STACC Conference Guidelines

Host

1. 1. STACC India is an independent body
2. 2. The venue of the annual conference would be decided during the general body meeting of the conference -presently one year in advance.
3. 3. Any member of the STACC must give a written / electronic request to the President of STACC regarding request to hold the national conference in their city/ state/ hospital at least 2 months prior to scheduled general body meeting.
4. 4. The potential host organizing secretary / Chair shall conduct this meeting under the aegis of hospital or medical college which ever suits the local host.
5. 5. The potential host organizing secretary / Chair must give an undertaking to donate a minimum Rs 1.0 lakh /or 10% of total collection to corpus fund of the national conference for the initial five conferences, to the STACC national body. Cheque can be handed over or NEFT can be done within Six months at the time, when the audit report is handed over to the national body. From sixth national conference, the contribution will be increased to a minimum of 2.5 lakhs
6. 6. The organizing secretary must give an undertaking to submit the audited accounts to the office of STACC within 6 months of holding the conference.
7. 7. The organizing secretary must undertake MCI/ state medical council accreditation for the annual conference for Credit Hours.
8. 8. SCIENTIFIC PROGRAMME AND NATIONAL SCIENTIFIC COMMITTEE :
9. I. The essence of our annual conference
10. II. The President (running as well as past) and National Secretary will head the scientific committee of the Annual STACC conferences. The Local Scientific Chairman will liaise with the national body and the scientific programme would be made with discussions with the forementioned
11. III. The local hosts will hold mid-term meeting usually six months prior to schedule conference preferably physical or over electronic media. Agenda for this meeting would be :

1.                   1. Inspect the venue, other arrangements
2.                   2. Presentation of the 1st draft of the scientific programme
3.                   3. Meet & Interact the AV (Audio Visuals) Team
4.                   4. Inform the secretariate about the complete team involved with their portfolios

Organizing chairman, org. secretary and local scientific chairman will moderate the meeting. The travel expenditure of the executives (two) shall be borne by the national body. Accommodation and local hospitality shall be arranged by the local Hosts

The conference will be a two- and half-day event with first day dedicated to conduct of different workshop and the main conference will spread over one and a half day. The days should ideally and preferably be that of weekends starting from Friday and ending by noon of Sunday.

The first scientific program/schedule should be prepared at least 6 months form the proposed date of conference for deliberation

Conference Workshop

STACC is committed to appraise the stakeholders like medics, paramedics with updated practice of trauma care from time to time. Keeping with this objective, conducting workshop as a pre conference event is paramount to a STACC conference

STACC envisage two workshop and master classes

1.                   i. For the medical profession
2.                   ii. For the nursing professional

I. Medical professional: There will be four workshops catering to the patient care involved in Trauma management. Following workshop have to be there-

1.                   a. Immediate Trauma life support
2.                   b. POCUS and eFAST in Trauma
3.                   c. Ultrasound guided Nerve blocks in Trauma
4.                   d. Pesistent and chronic post Trauma Pain

In addition to the above, the local organisers can add more workshop to the curriculum as per the need/demand of the delegates and institute

II. Nursing professional: Workshop covering BLS, trauma triage management should be conducted in a single workshop

For these workshops, different hall preferably at the same venue should be there keeping in mind the number of delegates registered (ideally targeting not more than 60 numbers).

The local organisers in coordination with national coordinators ( designated by the national body) for these workshop will prepare the schedule, enroll the faculties, logistics required along with technical support i.e.audio visuals.

MASTER CLASSES
Disaster Management

Brain Death Certification

Neuromonitoring

SCIENTIFIC SESSION

For conduct of scientific session at least one hall/auditorium with a seating capacity of 300 should be arranged. In case the delegates/registration number exceeds this capacity, provision for a second hall/auditorium should be made available.
The hall/auditorium should preferably in near vicinity to each other for smooth movement of delegates with proper signages to help them to direct to their venues.

