MEWATA to Host MWIA Near East Regional Conference 2027 in Zanzibar

Conference Organizing Framework

Terms of reference (TOR) for Organizing Committee of the Medical Women International Association (MWIA) – Near East Regional Conference - Zanzibar, Tanzania | May 2027

1. Background

The Medical Women Association of Tanzania (MEWATA) will host the Medical Women International Association (MWIA) – Near East Regional Conference in May 2027 in Zanzibar. This international conference will bring together medical women leaders, professionals, and stakeholders from the Near East region and beyond to discuss priority issues in women’s health, leadership, research, and professional development.

To ensure effective planning, coordination, and successful delivery of the conference, MEWATA shall establish an Organizing Committee responsible for overseeing all aspects of conference preparation and implementation.

2. Purpose of the Organizing Committee

The purpose of the Organizing Committee is to plan, coordinate, implement, and evaluate the MWIA Near East Regional Conference 2027, ensuring that it meets international standards, reflects MWIA and MEWATA’s objectives, and delivers a high-quality experience for delegates, partners, and stakeholders.

3. Objectives

Broad Objective

To successfully organize and execute MWIA Near East Regional Conference 2027

Specific objectives are to:

Plan and coordinate all logistical, technical, and administrative aspects of the conference.
Develop and implement a comprehensive conference work plan and timeline.
Mobilize financial and in-kind resources to support the conference.
Coordinate scientific, professional, and social programs.
Ensure effective communication and coordination with MWIA, Near East member associations, and other stakeholders.
Promote the conference locally, regionally, and internationally.
Ensure compliance with MEWATA’s constitution and MWIA guidelines and statutes.

4. Responsibilities

The Organizing Committee shall be responsible for the following:

4.1 Governance & Coordination

Serve as the primary coordinating body for conference planning and delivery.
Identify and work closely with event organizing company to plan and hold the conference.
Liaise with MEWATA’s leadership, MWIA Executive Committee, and Near East member associations.
Establish and oversee sub-committees as necessary.

4.2 Conference Planning & Logistics

Identify and secure the conference venue(s) in Zanzibar.
Coordinate accommodation, transportation, and hospitality for delegates and guests.
Oversee registration systems and delegate services.
Ensure appropriate conference equipment, interpretation, and technical support.

4.3 Scientific & Professional Program

Develop the conference theme, objectives, and session tracks in consultation with MWIA.
Coordinate abstract submission, review, and selection processes.
Identify and invite keynote speakers, panelists, and facilitators.
Develop the final conference program and schedule.

4.4 Finance & Resource Mobilization

Develop and manage the conference budget.
Mobilize sponsorships, grants, and partnerships.
Ensure transparent financial management and reporting.
Set registration fees in consultation with MWAT leadership.

4.5 Communication, Marketing & Protocol

Develop and implement a communication and marketing strategy.
Coordinate invitations, conference branding, and promotional materials.
Manage official correspondence with MWIA, partners, and participants.
Coordinate protocol arrangements for VIPs, dignitaries, and international guests.

4.6 Social Program & Cultural Events

Plan and coordinate social events, cultural activities, and networking sessions.
Ensure inclusion of Tanzanian and Zanzibari cultural experiences.

4.7 Monitoring, Evaluation & Reporting

Monitor progress against the conference work plan.
Prepare periodic progress reports for MWAT leadership and MWIA.
Conduct post-conference evaluation and prepare a final report.

5. Composition of the Organizing Committee

The Organizing Committee shall comprise representatives appointed by MWAT and may include:

Chairperson Vice Chairperson Secretary Assistant Secretary Treasurer Scientific Program Lead Logistics & Events Lead Finance & Sponsorship Lead Communication & Publicity Lead Protocol & International Liaison Lead Zanzibar Local Organizing Representative

Additional members or advisors may be co-opted as required.

6. Roles of Office Bearers

Chairperson

Provide overall leadership and strategic direction.
Chair Organizing Committee meetings.
Represent the Committee in official engagements.

Secretary

Coordinate meetings, documentation, and correspondence.
Maintain records, minutes, and action trackers.

Treasurer

Manage financial planning, budgeting, and reporting.
Ensure accountability and transparency of funds.
Sub-committee leads shall report to the Organizing Committee through the Chairperson.

7. Meetings

The Organizing Committee shall meet at least monthly during the planning phase and every fortnight during the final six months prior to the conference.
Meetings may be held physically or virtually.
Decisions shall be made by consensus or majority vote where necessary.

8. Reporting

The Organizing Committee shall report to MEWATA’s Executive Committee.
Key reports shall be shared with MWIA leadership as required.

9. Duration of the TOR

This TOR shall take effect upon approval by the MEWATA’s Executive Committee and shall remain valid until the completion of the conference and submission of the final report, expected by July 2027.

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