LPD Officer Manual

Introduction

This handbook is designed as a reference guide for any officer within the LPD. Regardless of how long you have been participating in the IBA, you will inevitably have questions about policies and procedures and this tool can be your first stop in quickly obtaining answers.

Our aim is to provide support your term in office so that it is as productive and rewarding as you wish it to be. For any queries, please contact Susan.Burkert@int-bar.org

Important dates

IBA Mid-Year Meetings, Budapest, Hungary
Meetings of the LPD Committee officers, LPD senior leadership and officers of all other IBA entities
22-25 May 2019

IBA Annual Conference, Seoul, South Korea

Meetings of the LPD Committee officers, LPD senior leadership and officers of all other IBA entities.
22-27 September 2019

Overview of the IBA

Legal Practice Division (LPD)

LPD Committees and Fora

Financial Information

If a committee wishes to hold an officer retreat, the IBA will cover the cost of the meeting room hire, AV and tea and coffee refreshments. A light sandwich lunch (considered a working lunch) will also be covered by the IBA. The IBA will sign a contract and pay in advance the costs of the above only if requested however it is usually easier an officer takes care of payment and IBA reimburses after the meeting.

The Committee can choose to have its annual committee Officers dinner or lunch at the time of the retreat somewhere more formal and the IBA will cover this also. If a committee wishes to hold an offices’ dinner, the IBA will pay up to a maximum of £120 per head, including drinks. A sample menu needs to be submitted to susan.burkert@int-bar.org beforehand, and a per-person amount will then be set. The IBA will sign a contract and pay in advance the costs of the above only if requested however it is usually easier an officer takes care of payment and IBA reimburses after the meeting.

Prior to entering into any agreement with a venue, the IBA Divisions Department must be notified of the following:

  • the proposed venue;
  • the invitation list; and
  • an estimate of the total cost.

No reimbursement for accommodation and travel is made to any committee officer attending retreats. Please note: Retreats are organised by the Committee and not the IBA Office. Reimbursement will be made following the retreat upon submission of a receipt to the IBA by the committee chair or a nominated officer.

The IBA will not sign contracts that deal with accommodation for the retreat guests nor will the IBA be the guarantee for these room costs or pay deposits.

Since the majority of Retreats are held around the time of the Annual Conference, the IBA is unable to provide administrative support for these events, which we recommend be undertaken by the Secretary of the Committee or another Officer. The Committees cannot contract an agent to undertake these tasks as these costs would not be covered by the IBA.

The IBA will gladly circulate information regards the retreat to the Committee Members if they are open for member participation also.

Young Lawyers Initiatives

Committee Communication 

Publications

The IBA publishes numerous section and committee newsletters, magazines and journals (below) as well as the bimonthly magazine Global Insight, online news analysis, filmed interviews and webcasts.

The IBA Content Department welcomes suggestions for articles and feedback from committee officers. The IBA’s section magazines and journals are as follows:

IBA Global Insight (IGI)

  • Published six times a year
  • Free to all IBA members

Business Law International (BLI)

  • Published three times a year
  • Free to Legal Practice Division (LPD) members

Journal of Energy & Natural Resources Law (JERL)

  • Published four times a year
  • Free to Section on Energy, Environment, Natural Resources and Infrastructure Law (SEERIL) members

Competition Law International (CLI)

  • Published twice a year
  • Free to Antitrust and Trade Law Section members

In-House Perspective (IHP)

  • Published online and distributed electronically four times a year to Corporate Counsel Forum members

Construction Law International (CLInt)

  • Published four times a year
  • Free to International Construction Projects Committee members

Dispute Resolution International (DRI)

  • Published twice a year
  • Free to Dispute Resolution Section members

Insolvency and Restructuring International (IRI)

  • Published twice a year
  • Free to Section on Insolvency and Creditors' Rights (SIRC) members

 

The information below provides a summary of the IBA’s Terms and Conditions for publishing committee content and additional Guidelines for Newsletter/Publications Officers.

IBA committees should aim to publish up-to-date, relevant and interesting articles, in order to support, enhance and share their committee’s work.

Articles should typically cover legal and regulatory developments in members’ jurisdictions, or broader, thematic law-related topics. Committees may also publish session reports from IBA conferences.

Newsletter/Publications Officers in committees are responsible for gathering and submitting articles, and should liaise with the IBA Content team, who oversee all aspects of the publication process.

Each committee has an allocated IBA in-house editor who will get in touch. If you are not contacted, please email editor@int-bar.org

Emphasis on digital

The IBA has a digital-first approach to publishing committee content. Articles should be posted online individually on a committee’s designated Publications webpage on a regular basis.

When a sufficient number of articles have been published online, the IBA Content team will send a tailored e-bulletin email to committee members, with links to viewing the new content online (members will need to login to view).

This approach enables new articles to be made available to members much quicker and for the committee’s webpages to be regularly updated with new, topical content, compared to the old newsletter format, which required a lengthy production phase.

Newsletters for conferences

In recent years, IBA committees have been encouraged to move away from printing hard copy newsletters for their members.

Where there is felt to be a need for hard copies in order to showcase the benefits of committee membership – for example, at a specialist conference – this can be reviewed on a case-by-case basis, but should be the exception rather than the norm.

Newsletters can only be produced by a committee once sufficient online articles have been uploaded: at least 10 (circa 24 pages). Newsletters will not be printed if they are under 24 pages long. Forums are not permitted to produce printed newsletters.

If Newsletter/Publications Officers wish to produce a hard copy newsletter ahead of an IBA specialist conference or the Annual Conference, they should discuss this at the outset with their IBA in-house editor, who will need to carefully set deadlines. The production process for newsletters is longer than for online articles. A period of 6–8 weeks should be allowed from the IBA Content team receiving the material.

