| Annexure <A> to the Bye-Laws
Vitreoretinal Society – India: Invitation and Agreement

To,
The president
Vitreo – Retinal Society – India

Dear Sir,

Having had a desire to host the Annual Conference of your prestigious society, we have formed an Organising Committee. I, on behalf of the said Organising Committee have the honour to invite the society to hold its next meeting at …………
from……….
To ………………..

1. We agree to all the terms and conditions of the society including:
   
   
2. The name of the conference will be “……. Annual Conferences of Vitreo retinal society – India…….
   
   
3. The Organising Committee (OC) will be entirely responsible for all the arrangements for the conference including the meetings of the Governing Council and General Body of the VRS-I.
   
   
4. The Organising Committee will be free to raise funds in the name for VRS-I.
   
   
5. The delegate fee will be, as agreed between the society and the Organising Committee.
   
   
6. The Vitreo Retinal Society–India will not be required to make up for any loss suffered by the Organising Committee. Any surplus after meeting all expenses will be transferred to the V.R.S-I.
   
   
7. The Organising Committee shall maintain complete transparency and utmost probity in financial management of the conference. It shall provide the VRS-I with an audited balance sheet within 3 months of the end of the conference.
   
   
8. The Scientific Programme is the sole responsibility of the VRS-I. The Organising Committee will however nominate one member to interact with the Convenor Scientific Committee VRS-I, so that there is harmony in the arrangements of the conference. The O.C will however publish and circulate the conference brochure, announcements, etc. as a part of the conference activity. The programme of the conference to be included in the conference literature must have explicit and written approval of the president/secretary of VRS-I.
   
   
9. In case the Organising Committee violates the terms of this agreement, the society may take appropriate actions, including cancellation of its permission to hold the conference and shift the venue elsewhere. All the money collected for the VRS-I conference would be then transferred to the society.
   
10. The organizers will make sure that the hall, audiovisual, etc. and facilities pertaining to academic activities shall be of highest quality.
    
    
11. The Organizers will provide detailed information in the conference brochures regarding the venue, accommodation available, distances form venue and airport/ railway station, transport facilities, meal facilities etc. so that the delegated are well prepared and no put to inconvenience. The organizers should provide conveyance to and from the venue.
    
12. Protocol for President, Secretary, special invitees (eg. speaker for oration): all due courtesy will be shown. They will be received and seen off at Airport/Station. The local hospitality should include appropriate boarding, lodging and transport for the President, Hon, Secretary and Convenor Scientific Committee.      
                           
    Chairman Organising Committee                            
    Organising Secretary

 (Annual Conference of VRS-I)              

President/ Secretary
Vitreo Retinal Society - India