Registration for this conference will open in September 2024.
Proposed Approach to Screening Registrants for IHPC Conference 2025 at the University of Limerick (UL)
As the International Health Promoting Campuses Conference at UL in 2025 anticipates high interest and capacity constraints, a strategic approach to screening registrants is crucial to ensure diverse representation of delegates, enrich discussions, foster collaboration, and maximise the conference's impact on health promotion initiatives globally. This aligns with the conference Guiding Principles.
The proposed screening process considers country, role, scientific programme, and institution to enrich the conference experience and maximise its impact.
-
Establish Screening Criteria: Consider geographical representation (countries), professional roles (students, faculty, administrators, government representatives, NGOs, etc.), acceptance through scientific program, and institutional affiliations.
-
Online Expression of Interest Form: Prospective registrants express their interest in attending with name, email, country of origin, role, institutional affiliation, etc.
-
Reserve designated spots: For members of organizing committees and HPU network leaders., invited dignitaries, honorary members, and speakers.
-
Form a Selection Committee: Comprising individuals nominated from the International and National Networks (15) and the Local Organising Committee.
-
Review and Assessment: The selection committee reviews the submitted expressions of interest against the established screening criteria. Each of the 15 networks will be responsible for allocations within the number of registrations available to that network, and the strategic priorities of each network.
-
Strategic offers: Extend offer to register to a diverse pool of registrants, ensuring representation from various countries, roles, and institutions. Consider factors such as the capacity of attendees from each category to ensure a balanced representation.
-
Waitlist Management: Maintain a waitlist of qualified applicants who couldn't be accommodated due to capacity constraints. Notify waitlisted individuals about their status and provide them with alternative options such as accessing conference materials online or attending related events.
-
Communication and Transparency: Throughout the process, communicate openly with registrants about the screening process, criteria, and outcomes.
-
Feedback Mechanism: Registrants can provide input on the screening process to help improve future iterations of the conference and ensure continuous refinement of the selection process.
-
Ongoing Evaluation: Assess the effectiveness of the screening process in achieving conference Guiding Principles. Identify strengths and areas for improvement to inform future conference planning efforts.