Link to Excel planning document and BUDGET
Meeting 1: 27 Feb 25
| RECORD OF MEETINGS AND ACTION ITEMS | ||
| Meeting 1: 27 Feb 25 | https://fathom.video/share/f7vK2cp_vdLfLm4L1D7U1hzswbeB-bj8 | |
| Completed | ISVEE17 Finalisation of contract Venue and establish planning meetings – February 27 | |
| In Progress | Meet w/ Anita + auditor re 360 conferences acct setup for ISVEE18 funds – WATCH | |
| Completed | Arrange contract signing w/ CTICC; prep for 10% deposit payment within 30 days – WATCH | |
| In Progress | Respond to Erin/Poppy email re ISVEE17 fund transfer details – WATCH | |
| Schedule monthly ISVEE18 planning mtgs; send invites to LOC members – WATCH |
Meeting 2: 25 April 2025
| ITEMS TO ACTION | ||
| ISVEE meet up 1/25 -25 April 20 25 | Not actioned | Finalize account setup w/ Anita; Renegotiate venue payment dates 2027; R1 228 058.75 30-APR-27 R1 228 058.75 03-MAY-27* (to be renegotiated) Investigate social event venues w/ Lesley; Send meeting scheduler for year – WATCH |
| Not actioned | Contact ILRI re collaboration; Follow up w/ Galvmed & Gates Foundation re sponsorship; Hand over contacts to Mohamed – WATCH | |
| Not actioned | Prepare sponsorship proposal & timeline for next meeting – WATCH | |
| Not actioned | Send Australian workshop management doc to Madaleen; Discuss pre/post-congress workshop mgmt with Madeline – WATCH | |
| Not actioned | Work w/ Madaleen on marketing strategy – WATCH | |
| Not actioned | Investigate social event venues with Madaleen; Prepare social program proposal (incl. gala dinner, tourist attractions, accompanying persons program) – WATCH |
ISVEE meet up 25 April 2025
Recording: https://fathom.video/share/bxcn767XeQzbDY46nbRJuZPTteNqwHWj
Meeting logistics and agenda @ 0:00
The meeting began with participants joining and Noluvuyo providing an overview of the agenda, which included discussing collaborations, timelines for different portfolios, social events, sponsorship, and marketing strategy.
Clarification on scientific committee leadership @ 10:16
Anita sought clarification on the previous decision to have Mohamed lead the sponsorship efforts while Chris Marufu could potentially assist him. Noluvuyo explained the reasoning behind the initial rejection, and Mohamed agreed to provide a recommendation for who could assist him with the sponsorship committee.
Financial updates and planning @ 16:11
Vetlink provided updates on the deposit payment from Australia, which has been covered by Vetlink, and the need to set up a dedicated bank account for the event. The group discussed the significant upcoming payments due in April and May 2026, and explored options for securing funding from SASBEPEM to cover those.
Timelines for key event milestones @ 28:24
The group worked to establish a detailed timeline for the event, including the call for abstracts, abstract submission deadline, notification of abstract acceptance, and opening of early bird registration. They aimed to have these key dates finalized by the next meeting.
Social event planning @ 31:21
The group acknowledged the need to quickly identify and book suitable venues for the social events, such as the gala dinner. Lesley and Vetlink were tasked with researching options and presenting proposals at the next meeting.
Collaborations with other African countries @ 1:02:07
Noluvuyo raised the initial plan to collaborate with other African countries, particularly Kenya, and proposed reaching out to ILRI to continue those discussions and potentially involve them in the organizing committee.
Next steps and meeting frequency @ 1:14:00
The group agreed to hold the next meeting in the second week of June, with the specific date to be confirmed after checking with John’s availability. They also discussed maintaining a meeting frequency of approximately one hour per session.
ISVEE meet up 13 June 2025
ISVEE meet up 2/25 – June 13
VIEW RECORDING – 104 mins (No highlights)
Meeting Purpose
Discuss ISVEE 2027 conference planning progress and next steps
Key Takeaways
- Timelines for abstract submission, registration, etc. were reviewed and adjusted
- Sponsorship proposal needs further development; committee to meet and refine
- Gala dinner venue to be an attractive off-site location; aiming for 500-600 attendees
- Pre/post-conference workshop planning process outlined based on Australia’s approach
- Need to expand African representation on committees while keeping core LOC small
Topics
Conference Timelines
- Abstract submission to open mid-2026, close Feb 1, 2027
- Abstract acceptance notification April 1, 2027
- Early bird registration to close April 20, 2027
- Keynote speaker confirmation by Jan 2026, announcement mid-2026
- Scientific themes proposal by Aug 1, 2025, confirmation by Sept 1, 2025
Sponsorship
- Current proposal based on Australia’s pricing needs adjustment for local market
- Committee (Mohamed, Madaleen, Katlego, Prosper) to refine proposal
- Will reach out to Australia organizers to learn lessons on sponsorship
- Aiming for ~1.5 million rand in sponsorships
- Need to balance international vs local sponsor pricing
Social Events
- Gala dinner to be included in registration fee
- Aiming for attractive off-site venue (e.g. wine farm, Kirstenbosch)
- Expecting 500-600 attendees
- Considering additional paid social event (e.g. aquarium)
Pre/Post Conference Workshops
- Will follow Australia’s planning timeline and process
- Call for workshop proposals ~July 2026
- Workshops committee to review and select proposals
- Aiming for 5-6 workshops to run
- Considering on-site and nearby venue options
African Representation
- Discussed adding representatives from different African regions
- Will aim to include African members on various committees rather than expanding core LOC
- Creating spreadsheet to compile potential international committee members
Next Steps
- Refine sponsorship proposal (Mohamed, Madaleen, Katlego, Prosper)
- Research gala dinner venue options (Madaleen)
- Finalize registration fees after further budget review (Madaleen, Anita)
- Create spreadsheet for potential international committee members (Madaleen)
- Reach out to Australia organizers re: sponsorship lessons (Noluvuyo)
- Develop pre/post conference workshop planning materials (Peter, Madaleen)
Action Items
- Contact Mohamed & Jeff re scientific committee progress. Establish local & international scientific committees. Plan abstract submission structure similar to previous years. – WATCH (5 secs)
- Draft response to FAO proposal, indicating logistical preparations ongoing. Commit to concrete response by mid-September after finalizing scientific themes. – WATCH (5 secs)
- Email Andres Perez requesting proposal for Progress Vet setup with Kenyan group. Contact Erin Kelly re Australia’s sponsorship experience & lessons learned. – WATCH (5 secs)
- Review workshop management document with Madaleen. Adapt timeline & management fees for ISVI-18 context. – WATCH (5 secs)
- Research venue options for gala dinner (outside venues, 500-600 capacity). Investigate pre/post-conference social program options & tour quotations for website. – WATCH (5 secs)
- Meet with Madaleen & Katlego to review sponsorship proposal. Develop clear plan considering market, registration costs, other factors. Present at next meeting. – WATCH (5 secs)
- Add ‘Contacts’ tab to shared Google Sheet. Create columns for name, country, contact info, potential committee assignment. – WATCH (5 secs)