have given more medals and awards than are available so it behooves some group to review the situation and make additions or reductions as necessary.  It also gives an opportunity to rectify possible oversights, to even-out results and/or reward exhibits that were overlooked.  If a ratification panel is used it is essential to publicize this clearly and to carefully select the team.  It is advised that this team adds to the awards recommended by judging teams and does not reduce or take them away unless there are not enough awards available.

Award judging by the host organization in addition to World Orchid Conference judging (Dual system) is not recommended.  A World Orchid Conference award, medal or trophy should be the highest distinction available.

Exhibitors, judges, registrants, and the public want to be able to see a list of winning entries.  Such lists should be prepared and posted around the show site as soon as possible after the conclusion of judging.  This is easier to do when a computerized entry program has been utilized.  Several of these have been used quite successfully at major shows around the world.  A listing on the conference website is also much used and appreciated.

Ribbons for medals, class, and trophy winners can be left by the winning plant or exhibit.  It is also customary to issue metal medals for the winners which are normally given out to the individuals as a permanent memento of their achievement.  Trophies are often sponsored by individuals, companies or Orchid Societies and are much treasured by recipients.  It is important to consider that trophies may have to be transported long distances and so should not be excessively heavy or fragile.

Organizers should determine how and when they want to present the major awards that arise from the judging.  There are three very opportune times to do so - the opening social event that normally takes place the evening of judging day, the conference closing ceremony that follows the last lecture(s), and the banquet.  While it is entirely up to the organizing group to determine when they want the various presentations to take place, it is vitally important that the recipients be present to accept if at all possible.  It might be necessary to invite winners to a function that they have not otherwise signed up for or to present certain awards at the opening ceremony if the recipients are not going to remain at the WOC until the final day.

2.6

The Social Program

The social program is important.  For many registrants this is the occasion for a looked-forward-to holiday, and they bring partners with them.  It is very much an occasion for meeting up with old friends - an international get-together, with orchids as the focus and the excuse.  There is an established pattern of events during the week of the Conference, and there is also scope for associated tourism before and after the Conference.

It is usual to have three main social events for Registrants during the week of the Conference - an Opening Reception (in the show) on the evening of the day on which judging takes place, a Closing Banquet and (on one of the intervening nights) a "local" - i.e. Japanese, Scottish, etc. - night.  The Opening Reception should be free of charge for registrants and has often been hosted (for example) by the local public authorities of the host city.  Depending upon the capacity of the site, organizers may allow non-registrants to attend (free or for an appropriate fee).  It is good to have other kinds of social events arranged on the other nights as well, but these need not be on the same scale.

Many registrants - and even more of their accompanying partners - will in fact not want to spend all their time at the show or at lectures.  It is important that arrangements for the Conference should be varied and provide interesting opportunities for doing other things during the week.  In some cases all that the organizers need to do is provide information about local attractions or events which are available anyway in the locality.  But they should also arrange a program of tours - whole day, half-day - tailored specifically to the probable interest of people attending this particular Conference. These may or may not be orchid-centered.  Obviously such things as nursery visits might feature, but visits to such local attractions as historical sites or landscape features of general tourist interest are well in order.  The important thing is that these should be "Conference Tours" shared by and confined to those attending the Conference.

It is usual for the organizers to offer Registrants some pre-Conference and/or post-Conference tours - with the latter being the more important.  These have ranged from two-day to two-week tours in the past, and it is very much a matter for local judgment as to what is appropriate.  There need not be too many tours offered, as many individuals and groups attending the Conference will in practice make their tourist arrangements in the country in other ways and through other tour operators of their own choosing.  Most tours should include orchid related itineraries.

It is customary to provide facilities and a space in the program for the hosts of the following Conference to entertain interested registrants and to promote their event.  It is, of course, up to the following hosts to arrange this, but the cooperation of the current hosts will be welcomed.

2.7

The Closing Ceremony

A very important part of the Conference is the Closing Ceremony which should be scheduled as the last session on the afternoon of the lecture program's closing day.  This time allows the organizers to "wrap up" the Conference portion of the WOC as well as offering the opportunity to present any principal prizes and awards that have not been scheduled to be given at some other function.

Reports will also be given by the Resolutions Committee (which will have been appointed by the WOC Trust), the International Orchid Commission, and the announcement of the choice of the prospective venue for the WOC to be held six years hence if a site has been decided.

Lastly, this is an excellent time for the organizers of the WOC immediately following to formally invite everyone to attend their WOC and offer any details they care to share.

2.8

Procedings of the Conference

A volume of Proceedings should be published as soon as possible after the Conference.  It has become customary for this to be a substantial and high-quality publication, well illustrated, and covering the full content of the lecture program, together with a record of other Conference proceedings, the show and the social events.  Organizers are advised to insist that Speakers provide the text of their lecture, in the form in which they wish it to appear in the Proceedings, at the time of the Conference at the latest.

A separate charge, based on publication costs, is made, and registrants are usually offered a reduced charge if they subscribe for it before the end of the Conference.  That is something which needs to be given good publicity at the Conference, but experience shows that it is possible to finance the Proceedings on this basis, since there is considerable demand, even at a price, for a well-produced Conference souvenir of this kind.