The International Association for Quantum Information Conferences (IAQIC) is an association founded and ran by researchers in quantum information theory and related fields. It is registered as a non-profit association (Verein) in Zurich, Switzerland.
IAQIC aims to achieve the creation and maintenance of a non-commercial, international platform for promoting education and research in the area of quantum science.
This in particular includes the creation of infrastructure which allows for organization of schools, conferences and workshops, as well as activities for the promotion, maintenance, and development of this infrastructure
Accounting
The association maintains bank accounts, which can hold funds in multiple currencies. The main use of the bank accounts is to store unused funds from one supported conference to the next edition in the series.
The balance sheets of the association must be split into different ledgers, specifying the income and expenses dedicated to each supported event series, and in addition the own funds of the association (“internal funds”).
A simplified version of the yearly balance sheets for each event series and the IAQIC internal funds should be made publicly available. This public version should not list individuals, but should give an assessment of the broad expense and income categories, and of the overall balance.
The yearly budget of the association is subject to approval in the General Assembly.
Funds can only be moved from one event series to the IAQIC internal funds with the support of a majority of the delegates of that event series.
| Finances: categories, purposes and management | |||
| Funds ledger | Expenses | Income | Management |
| Internal funds | Runcosts of association: website, legal expenses, banking, employees and contractors. Funding of special initiatives. | Membership fees, donations, investments. | Executive Board (day-to-day). General Assembly (large decisions). |
| Conference series A | Costs of the current edition of Conference A. | Registration fees, leftover funds from previous editions, sponsorships. | Executive Board and Conference A delegates: to be given to the conference organizers as needed. |
| … | … | … | … |
Ticketing
The association maintains a ticketing website service that allows participants for supported conference series and other events to pay registration fees for and receive official receipts. Each event may decide whether to use this system or to use a local ticketing system. In the latter case it must be ensured that any income through ticketing that is not expended for the organisation of the event will be credited to the association for use in future events of the same series and to cover membership fees.
The portion of event registration fees assigned to IAQIC membership is credited to the IAQIC internal funds.
The remainder of the registration fees are credited to the funds dedicated to the respective event, and can be requested by the local organisers to pay any expenses incurred for the organisation of the conference.
Supporting events
IAQIC is expected to support upcoming editions of the supported event series defined above. The Executive Board should discuss the needs of the event with the event organizers with sufficient notice, and present a budget proposal at a General Assembly. The proposal is accepted with a simple majority of the General Assembly.
This support may include, depending on the needs of the event:
- Use of the IAQIC ticketing system.
- Access to IAQIC sponsor relationships, as described ahead.
- Use of the website provided by IAQIC.
- Passing on of funds in IAQIC’s accounts dedicated to the event series, subject to the approval of the Steering Committee of the event.
- Using the funds in IAQIC’s accounts dedicated to the event series to pay some expenses directly (for example flights and hotels).
- A loan of IAQIC internal funds needed to make advance payments for the event. These loans are expected to be returned at the end of the event.
- A donation of IAQIC internal funds to the event, or to the event series. Donations can be dedicated to specific ends (for example student support) or unspecified.
In exchange for this support, event organizers are expected to provide budget projections and a short financial report after the event. Event organizers are also expected to ensure that the event is covered by insurance against incidents out of their control that could lead to an unexpected budget deficit.
In exceptional circumstances leading to an event’s budget deficit, the Executive Board should discuss support options with the event organizers, and bring a support proposal to a General Assembly.
Usage of internal funds
The IAQIC internal funds may also be used to pay employees, contractors, and all legal and logistical expenses of the association, as required.
In addition, the association may decide to use part of the IAQIC internal funds to support targeted initiatives that further its goals. These can include, for example, supporting a small scientific event, sponsoring underrepresented demographics in the scientific community, financially supporting an award, outreach events, or other initiatives proposed by members. Any such financial action that goes beyond the regular carry-forward of funds for supported events is subject to approval by a simple majority in the General Assembly.
Sponsorship relations
The association contributes to maintaining long-term sponsor relations to support the conferences. To do so, it maintains a list of sponsors, contact information, sponsor amount, and benefits, for each supported event. This information is made available to the next local organizers, who are asked to return an updated version of it. In addition, the association may contact sponsors on behalf of the member conferences and in coordination with the Steering Committees and Local Organizers.
Website support
The association hosts permanent websites for each event it supports. It makes a website template available to the local organisers.