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IMS Handbook

Meetings

Special Lectures at IMS Sponsored/Co-sponsored Meetings

See the section on Committee on Special Lectures for details on IMS Named and Medallion Lectures. In addition to those lectures, the following lectures will take place at meetings as indicated.

    Doob and Schramm Lectures
    • The Schramm Lecture is an annual, joint IMS-Bernoulli Society lecture. The Schramm lecture will be given at SPA meetings in odd years, at IMS stand-alone annual meetings in even years not divisible by 4, and at the World Congress in Probability and Statistics in years divisible by 4.

      The Doob lecture is a joint IMS-Bernoulli Society lecture in years divisible by 4 and is given at the World Congress in those years. (Note: There is also a Doob lecture at Stochastic Processes and their Applications Meetings in the years not divisible by 4. The selection for that lecturer is handled by the SPA program committee and IMS is not involved with that lecture.).

      The Joint IMS/BS Special Lecture Committee will select these lecturers. This committee will be chosen by the Presidents of the IMS and the Bernoulli Society, in consultation, according to the following guidelines.
      1. The selection committee will normally have as regular members, two IMS representatives and two Bernoulli Society representatives. In years when lecturers are to be chosen for the World Congress, the chair of the scientific program committee for the Congress will serve as an ex-officio member of the committee.

        In choosing representatives:
        The Bernoulli Society President may consider chairs of prior SPA scientific program committees or CCSP for BS representatives. The IMS President may consider members of its Special Lectures committee for its representatives. Regular committee members may serve for one to three years, but will normally be appointed for two years.

      2. Each year a new chair will be appointed from the membership of the committee. For the lectures in odd years this will be chosen by the Bernoulli Society President, and for lectures in even years it will be chosen by the IMS President. However, the Presidents of both societies will consult with one another about the selection before it is made. Apart from the first year of selection, the committee should be in place by January 1 and should preferably begin its work by March 1, two years in advance of the meeting for which a speaker is to be chosen.

      3. Once the committee has settled on the nominee for a lecturer, the name of the nominee should be transmitted in confidence to the Presidents of the Bernoulli Society and the IMS for final approval. Preferably this would be done by May 15.

      4. Once a nominee has been approved, a joint letter from the Presidents of the IMS and the Bernoulli Society will be transmitted to the chosen nominee, inviting them to deliver the lecture.
    Annals of Applied Statistics and Annals of Statistics Lectures
    • One session at the Joint Statistical Meetings (JSM) will be set aside each year for the editors of AOS or AOAS to organize and chair. AOS Editors will organize and chair their session in odd numbered years at the IMS Annual Meeting/JSM and the AOAS Editor will organize and chair a session in even numbered years at the JSM.

Co-sponsored and Sponsored Meetings

The IMS supports professional meetings through sponsorship or co-sponsorship. Support takes the form of advertisement, access to members and membership lists, and IMS endorsement. The IMS does not offer financial support for sponsored or co-sponsored meetings. For some sponsored meetings the IMS will share in profits/losses (see below). An application must be filled out to apply for co-sponsorship or sponsorship.

    Co-sponsored meeting
    Requirements:
    • Approval of the IMS Council
    • There must be IMS participation on Program Committee
    • IMS members should be able to present contributed papers. Poster sessions meet this requirement. Typically contributed papers/posters are not subject to review.
    • There can be no exposure of the IMS to financial loss.
    Benefits:
    • The IMS Bulletin will publish general information about the meeting, including the call for papers, and a brief program consisting of the invited sessions. (It is the responsibility of the organizers to provide the necessary information to the Bulletin in a timely fashion.)
    • Meeting information will be made available on the IMS web site, and meeting announcements are eligible for inclusion in the monthly IMS e-bulletin.
    • An IMS mailing list, and address labels, are available by request from the Executive Director.
    • Meeting organizers have access to IMS membership for collaboration in program development.
    Sponsored meeting
    Requirements:
    • Approval of the IMS Council
    • The Program Chair (or IMS Program Chair, if individual chairs are designated by sponsoring societies) must be appointed or approved by the IMS Program Secretary, in consultation with the IMS President.
    • There should be IMS representation on both the Program and Local Arrangements Committees.
    • The meeting should include one or more IMS invited sessions, overseen by the (IMS) Program Chair.
    • IMS members must be able to present contributed papers. Typically contributed papers are not subject to review.
    Benefits:
    • On a case-by-case basis, the IMS will participate financially in sponsored meetings, sharing profits and losses in proportion to the attendance of IMS members.
    • The IMS Bulletin will publish full information about the meeting, including web page links, registration forms and the program. (It is the responsibility of the organizers to provide the necessary information to the Bulletin in a timely fashion.)
    • Meeting information will be made available on the IMS web site, and meeting announcements will be included in one or more of the monthly IMS e-bulletins.
    • An IMS mailing list, and address labels, are available from the Executive Director.
    • Meeting organizers have access to IMS membership for collaboration in program development.