Member-only access

Committee articles and newsletters are an exclusive benefit for members of committees and cannot be made freely-available online to non-members or to members of other IBA committees.

Generating and publishing articles

The IBA in-house editor will send a call for articles, by email, to all members of the committee, providing details of the committee’s Newsletter, Publications or Communications Officer, to which submissions should be sent.

The officer should review the submitted articles for suitability, accuracy and quality. Reviewed submissions should then be sent to the allocated IBA in-house editor, who will format/edit them to IBA house style.

Shortly thereafter, the IBA in-house editor will upload the article(s) to the committee’s online Publications page.

At intervals throughout the year, dependent on how much material has been published online, the IBA in-house editor will send an e-bulletin to committee members, notifying them of recently uploaded content.

The aim should be to have a regular flow of articles being submitted, produced and published online.

If it is agreed that a hard copy newsletter can be produced, this can feature a selection of articles already published online, plus new submissions received by the Newsletter/Publications Officer.

As stated above, the IBA in-house editor requires as much notice as possible to produce a hard copy newsletter – there is a production time of 6–8 weeks from the Content team receiving the articles.

The IBA is committed to a book publishing programme, working with leading co-publishers. Divisions and committees are asked to consider whether any of their activities or areas of expertise could lend themselves to a publication. We especially wish to play to the IBA’s key strengths of:

  • being a global, multi-jurisdictional organisation; and
  • being an opinion-forming organisation.

In order to help IBA staff consider the possible publication of a new book, we ask that the committee chairs/publications officers complete the IBA book proposal form (PDF), giving as much detail as possible. IBA senior staff will assess the proposal and decide how to proceed. If it is decided to support a book proposal then it will either be passed to a commercial publishing partner to assess interest in co-publishing or a decision will be made as regards the level of support a book can be given by the IBA on its own (in some cases this may be minimal).

It should be borne in mind that it can take as long as a year or even more to develop a book from start to finish. That is particularly important when considering the timeliness of the subject matter and ongoing appeal to the target audience.

The book proposal form should be returned to the Director of Content at editor@int-bar.org or FAO: Director of Content, International Bar Association, 4th Floor, 10 St Bride Street, London EC4A 4AD.

Conferences

LPD Committees/Sections and Forums are strongly encouraged to hold a specialist conference each year outside of the IBA Annual Conference. If your committee is considering organising a conference, you should complete a conference proposal form. Forms can also be obtained by contacting the Conferences Director.

No committee should hold a conference other than one relating to the particular field of law with which that committee is concerned. Ideally committee members should be canvassed by the committee chair, listing the proposed subject matter, venue and time of year, and asking if committee members would wish to attend such an event.

The IBA reserves the right to take the final decision on whether a conference may be organised, including matters of venue, time of year, and viability of a proposed topic. Conferences need to support themselves financially, and any decision on whether or not to hold a conference will ultimately be taken by the Deputy Executive Director, the Head of Conferences, the Head of Divisions Administration and the LPD Officers.

Speakers:

  • All speakers (including Officers) are asked to pay the registration fee
  • Those who request a waived fee (including Officers) but are in private practice, will not be approved (they can, however, attend their session only without paying a fee)
  • Those who are not in private practice but are a Committee Officer and request a waived fee can ask the Divisions Officers to make an exception to the policy to have their fee waived in view of their speaker status (to be charged to the Conference Budget) if they do not feel it sufficient to attend their session only.

Delegates

  • All delegates (including Officers) should pay the registration fee
  • Only in exceptional circumstances can the Divisions Officers permit the Committee Chair (if not in private practice) to attend a Conference free of charge if it makes sense for the ongoing work of a Committee project and/or Officer meetings taking place at the event
All committee events/activities/projects need to be communicated to the IBA office, prior these being executed or run, as part of the planning, to ensure they follow the correct approach and IBA guidelines

Committee social functions

Committees are encouraged to hold open committee business meetings at the Annual Conference, to engage with current and potential members. Holding these in direct connection to a conference session is the best way to ensure that those interested in the topic of the committee’s work are present, and have an opportunity to connect to the committee and its leadership.

To schedule such a meeting and have it published as part of the official programme, please contact the IBA Divisions team (divisions@int-bar.org) and they will be able to assist you.

No committee events can be held at law firms at any time.

Committee breakfasts at the Annual Conference

Should a committee wish to hold a breakfast meeting during the Annual Conference week, the following criteria will apply:

  • The breakfast is held at the venue of the IBA Annual Conference.
  • These events are not ticketed and require sponsorship to cover the costs
  • The committee selects the appropriate sponsorship package depending on expected number of people, and then works closely with the IBA sponsorship team to secure the appropriate amount of sponsorship.

Please contact Astrid Wargenau (astrid.wargenau@int-bar.org) of the IBA Divisions team for further assistance should you wish to organise a breakfast. Your contact for sponsorship is Andrew Webster-Dunn (andrew.webster-dunn@int-bar.org).

Committee lunches/dinners at the Annual Conference

All lunches and dinners at the Annual Conference are ticketed events, and the IBA Conference team assists in sourcing venues, pricing at a strict break-even, adding these as potential sponsorship opportunities, and advertising the events with all social functions. The IBA Conference Team will be onsite on the day of the event to ensure those with tickets

Please contact Helen Bakal (helen.bakal@int-bar.org) from the IBA Conference Team, if you are interested in organising a lunch or dinner at the Annual Conference. It is advisable to contact Helen well ahead of the conference, as this will allow for sufficient time to source for a venue, get the relevant quotes, and ensure the event is advertised when booking for social events becomes available for delegates.

Committee receptions

Committees are not permitted to organise informal offsite receptions in the name of the committee, and furthermore, committee budgets cannot be used to cover any costs connected to these.

Sponsorship

Media