Conference Guidelines

Rules for holding of National Conference/CME/workshop/mid term conference of hernia

  1. Bids for holding the Programme should be submitted in writing to the Secretary hernia 30 days in advance of the GBM where the venue has to be decided
  2. In case no bids are received submissions can be done at the GBM
  3. Final decision for conference/CME in GBM (unanimously or by voting)or if no final decision reached in GBM because of whatever reasons, then the Executive Committee will decide either unanimously or by voting.
  4. The National Conference/CME/workshop/mid term conference of hernia will be awarded to the person bidding and local organizing committee to be decided by him/her
  5. Finances to be arranged by the local organizing committee
  6. Audited statement of account to be submitted to Secretary hernia within three months of conclusion of conference
  7. Unspent amount of money generated for organizing the conference, 50% can be spent on the development of local infrastructure in the organizing department and other 50% to be submitted to Treasurer hernia as contribution towards the funds of the Society.
  8. A sum of Rs 25,000/= can be taken from the hernia in the beginning on Seed Money but this money has to be returned in full before the start of the conference
  9. The Governing Body/Executive Committee members attending the conference should be provided hospitality (boarding and lodging including local travel) by the organizing committee.  Travel expenditure of the President & Secretary is to be reimbursed.
  10. Dates and venue of the conference to be finalized in consultation with the Executive Committee
  11. Local organizing committee can be co-opted by the local organizing secretary/ organizing chairman and they should communicate in writing the composition to the secretary hernia
  12. Schedule of workshop and Scientific Programme to be finalized in consultation with the President/Secretary and zonal Incharges and executive Committee of hernia by the local Organizing Secretary.
  13. The hernia website can be used for the conferences and all arrangements to be done by local organizing committee for inclusion of material on website in consultation with secretary hernia
  14. All presentation to adhere to time schedule and organizers to ensure invited speakers stick to there time.
  15. Timer to be used for all presentations and time schedule to be followed strictly for invited presentations also.
  16. All surgeons from local organizing committee  should be made  members of hernia
  17. hernia members only will be given time for presentation and operating
  18. Non members of the society will be invited for presentation and operating only in rare situations or exception in case of International Faculty only
  19. All expenditure for awards and certificates for oration and competition papers to be borne by hernia (through its funds or corporate/charitable trust sponsorship) and Secretary to co-ordinate for this. Local organizing committee can opt for sponsoring all these expenditure which will be acknowledged in the Secretary Report and published in hernia newsletter
  20. Competition and non competition abstracts to be published in the conference proceedings or souvenir and hernia newsletter.
  21. The composition executive committee of hernia is to be included in all promotional material for the conference/ CME
  22. A message from President and Secretary both should be included in conference proceedings and souvenir.

Rules FOR non-competition papers or video presentations

  1. Limited number of papers to be selected by the Organizing secretary and secretary hernia depending on availability of time
  2. Only two papers per author can be accepted
  3. The presenting author should be registered for the conference only then his presentation will be considered
  4. The paper can be either oral or video presentation.
  5. Both oral and video presentation (CD or DVD) to be submitted for review
  6. The full text of the paper must reach the office of the Organizing secretary of the Conference before the last date specified for submission of paper.
  7. The papers will have to be presented by the author during the annual conference of hernia. The time for presentation will be 6(six) minutes with two minutes for discussion. The time limit for presentation will not be allowed to exceed in any case and organizers to ensure that audio and video are switched off after the stipulated time.
  8. The papers will be adjudged independently by three judges appointed by the Executive Committee of hernia through Secretary.
  9. The judgment will be done on the criteria-content of the paper/presentation style/ slide presentation/question and answers and graded as A, B , C and D and certificates given accordingly.
  10. The answers in discussion have to be given by the presenter and no coauthors will be allowed to take part in the formal discussions and discussion to be strictly limited to two minutes only and the chairpersons are requested to maintain this.

HERNIA ORATION 

  1. The oration will be awarded to a person of eminence in his/her specialty during the Annual Conference.
  2. The awardees may be a general surgeon/any other specialty but with special interest and work in the art and science of Endoscopic surgery
  3. He/She should have a good standing in his/her respective specialty.
  4. The Oration is to be delivered during the annual conference of hernia.
  5. The duration of the oration will be 30-45 minutes.
  6. Any member of the hernia can recommend a nominee for the award. The recommendation should include the following details about the nominee. 
  • Brief bio-data (Professional status and particulars)
  • The subject of oration
  1. Inland travel expenses will be borne by hernia
  2. Local hospitality (boarding and lodging) by the local organizing committee
  3. The recommendation of the member should be forwarded to the secretary of hernia six months in advance in writing
  4. The selection of the orator will be done by the executive committee whose decision will be final if required by voting which can be done by circulating the names on e mail and taking opinion.
  5. Presentation: Citation and memento. (Expenses to be horse by hernia)

