EUROPEAN ASSOCIATION OF AGRICULTURAL ECONOMISTS

Secretariat EAAE
Alexanderveld 5, P.O. Box 29703, NL&2502 LS The Hague, The Netherlands
Telephone: +31.70.3358361
E&mail: eaae.lei@wur.nl
www.eaae.org

Contract EAAE
between
European Association of Agricultural Economists (EAAE)
and

[NAME]
Concerning: [NR EAAE Seminar, DATE, PLACE (COUNTRY)]

[TITLE]
1)

Objective of the EAAE Contract

The objective of this Contract is to make clear the responsibilities for the Organising Committee of the EAAE
Seminar and those of the EAAE Board and Secretariat in organising the seminar mentioned above.

2)

Terms and conditions

Unless otherwise agreed, the parties shall be bound mutatis mutandis by the terms and conditions of the EAAE
Contract and any special conditions which may be agreed as a separate annex thereto, which form part of the
Contract as Annex A.

2.1

Programme
The programme is arranged by the seminar organisers in consultation with the EAAE. It should have a
reasonable geographical balance in the origin of the papers between different European countries.

2.2

Responsibility
The local organisers will have full responsibility and control of the technical and financial organisation of
the seminar. The seminar should be organised as economically as possible to encourage participation of
potential participants who have limited financial backing.

2.3

Membership
The EAAE Secretariat will provide organisers one month in front with an up&date of the membership list
of the EAAE and registrations forms for membership. On the basis of the membership list the
organisers are able to find out if the participants are already a member of the EAAE.
The local organisers guarantee that the membership list is only used for this purpose and not for any
other purpose. They also take the necessary measures to prevent that the membership list is used by
others than the local organisers themselves. They delete all copies of the list after the seminar.
The local organisers guarantee that every participant of an EAAE Seminar will be a member of the
EAAE, except the national observers (see under participants). For non&members, the registration fee
has to include a provision for the EAAE membership fee. The costs of becoming a member are 50.
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EUROPEAN ASSOCIATION OF AGRICULTURAL ECONOMISTS

Secretariat EAAE
Alexanderveld 5, P.O. Box 29703, NL&2502 LS The Hague, The Netherlands
Telephone: +31.70.3358361
E&mail: eaae.lei@wur.nl
www.eaae.org

Note: In case there are two organising international organisations (like EAAE and IAAE or EAAE and
EAFE for fisheries, not with a national organisation), we apply the rule that persons have to be a
member of ONLY one of both and that they can choose which one the take.
Membership runs from Congress to Congress and is valid for a triennial period. Participating in a
seminar halfway through the triennial period does not extend the membership. The membership ends
at the beginning of the 14th Congress in 2014.
For more information about the membership is referred to the policy as formulated on the website
(www.eaae.org).

2.4

Participants
The local organisers will follow the next guidelines:
Fifty active participants has been found to be about the optimum number. Participants, from a range
of countries, are generally invited to submit a paper and also would be expected to contribute actively
in the discussion.
Some observers from the host country may be invited to the seminar. With observers are meant:
journalists, sponsors, top of a ministry, invited presenters or other people who do not register
officially. All people that register and pay the participation fee should also pay the EAAE membership.
The Board of the EAAE will always send a representative to participate in the seminar. The representative
will have free entrance to the seminar. Travel and accommodation expenses will be paid by the
representative.

2.5

Communication
The organisers indicate a contact person who is responsible for the communication with the EAAE
Secretariat.
The organisers send the information of the seminar to the editorial board, preferably by e&mail
(eaae.lei@wur.nl).
The secretariat of the EAAE is responsible for publication of the information of the seminar on the
website (within 2 weeks after receiving the information) and in the next Newsflash.
In case of modifications in the information the contact person is obliged to contact the secretariat to
ensure the modifications can be enforced.
The Secretary General of the EAAE will be included on the mailing list of the seminar organisation in
order to be completely up to date with the organisation. Just before the seminar the contact person
will also send the official program to the Secretary General.

2.6

Dissemination of seminar papers and AgEcon Search

The organisers may place final versions of accepted papers on the seminar web page, but these
should be removed several weeks after the seminar has ended. Organisers may restrict electronic
access to the papers to those who have paid a seminar registration. However making use of the
AgEcon Search arrangements (see below), makes such a dedicated temporarily web page with
seminar papers redundant.
In addition, organisers may make papers available at the seminar on a CD&Rom or in hard copy.
Arrangements for availability of the paper at the seminar should be made known to participants
beforehand, so that those who wish to bring their own download may do so.
To promote the availability of papers presented on EAAE seminars and congresses, papers must be
made available in pdf format via AgEcon Search in the weeks before the seminar or congress takes

Contract xxxth EAAE Seminar

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EUROPEAN ASSOCIATION OF AGRICULTURAL ECONOMISTS

Secretariat EAAE
Alexanderveld 5, P.O. Box 29703, NL&2502 LS The Hague, The Netherlands
Telephone: +31.70.3358361
E&mail: eaae.lei@wur.nl
www.eaae.org

place. The seminar organisers should instruct authors of papers to use a standard title page.
Organisers should contact Louise Letnes at AgEcon Search in advance for a password and timing
arrangements. Detailed information on AgEcon Search, uploading procedures and standard title pages
for authors can be found on our website www.eaae.org

2.7

Completion EAAE Seminar

Within one month after the seminar the list of participants and membership forms have to be sent to the
EAAE Secretariat. Within one month after the seminar the fees of new members have to be cashed at
registration of the seminar by the local organisers and the total amount of money of these fee has to be
transferred to the account of the European Association of Agricultural Economists account number
35.68.03.457 with Rabobank Katwijk (The Netherlands) by SWIFT (Society for Worldwide Interbank
Financial Telecommunication), by VISA or Eurocard or bank payment order in favour of:
&
&
&
&
&
&
&

Rabobank Nederland
Utrecht, The Netherlands
SWIFT address: RABO NL 2 U
European Association of Agricultural Economists
Account number 35.68.03.457
With Rabobank Vallei en Rijn
IBAN: NL13 RABO 0356 8034 57

In the fortnight following the seminar, the organisers should send a final report (preferably by e&mail) on the
seminar to the Secretariat of the EAAE. The report can be divided into three parts:

2.7.1 Administrative proceedings

Total amount of participants;
Participating countries;
Total amount of papers;

2.7.2 One&page summary for publication on the website

If proceedings are published, indicate with which publisher;
Contact person for additional questions on the seminar (it is possible that this is another person then
the one who served as a contact person during the organisation of the seminar).

2.7.3 Feedback on support from the EAAE

The EAAE tries to improve the quality of every seminar by learning from the previous seminars.
Therefore, please send you comments by e&mail to the Secretary General of the EAAE: eaae.lei@wur.nl

3)

Effectiveness of this EAAE Contract

This EAAE Contract shall become effective upon signature of the Contract.

Contract xxxth EAAE Seminar

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EUROPEAN ASSOCIATION OF AGRICULTURAL ECONOMISTS

Secretariat EAAE
Alexanderveld 5, P.O. Box 29703, NL&2502 LS The Hague, The Netherlands
Telephone: +31.70.3358361
E&mail: eaae.lei@wur.nl
www.eaae.org

4)

Amendments
Amendments or changes to this Contract shall be made in writing and signed by the duly authorised
representatives of the parties.

For the EAAE:

For the EAAE Seminar:

Name:

Ruud Huirne

Name:

Position:

Secretary General

Position:

Date:

Date:

Signature:

Signature

Annex A: not necessary

Contract xxxth EAAE Seminar

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