Guidance and Tools for Selecting, Planning and Supporting IFS Conference Hosts
Hosting an IFS International Conference is a significant opportunity to bring the global network together, highlight locally rooted community practice and strengthen international learning and cooperation.
These resources support IFS, prospective hosts and selected host organisations through the conference-hosting process, from the initial Expression of Interest through planning, delivery, evaluation and handover.
The materials form a connected resource set:
- review the EOI process and requirements
- complete the EOI form when a hosting round is formally open
- use the Host Handbook to understand and guide conference planning
- use the Planning and Operations Workbook to manage delivery
These are living resources and may be updated as IFS learns from each conference. Always download the current version from this page.
Stage One: Understand the Host Selection Process
IFS Conference Host EOI Process Guidelines
A reusable guide for establishing and managing an Expression of Interest process to select the host of a future IFS International Conference.
The Guidelines cover:
- activation and approval of an EOI round
- eligibility requirements
- host responsibilities
- IFS support and shared responsibilities
- information required from applicants
- assessment criteria
- submission and decision-making processes
- due diligence, conflict-of-interest and confidentiality requirements
- internal assessment and administration
- records and post-round review
This resource is primarily intended for the IFS Board, host office, authorised assessment panels and organisations considering whether they are ready to submit an EOI.
Important: The master Guidelines are not themselves an open call for applications. An EOI round opens only when IFS publishes an approved activation notice with the relevant conference year, timetable, eligibility and submission details.
View the EOI Process Guidelines
Stage Two: Submit an Expression of Interest
IFS International Conference Host EOI Form
The EOI Form is completed by eligible organisations applying to host an IFS International Conference when an approved EOI round is open.
The form asks applicants to provide concise information about:
- organisational and contact details
- connection with IFS
- proposed location, dates and theme
- venue and logistics
- governance and financial arrangements
- relevant event-hosting experience
- accommodation and delegate support
- accessibility, inclusion and participant safety
- additional activities and community engagement
- provisional budget and registration costs
- future hosting interest
Applicants should read the current EOI Guidelines before completing the form and use the round-specific version published by IFS.
Stage Three: Prepare to Host
IFS International Conference Host Handbook
The Host Handbook is a practical guide for organisations selected to host, or seriously considering the responsibilities involved in hosting, an IFS International Conference.
It explains what is distinctive about an international, values-led IFS gathering and provides guidance across an 18-month planning cycle.
The Handbook covers:
- the purpose and character of IFS conferences
- partnership between IFS and the host organisation
- roles, responsibilities and decision-making
- an 18-month planning timeline
- eight critical conference workstreams
- program development
- international speakers and delegates
- enquiry and relationship management
- hybrid and online participation
- risk and contingency planning
- accessibility, inclusion and cultural safety
- conference-week operations
- evaluation, legacy and handover
The Handbook is intended to be used actively during planning meetings rather than read once and filed away.
Stage Four: Plan and Manage Delivery
IFS Conference Planning and Operations Workbook
The Planning and Operations Workbook accompanies the Host Handbook and provides practical tools for managing conference planning and delivery.
The workbook contains:
- conference configuration and key settings
- planning dashboard
- 18-month master timeline
- action register
- decision register
- risk register
- conference budget
- sponsorship tracker
- speaker register
- delegate register
- enquiry tracker
- visa and travel-support tracker
- program planner
- volunteer roster
- hybrid-session manager
- conference operations run sheet
- evaluation and legacy tracker
- Handbook alignment checklist
The workbook is designed for use by the conference lead and workstream leads. It should be adapted to the approved conference, host country, local requirements and final agreement with IFS.
The sample information included in the workbook is illustrative and should be replaced before operational use.
Download the Planning Workbook
How the Resources Work Together
Before an EOI Round Opens
IFS uses the reusable EOI Process Guidelines to confirm authority, eligibility, assessment criteria, submission arrangements and decision-making.
During an Open EOI Round
Prospective hosts review the published Guidelines and complete the round-specific EOI Form.
After Host Selection
The selected host works with IFS to confirm roles, governance, finances, risk and conference expectations through an authorised host agreement.
During Planning and Delivery
The host committee uses the Host Handbook for guidance and the Planning and Operations Workbook to manage actions, decisions, risks, finances, speakers, delegates, the program and delivery.
After the Conference
The host uses the Handbook and Workbook to support evaluation, financial reconciliation, lessons learned, legacy planning and handover to IFS and future hosts.