A-V Arrangements at Venue (All the halls:)

The scientific programme following norms should be followed:

1. i. The Podium mics should be working well
2. ii. Collar mic should also be provided, with extra set of batteries
3. iii. A wooden platform to be provided for short statured faculty
4. iv. There should be a laptop on the podium, so that speaker can see the laptop screen and also face the audience (All the halls)
5. v. The LCD projector or LED Screen / Podium mic
6. vi. Laptop should have a UPS back-up, in case of power failure. Any local electricity failure, should not interrupt the speakers talk and Slide projection & Audio.
7. vii. Provision for adaptor of all kind and make should be available at all venues that can be connected to personal laptops if any presenter wishes to do so
8. viii.For the moderator / Chair-persons, a slave screen should be provided in front of their table, working mics for the moderator
9. ix. Laser pointer for LED screen / LCD screen
10. x. Speaker timer shall start once the speaker starts his or her session and the end of allocated time slides are turned off…on request and with the permission of chair, additional time can be allocated.
11. xi.The timer should be visible to speaker,ideally should be located in front of podium on a TV screen, facing the speaker.
12. xii.The AV person has to be dynamic in arranging the timings; as per the talk duration that may vary from session to session.
13. xiii. Slide changer should be working
14. xiv. For audience questions – central Stand mic / hand held working mics should be provided
15. xv. If the hall is big (> 300 capacity), additional side screens for people sitting at the back, has to be provided (Ensure that the contents on screens (Font size 24 on ppt) are visible from any chair / anywhere in the hall
16. xvi. Hall light adjustment person – Should be present all throughout and should liaise with AV person
17. xvii. The efficient AV Person should be present in the Hall – All throughout

COMMUNICATION WITH FACULTY (Org Sec and Scientific Chair):

1. 1. All communication done by Org Sec / Scientific chair, should be CC to President and Secretary (mandatory)
2. 2. It is better to send mails from ONE or max two e-mail addresses opened in the name staccXXXX@YYYY.com, of conference eg. stacc2024@gmail.com, scientificstacc2024@gmail.com
3. 3. International faculty invites should be done at least 6 months from date of conference
4. 4. National faculty invites should be completed by 3 months from date
5. 5. The scientific programme should be frozen no latter then one month from date.
6. 6. Any queries from any faculty – Mail replies to be attended within 24 Hours. If for some reason, the org sec is out of town / no access to mail, keep a vacation auto message

Also send the speakers guidelines and lecture outlines to minimize overlap

Main conference on Day 1 (Saturday) and Day 2 (Sunday).

1. i. The local hosts shall arrange all the logistics and equipment support.
2. ii. During Plenary sessions, oration, only main hall will run. (in case scientific programme in spread in two halls)
3. iii. Prof Anjan Trikha Gold medal Award

Paper presentation shall be in the form of e-POSTERS only. Best 5-10 posters will go for podium presentation. Different categories should be defined for poster presentation-

1. • Polytrauma
2. • Resucitation in Trauma
3. • Regional blocks
4. • Head injury
5. • Spine injury
6. • Airway
7. • Acute Pain
8. • Chronic pain
9. • Special population
10. • Ventilation strategies
11. • Abdominal Trauma
12. • Intensive care management
13. • Trauma Anesthesia
14. • Faciomaxillary injury
15. • Burns
16. • Brain death certification and Cadaveric organ transplant
17. • To encourage more papers across all categories, any additional category to be added can be decided in mid-term meeting. Winner of the best poster presentation will be awarded Prof Anjan Trikha Gold medal award There will be 2nd and 3rd runners up prize. Cost of Prof Anjan Trikha Gold medal award will be borne by the society The organizers shall arrange the 2nd and 3rd runner up prizes. The STACC Executive body shall appoint Judges for the Posters

STACC ORATION :

The person delivering the oration would be provided complementary travel by air, registration and free accommodation for delivering the oration by the society.

