1. Aims and Objectives

The annual conference of the Association of Medical Physicists of India, Western Chapter (WC-AMPICON-YEAR), aims to:

  • Disseminate knowledge in medical physics and radiological safety among medical physicists and allied experts through invited talks, oral and poster presentations, teaching sessions, and technical exhibitions.
  • Encourage young medical physicists (age <35) to participate and present their work to enhance scientific content and improve presentation skills.
  • Conduct teaching/refresher courses on basic medical physics and advanced technologies in radiation oncology, radiodiagnosis, nuclear medicine, and related fields such as radiation biology.
  • Formulate policies and guidelines for advancing medical physics and foster interactions with professional/government bodies.
  • Establish task forces for specific purposes to ensure the time-bound completion of assigned tasks.

2. Name of the Conference

The annual conference will be named WC-AMPICON-YEAR, for example, WC-AMPICON 2025.

3. Invitations

  • Invitations should be sent via email and updated on the AMPI Western Chapter website.
  • Special invitations should be sent to office holders and senior members of AMPI (Western Chapter) to promote interaction with younger members and encourage participation.
  • Copies of the emailed invitations must be marked to office bearers of WC-AMPI.

4. Duration of the Conference

  • The conference should be limited to 1.5 days, preferably starting on a Saturday and concluding on Sunday afternoon.
  • Adjustments to the duration may be considered based on infrastructure availability and consultation with the Chairman, WC-AMPI.

5. Scientific Program

Scientific Program Committee

A Scientific Program Committee, comprising up to 8 members (including the Chairman and Secretary of WC-AMPI), shall be constituted by the Organizing Secretary.

Responsibilities of the Committee:
  • Finalize invited talks and teaching sessions in consultation with the Scientific Program Committee.
  • Ensure that the scientific sessions include diversity in speakers while adhering to the following guidelines:
International Speakers

Should not exceed 20% of the total invited talks. Proposals for additional international speakers may be sent to WC-AMPI EC for approval.

Non-WC-AMPI Speakers

Speakers from outside WC-AMPI should not exceed 20% of the total invited talks. Proposals for additional speakers may also require WC-AMPI EC approval.

WC-AMPI Representation

At least 60% of speakers should be from WC-AMPI. Repeat speakers should be avoided to ensure diversity.

Paper Submission Review:

The Scientific Committee will review all submitted papers except those designated as orations, invited talks, or trade talks.

6. Inauguration of the Conference

  • The Chief Guest and other invitees should be finalized by the Organizing Secretary in consultation with the Chairperson of WC-AMPI.
  • The Chairperson and Secretary of WC-AMPI should be given due prominence during the inauguration ceremony to emphasize their roles in the conference's success.

7. Orations and Awards

Oration

A five-member Oration Committee (comprising the Chairman, Secretary, Treasurer, Organizing Secretary, and one EC member of WC-AMPI) will decide the recipient of the oration award.

Best Paper Award

A committee of three members will be formed by the Scientific Committee to ensure impartial evaluation for the Best Paper Award.

8. Miscellaneous Guidelines

Efforts should be made to publish a souvenir with messages from the Chairman, Secretary, and Organizing Secretary. The souvenir should include abstracts of all presentations.

Optional and can be provided depending on available funds. Separate kits for spouses may be included if possible.

Ensure convenience for senior members and office bearers through proper travel and transport support.

Operations should be managed by trained personnel to ensure seamless technical presentations.

These are optional for others and must be provided for oration recipients.

9. Financial Guidelines

Registration Fees
  • The organizing team will decide on the registration fees in consultation with Chairman/Secretary WC-AMPI.
  • The Chairman, Secretary, Treasurer, and oration awardees are exempt from registration fees.
Local Hospitality

Local hospitality will be provided to all delegates, with optional free travel or accommodations subject to fund availability.

Financial Surplus

50% of the surplus funds from the conference should be returned to the WC-AMPI.

Financial Transactions

All financial transactions related to the conference should go through the WC-AMPI official account.

10. Certification

Attendance certificates shall bear the signatures of the Organizing Secretary, Secretary, and President of AMPI (Western Chapter).

11. General Body Meeting (GBM)

The GBM will be held on the first day of the conference, immediately after the scientific session.

Both the Organizing Secretary of the current and upcoming conferences must attend the GBM.

12. Task Groups

  • Task groups may be formed to address specific challenges or opportunities in medical physics.
  • A Designated Member (DM) will lead these groups and submit solutions to the Executive Committee for approval.

13. Final Note

These guidelines are intended to ensure the successful organization of WC-AMPICON while upholding the mission of the Western Chapter of AMPI to advance research, education, and practice in the field of medical physics.