International Council for Traditions of Music and Dance

A Non-Governmental Organization in Formal Consultative Relations with UNESCO

Memorandum on the Organization of ICTMD Fora

According to Statute 10.4:

10.4 Forum

  1. A Forum is organized by the ICTMD in collaboration with other national, regional, and international scholarly organizations on a theme of common concern.
  2. It is proposed by ICTMD members and is approved by the Executive Board.
  3. Details on the organization of an ICTMD Forum are provided in the relevant Memorandum.

This memorandum is that referred to in Statute 10.4 (c).

This Memorandum is intended to assist those who consider organizing an ICTMD Forum. Close consultation with the ICTMD Secretariat is essential.

The intention of a Forum is to further the free exchange of ideas on a given theme, with the objective of gaining and disseminating new insights. It is designed to provide an environment conducive to overcoming disciplinary and other barriers that often interfere with the recognition and appreciation of differing systems of thought.

A Forum is proposed by ICTMD members after consultations with members of the envisioned participating scholarly organizations and is subject to approval by the ICTMD Executive Board.

Once the ICTMD and the other participating scholarly organization(s) agree upon the proposal and ICTMD receives and accepts a formal invitation from the prospective host, the terms as outlined in this Memorandum are expected to be followed.

1. Programme and Local Arrangements

At the first opportunity after acceptance of the invitation, the Executive Board of the ICTMD should consider the theme of the Forum. Upon approval by the Board, members of each participating scholarly organization should establish their respective Programme Committees and select respective Chairs. These Programme Committees will solicit proposals and select presenters from their respective scholarly organizations. The Chairs of the respective Programme Committees of each participating organization form the Forum Programme Committee. One of the ICTMD Executives or the ICTMD Secretary General is always a member of the Forum Programme Committee, while the other participating organizations may also decide to delegate one of their Executives (in addition to Chair) to join this committee.

The Forum Programme Committee is responsible for the scholarly content of the meeting, including the programme of presentations and discussion sessions. The Local Arrangements Committee is responsible for the conference venue, equipment, accommodation, and hospitality in general, which may include local transportation, performances, receptions, ceremonial and recreational events. All of these activities should be done in consultation with the Forum Programme Committee.

As a general principle, the Forum Programme Committee Chair and the Local Arrangements Committee Chair should be different individuals.

2. Requirements to be fulfilled by the Local Arrangements Committee

  1. Conference venue. A sufficient number of equipped conference rooms, depending on the number of participants. 
  2. Equipment. The Forum Programme Committee informs the Local Arrangements Committee in detail about the equipment needed for presentations during the Forum. This usually includes a public address system, high-fidelity equipment with current audio, video and presentation facilities, and internet facilities.
  3. Accommodation. It is usually best to use facilities where the participants can maintain contact with each other. Experience shows that scholarly events benefit from a setting in which participants have the opportunity for informal conversations. Moderate accommodations and simple, shared meals are considered suitable.
  4. Hospitality. The Local Arrangements Committee is asked to provide, if at all possible, board, lodging and local transportation for the participants within its budgetary limits. International transportation is not the responsibility of the host, but of individual participants. It is recommended that the ICTMD Secretariat be consulted where alternative solutions may be needed.

3. Publications

Any publication of official Forum documents, such as the official programme, abstracts and proceedings, key papers, is planned by consultation between the Forum Programme Committee and the Local Arrangements Committee, under the financial responsibility of the local organization. Official Forum documents appear under the imprint of ICTMD and the participating scholarly organizations, and are subject to their approval.

Established in July 2018 (Bangkok); revised in August 2023 (online).