The Executive body will decide the speaker and shall intimate the organizing secretary

Following things to be noted by the organizers:

1. • The oration will be from 12N onwards on Day 1 of conference (Saturday), followed by Lunch. There will not be any parallel sessions running simultaneously.
2. • National society will arrange for the plaque and citation.
3. • The citation has to be signed by STACC President and Secretary.
4. • The Organizers will arrange for a momento for the orator

Organizing chairman or secretary invites STACC President and Secretary to chair the oration talk
Secretary – Introduces the speaker (Reads the citation)
President – Awards Plaque to the speaker

All relevant things should be kept ready in the hall by 10am on a Tray. Please note that their won’t be any other ORATION during the conference

TRAVEL AND CONFERENCE REGISTRATION

1. • All the national executive members, treasurer and the general secretary would be required to pay the registration money of the conference at early bird rates
2. • Registration for president and past President will be complementary
3. • For all international faculty, local hospitality and local transfers will be arranged by the organizers and conference registrations will be complimentary.
4. • For the entire national faculty conference registration is mandatory
5. • Accommodation for the national faculty will be at the discretion of the local organizing committee.
6. • For all the National STACC executives, the organizers shall provide accommodation on sharing basis

EBM & GBM , FLAG HOSTING , FELLOWSHIP EXIT EXAM :

1. 1) The organizing secretary would provide logistical support for the EBM (Round table, Pen and Pads, Water and Tea / coffee), generally held on Friday
2. 2) Duration of EBM is generally 2 Hrs.
3. 3) GBM will be held on Day 1 of conference at 5:00 pm. The president, Secretary and Treasurer will moderate the GBM.
4. 4) Need microphone on the table and amongst the audience.
5. 5) Generally, one fifth of STACC members should attend the GBM
6. 6) Duration will generally be 45 minutes
7. 7) The hall should have facility to do a PPT presentation for the subsequent year organizer about the highlights of their meet
8. 8) General secretary will present the report of the society followed by Treasurer’s report
9. 9) The flag hoisting ceremony (1st day of conference, Saturday, usually @ 8am), will be done by the president, secretary and all the members, in the presence of the organizing committee members. The flag will be handed over to the VP during valedictory function, and handed over to the subsequent Host Org Secretary. The pole mast has to be arranged by the organizers usually near the entrance of the main venue.
10. 10) The organizing Secretary / President would be needed to provide one complementary stall at the venue of the scientific exhibition of the annual conference to the STACC office, STACC office bearer will be holding the fort.

CONFERENCE WEBSITE

1. • STACC will help the organizers maintaining the conference website as desired by them and will be linked to our parent website.
2. • The conference organisers can have their own payment gate-way. The organisers shall take care about the expenditure .
3. • Organizing committee should make an attempt to motivate at least 10-15 delegate /colleagues / PG’s to become life members.
4. • All speakers should be life members of STACC / motivated to become life members.

INAUGRAL FUNCTION

(Simple Function), will be help usually on evening of Day 1, 6:00pm followed by inaugural dinner
The following procedure if followed
Dignatries on dice; Organizing secretary, organizing chairperson, President, Secretary and Chief guest/ Guest of Honor

1. Welcome note by organizing chairperson – 5 min
2. Lamp lighting by all – 5 min
3. Secretary – brief speech – 5 min
4. President – Brief Speech – 5 min
5. Chief Guest – brief speech – 10 min
6. Vote of Thanks by Organizing secretary – 3 min

Valedictory Function (Post lunch on Sunday, Day 2 of Conference)

1. • Will be moderated by the Organizing secretary / Organizing chairman
2. • Prizes for Papers, Quiz, shall be distributed
3. • Any other special awards / Honours
4. • Vote of thanks by the Organizing secretary
5. • National Anthem

CERTIFICATES

Separate cerificates should be issued for workshops and main conference.

Signatories for workshop certificate; National president, organizing chairperson, National coordinator, Local coordinator, Member of Medical council

Signatories for conference certificate;National president, National secretary, Organizing chairperson,Organizing secretray, Member of Medical council

HALL COORDINATOR ANCHORS AND SESSION CHAIRPERSONS

There is a mandatory Hall coordinator for each Hall. Name of the coordinators should be informed to the National committee at least 2 weeks prior.

Hall anchors have to be there both the halls. They will introduce session chairperson briefly. Speaker intro slide will be projected .Chairperson will invite the concerned speakers

HALL ANCHOR AND SESSION CHAIRPERSON SHALL ENSURE THAT SESSIONS RUNS ON TIME AND ADEQUATE TIME GVEN FOR Q & A AS PER THE SCIENTIFIC SCHEDULE.