PRESIDENT'S GOLD MEDAL 

  1. The medal is to be awarded to a member of the hernia residing in India who has made an outstanding contribution to the progress of Endoscopic Surgery in India.
  2. The contribution could be academic or organizational.
  3. The nominee for the award will be recommended to the Executive Committee by any member of the executive committee and award will be decided by a three member committee consisting of the President, Secretary and one Senior Vice President.
  4. The correspondence should remain strictly confidential.
  5. The decision of the committee’s recommendation will be placed before the Executive Committee at its annual meeting during the annual conference of the hernia. The decision of the Executive Committee would be final.
  6. The name of the recipient will be announced at the general body meeting.
  7. Though the award is to be made annually, it may be cancelled if no suitable candidate is found.
  8. No member shall be given this award more than once.
  9. Presentation: Citation and Cash award of Rs 10,000/=

HERNIA TRAVEL FELLOWSHIP 

  1. This annual award is open to any one who has been a full member of hernia for a minimum period of three years and is less than 45 years of age.
  2. The fellowship is to enhance the knowledge in the technique of endoscopic surgery.
  3. The awardee will be expected to spend at least two weeks in an institution of his choice for this purpose.
  4. The member may send his application on a plain paper to the Secretary of hernia before the 31st March of every year.
  5. The application must be accompanied by:
  • A brief bio-data.
  • The name of the institution where the applicant proposes to spend the two weeks and the subject of his training.
  • A certificate from the head of the department or an equivalent authority stating their willingness to relieve the applicant for two weeks training period.
  • hernia membership No. to be provided.
  • A valid certificate stating the date of birth to be furnished.
  1. The winner will be selected by a committee consisting of the President, Secretary and two immediate past presidents. The decision of the committee will be ratified by the Executive Committee of hernia.
  2. The name of the winner will be announced at the general body meeting of the hernia.
  3. The cash award will be made only after completion of the training and the member has to make his/her own travel/ boarding arrangements.
  4. Presentation: Cash Award Rs.10,000/- and Certificate.

PRIZE FOR THE BEST PAPER OF THE YEAR (competition)

  1. This annual competition is open to any member of the hernia, full or associate
  2. The presenting author should be registered for the conference only then his presentation will be considered
  3. The paper must be in the field of endoscopic surgery.
  4. The paper must be written by one author and the material presented must be significant work of the author carried out in India.
  5. The paper can be either oral or video presentation.
  6. Both oral and video presentation(CD or DVD) to be submitted for review
  7. In case the work has been done in collaboration, a certificate from the collaborators stating that the author has done the major part of the work must accompany the paper.
  8. The material being presented in the paper must not have appeared elsewhere in any form viz.: publication, lecture, movie etc.
  9. The full text of the paper must reach the office of the Secretary of hernia and the Organizing secretary of the Conference before the last date specified for submission of paper. The author should inform the Secretary of hernia that the paper is for Competition.
  10. The papers will have to be presented by the author during the annual conference of hernia. The time for presentation will be 6(six) minutes with two minutes for discussion. The time limit for presentation will not be allowed to exceed in any case.
  11. Only one paper per author can be considered in this section.
  12. 8-10 best papers will be selected by a panel of experts specially constituted for this purpose.
  13. The president and secretary plus three members nominated by the president will decide the papers to be presented in this section.
  14. These papers have to be presented in the main hall and no concurrent session will run at this time.
  15. The papers will be adjudged independently by three judges appointed by the Executive Committee of hernia through Secretary.
  16. The judgment will be done on the criteria-content of the paper/presentation style/ slide presentation/question and answers
  17. The answers in discussion have to be given by the presenter and no coauthors will be allowed to take part in the formal discussions.
  18. The winner will be announced in the general body meeting and will be expected to receive the award in person during the concluding session of the conference.    
  19. Full text of best paper to be published in the hernia Newsletter.
  20. Presentation:
  • Winner-Cash Award Rs.5000/- and Certificate
  • Runner up Cash Award Rs.2000/- and Certificate

PRIZE FOR THE BEST POSTER 

  1. The Executive Committee through secretary will appoint 3 judges for judging the posters in the hernia meeting. The judges should mark their scores independently. The judges should submit the mark sheet to the hernia secretary or his nominee at the end of poster discussion each day. The final tabulation is done by the secretary or his nominee and the result announced in the valedictory function. The Best Three Posters will receive the Prizes.
  2. Presentation:
  • Cash Award Rs.2000/- (first prize) and Certificate.
  • Cash Award Rs.1500/- (Second prize) and Certificate.
  • Cash Award Rs.1000/- (third prize) and Certificate

Presidential oration

  1. To be delivered by the President of the Society during the Scientific sessions
  2. 30 minutes duration.
  3. Preferably on the first day of the conference.
  4. Topic of interest (medical or non-medical) to be decided by the President.