Request for Proposal (RFP) for Hosting Future WMS Congress
Each year, the WMS Congress is held in a different location. By changing venue each year, we aim to reach the widest possible audience and give voice to the latest breaking science from around the world. We are currently looking for a host city for our 2027 Congress.
The WMS Executive Board invites proposals to host future WMS Congresses from WMS Members.
Any proposal to host a future WMS Congress must be presented by a Principal Investigator/group of PrincipIe Investigators who have a track record in the field of neuromuscular disorders and are acquainted with WMS and the way the Congress is run.
Each year, proposals will be considered for four years ahead, so in 2023 the Board will consider the host destination for 2027 and in 2024 they will consider the host destination for 2028. The deadline for expressions of interest to host the WMS congress in 2027 is the 17th of July 2023.
If shortlisted to present, the proposer/s (maximum of two people per proposal) will be invited to present a five-minute, in-person pitch during the Executive Board Meeting on Tuesday 3rd October 2023 in Charleston, South Carolina, USA. Slides should be sent in advance to Clare Beach, Secretariat at firstname.lastname@example.org 31st August 2023.
If a host destination has already submitted a proposal for 2027 or beyond, they will now be required to resubmit following the above process.
All costs relating to the submission of a bid must be borne by the submitter/ host destination. The WMS and Secretariat take no responsibility for any costs relating to successful or unsuccessful bid submissions.
First stage: Letter of Intent to Bid
This letter should be submitted by 17th July 2023. In it, the proposing member/s should express their wish to submit a full bid. The city, as well as the name/s of the potential venues, should be mentioned. A well-researched and presented potential venue, available during the relevant time period, is required for discussion. This will be discussed with the WMS Executive Board and if they approve in principle then the WMS Secretariat will set up a meeting or call with the proposing members to talk through the process and offer support and guidance where required. A more detailed congress bid guidance document will be sent at this stage. The proposing members will be invited to present the information to the board or asked to provide more information. Click here to see the current structure of the congress programme. The proposing members of the successful bid will form part of the Local Organising Committee (LOC) for the resulting Congress.
The criteria for bid success will include but may not be limited to:
availability of suitable dates at a suitable congress venue, in an easy to reach destination, compatible with minimum capacity requirements (1000-1500 expected by 2027) and pharmaceutical compliance.
appropriate whole venue accessibility for all delegates.
availability of a range of hotel accommodation near the congress venue.
availability of adequate inexpensive accommodation for students and young scientists.
an assessment of the appeal of the destination.
historical/ cultural/ interesting options for the networking reception, excursion and dinner venues.
an assessment of the budget and funding options and timescales to commit to the venues.
is the geographic location aligned with the WMS congress calendar (e.g. 3 congresses in a row in the same region).
would the location potentially discriminate against participants from other countries
the strength of the local neuromuscular community, commitment of a senior WMS Member to be involved in the Local Organising Committee.
The final decision regarding selection of the host destination will be made by the WMS Executive Board.
Second stage: Full Bid Document
A comprehensive Bid Document should be submitted in electronic format (PowerPoint) by 31st August 2023. The document must cover the following inclusions:
Venue information: available dates, size of venue, location, available lecture space, poster, catering and exhibition space, room layout and use, accessibility for all delegates, attractiveness of the venue, cost budget. Including images and floorplans to show the flow of the space
Safety of venue and the area/region.
City information: location, accessibility, transport links, including a calculation of flight times from a selection of key international destinations.
Green policy of venue and City
Sustainability opportunities available locally
Proposed allocation of any potential surplus funds awarded post-congress
Suggested hotels (list, capacities, average price range, how close to the venue, how accessible).
Any relevant information regarding destination attractions, restaurants, information about the wider region.
Written evidence of any financial and other local support to fulfill the mandatory requirements as specified in this RFP.
Members of the local organising committee.
Proposed social programme.
Letters of support from the local neuromuscular community and other supporters as the LOC considers relevant to their bid.
Both the Letter of Intent and Full Bid Document (if successful) should be submitted by email to the WMS Secretariat, Clare Beach at email@example.com by the deadlines above.