2006: 14th ILTER Conference, 4th ELTOSA meeting

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2006 14th ILTER Conference, 4th ELTOSA
meeting in Namibia
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Gobabeb Training Research Centre

• Tue-Sat 22-26 August 2006
• preceded by 4-day data management course
• possible additional satellite events
• organising committee NaEON, ELTOSA, ILTER
• scientific committee ILTER
• plan for 100 delegates

• Conference facility for 100 delegates

• Room accommodation for 50
• Tent accommodation for 50

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Located in one of the largest National Park in
Africa
Walvis Bay airport
Namib Desert
Gobabeb
Namibia
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Location of Gobabeb100 km from Walvis Bay, 300
km from Windhoek
Windhoek
Walvis Bay
Gobabeb
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Theme Long-Term Research of Highly Variable
Environments

• Symposium long-term research in highly variable
  environments
• Symposium long-term research for sustainable
  development
• ILTER-AGM
• ELTOSA-AGM
• Data Management Course
• Additional proposals?

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Programme

• day 1-4 - data management course for data
  archivists organiser Kristin Vanderbilt
• day 4 a.m. ELTOSA-AGM organiser Johan Pauw
• day 4 p.m. data management synopsis for
  directors organiser Kristin Vanderbilt
• day 5 Opening Ceremony, ILTER/ELTOSA network
  overviews organiser Henbiau King Johan Pauw
• day 6 - Symposium long-term research of highly
  variable environments organiser X
• day 7 - Symposium long-term research for
  sustainable development organiser Y
• day 8 local excursions organiser NOC
• day 9 ILTER-AGM organiser ILTER/ELTOSA

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Delegates

• 25 Namibia
• 15 self-drive 10 on conference bus
• 25 South Africa
• 10 self-drive 15 on bus
• 20 other ELTOSA
• bus
• 20-30 ILTER outside Africa
• bus
• (alternative venue if numbers exceed the above)

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Publications

• website
• conference circulars
• abstracts programmes
• scientific proceedings
• launching of publications (e.g. Namib Natural
  History Book)

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Time Line

• 28 Oct05 ILTER confirms venue provides
  feedback on plan
• 14 Nov05 draft programme funding proposal
• confirm programme items/duration
• identify possible organisers of each
• quotation by potential conference secretariat
• costs of Gobabeb as venue costs of alternative
  venues
• estimate of other costs
• 15 Nov05 first meeting of local organising
  committee plan further deadlines
• website established
• appoint conference secretariat
• circulars
• funding requirements
• funding sources incl. from advertising
• funding received
• registration
• titles abstracts
• confirmation of attendance

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Responsibilities of the Conference Organising
Office

• serve as secretariat for the conference local
  organising committee
• serve as information node on the conference and
  status of its organisation
• assist with meetings of the Namibian Organising
  Committee (NOC) venue preparation, informing NOC
  members, keeping minutes
• assist with coordinating the International
  Organising Committee (IOC) comprising organisers
  from Namibia, ELTOSA, ILTER (e.g. e-conferencing,
  or circulars, relaying information)
• coordinate the meeting of deadlines for tasks
  decided on by NOC (e.g. website making sure that
  whoever is responsible to do this has the
  required info up in time)
• determine cost of each component assist with
  the setting of registration fees
• send out electronic conference circulars to
  delegates as required by OC
• correspond with potential delegates
• register delegates, and follow-up with new
  information
• manage the budget and provide funding balance
  information to OC
• assist with fund allocation as required by OC
• assist with arranging international travel if
  required responsibility needs to be determined
• ensure that the host (Gobabeb Centre Services)
  has all required information and confirms
  availability of services and facilities required
• coordinate the preparation of conference
  materials
• coordinate delegate registration
• coordinate payments and fund deposition as
  required
• assist NOC with the production of final reports
  to ILTER and funders

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Costs (first guestimates)

• FIXED COSTS US50,000
• Conference Secretariat US25,000
• office (staff, communication, office facilities)
• circulars websites
• conference materials (programme, abstracts,
  stationery, information materials)
• proceedings US20,000
• local transport 2 buses for 5 days, several 4x4s
  US5,000
• DELEGATE COSTS US500 int. transport
• accommodation full catering US80 per person
  per day
• perdiems US10 per person per day
• international transport to Windhoek from
  Europe, to Johannesburg from elsewhere SADC
  US1000, Europe US1500, America US2000-3000,
  Asia/Pacific US2000-3000
• SATELLITE EVENT(S)
• Data Management Course costs to be determined

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local excursion study sites near Gobabeb
sites across steep climatic gradient
Namib Great Dune Sea
Welwitschia mirabilis
daily morning evenings short excursions to
nearby LTER sites sundowners
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excursion all day through Central Namib to
Walvis Bay Lagoon (dinner)
richest bird populations on African
W-coastmonitored since 1970s
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Dune Theatre
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Post Conference Tour to ELTOSA members

• to EON sites in other countries, Okavango Delta,
• Lake Malawi, Ndlovu, Inhaca Island, and the
  Fynbos site