Program Chairs

Program chair duties and other details are as follows:

  • Program Chairs should prepare all advertising materials for the meeting. As a general rule, meetings should be advertised at least three times in the Bulletin (having an ad appear three times is a general marketing principle). Therefore, advertisements should be submitted at least 8-9 months prior to the meeting. For more details on advertising see the Program Chairs Help Page.)
  • The Program Chair must contact the main organizer of the meeting and have the registration form mailed to any speakers who are not members of one of the organizing groups.
  • Money for speakers:
    • The IMS pays the registration and allows up to US$1500 for travel for all Medallion, Wald, Neyman, Le Cam and Rietz lecturers ONLY. When these speakers are selected, a letter is sent from the IMS Program Secretary.
    • There is no IMS money, regardless of the circumstances, for any other speakers. When the meetings are joint sometimes the joint partnership has money. It does not hurt to ask. At the JSM nonstatistician speakers can get complimentary registration. The same holds for the meetings with ENAR. The JSM has had some money available for travel for non-USA invited speakers--talk to the JSM program chair.
    • All speakers are required to register for the meeting.
  • Program chairs must find a session chair for the Medallion and Named lecturers, plus an optional 5 to10 minute introduction by an expert on the lecturer or area of the lecturer. Suggestions from the speakers for the chair and or introducer are recommended. There can be a single session with two Medallion lectures but no more than two Medallion lectures per session.
  • If the meeting is joint with another society which is the primary organizer (i.e. ENAR, WNAR, JSM) then the IMS program chair must see that the lecturer meets the abstract submission and publishing deadlines for the preliminary and final programs.
  • Scheduling: Work with the other societies' program chairs in the scheduling of the invited sessions. If there are two sessions which compete heavily for the same audience then no one is well served!
  • If the meeting is a JSM, or joint with ENAR, then be aware of the Participant Guidelines. The main rule to be aware of is the "one paper, one chair" rule. Most importantly, an individual may only participate in ONE of the following: Present an invited paper; Present a contributed paper or poster; Serve as a discussant, panelist or other special participant in one invited OR one special contributed session.

Local Chairs

Some meetings may have a local chair appointed. Local chairs will coordinate all administrative aspects of the meeting, including:

  • Setting a budget for the meeting to break even.
  • Finding and contracting with local meeting facilities.
  • Finding and contracting with any services to provide administrative support for the meeting.
  • Creating a web page for the meeting.
  • Processing all registrations via web and mail-in/fax registration forms.
  • Working with program chairs to set the schedule of sessions for the meeting.
  • Working with IMS to schedule any administrative meetings that will occur at the meeting.
  • Publishing program and abstract books.
  • Handling on-site check-in and registration for the meeting, including badges, program and abstract books, meeting bags, etc.
  • Appointing a faculty/student to each IMS sponsored session (both invited and contributed sessions) to serve as a resource person at the session. The duties of session resource person include:
    • Introducing himself/herself to the chair,
    • Knowing how to contact AV support if equipment in the room does not work,
    • Being prepared to chair the session if the session chair does not show.
  • Providing all needed local attraction information to the Bulletin in advance of the meeting.
  • Maximizing attendance by students at local universities.

Contributed Papers Chair

Some meetings may have a contributed papers chair appointed. Duties include:

  • Working with the IMS program chair
  • Assigning the contributed papers into IMS contributed paper/poster sessions.
  • Finding session chairs for each IMS contributed paper session.
  • Working with contributed paper chair of the other societies running the meeting.
  • Working with the IMS local chair especially with regards to session help (see duties of local chairs, above).

Usual Number of Sessions

  • 6-7 if only with WNAR - this includes any Medallion Lectures, if any.
  • 4-5 if with WNAR/SSC
  • 6-8 sessions with ENAR - this includes any Medallion Lectures, if any.
  • 9 in non-annual IMS meetings at JSM (even years) - this includes Medallion lectures and AOAS lecture (1 session)
  • 30 in annual IMS meetings at JSM (odd years) - these include Medallion lectures (2-4 sessions), Wald lectures (3 sessions), other rotating named lectures (Rietz, LeCam or Neyman -1 session), AOS lecture (1 session) and the Presidential Address (1 session).
  • Sessions for the IMS Annual Meeting in even numbered years will be set by the Program Committees.

Number of Contributed Sessions

  • ENAR: 1-2 sessions. The ENAR chair may allow topic contributed sessions.
  • JSM: 6 or more - topic contributed paper sessions.
  • WNAR: No limit. Usually the sessions end up being joint with WNAR.

Resolution on Freedom of Access to Participation in Institute of Mathematical Statistics Meetings

Because the Institute of Mathematical Statistics is responsible to an international membership, the Council adopts the following resolutions regarding the location and accessibility of its meetings.

  1. In arranging its meetings, the IMS and the organizing committees for the meetings shall take all measures within their power to ensure each IMS member, member guest, and invited speaker the fundamental right of participation.
  2. If at any time prior to or during a meeting, it is the judgment of the IMS President that the host country has denied any IMS member or invited speaker free access to the meeting by failing to grant a visa or by any other discriminatory act, he or she shall withdraw IMS sponsorship of the meeting and shall so notify the organizing committee of the meeting and all IMS members.
  3. In the event of a meeting where possible access problems are anticipated, the IMS President shall request the organizing committee to inform the appropriate representatives of the host country of the policies stated in items 1 and 2 above.

Resolution on Equal Opportunities

The IMS is an equal opportunity organization, which seeks to ensure that all of its members participate in all of its activities to the fullest extent that is appropriate, regardless of age, sex, race or ethnicity, subject matter specialty, or any other characteristic. These opportunities for participation include, but are not restricted to, Institute of Mathematical Statistics Application for Meeting Sponsorship and co-sponsorship, membership of its standing committees, its program committees for sponsored and co-sponsored meetings, and its honors and awards, including fellowships and special lectureships.