The steering committee’s responsibility is to provide advice and direction to the conference chairman and other committee members. They present recommendations to guarantee quality and guide the event toward success.
The selection of the conference’s chairman and committee members is one of the steering committee’s main duties. This decision is finalized after evaluating a list of active candidates who formally stated their desire to host the following conference assembly track.
Additionally, if a committee member’s membership is inactive and no submission has been made within the appropriate time, they have the authority to have them removed from their position.
Members of the scientific committee must have been actively involved in the society for at least six months prior to the conference. They are chosen based on experience, contributions to the annual evaluation of the society, and peer-review operations for the official journal. H-index parameters weigh heavily into selection.
Members are required to submit and deliver at least one original paper at the meeting. The scientific committee holds responsibility for allocating halls to subspecialties based on total abstract distribution metrics.
Members of this group are chosen directly from the host city’s ENT department. They serve as regional ambassadors for the society within their local departments and divisions. As part of core educational success criteria, they drive local campaign visibility to secure high submittal ratios.
All active coordinating committee members are required to submit an original abstract and present onsite during the event loop tracks.
Serving as the primary administrative point of representation, this body interfaces directly with event corporate sponsors and state regulatory boards. They guarantee that venue, vendor, and municipal authorizations are cleared and permitted.
The organizing wing commands marketing operations, media distributions, PR statements, and official digital alert channels. All members must submit and deliver a structural presentation during program tracks.
Speakers are explicitly defined as individuals cleared to deliver oral presentations during formal tracks whose names appear on the final published program directory. Per standard Saudi Exhibition and Convention Bureau mandates, proxy speakers are strictly prohibited.
If an emergency requires cancellation, written notice must hit organizing committee inboxes at least 1 month prior to event kickoff. If this window is missed, current schedule states remain final. Substitutions require a minimum of 2 months advanced notification tracking.
Panelists, session chairs, and moderators are appointed directly by committee directors and the current society board. Appointees must preserve active status and maintain a minimum of one personal lecture delivery during the conference.
Every standard session layout must be co-chaired by a panel of 3 Chairpersons (representing International, Regional, and Local medical jurisdictions). Panels must consist of 1 moderator alongside a minimum configuration of 4 Panelists.
All general attendees, delegates, and guests must be at least 18 years of age to enter the primary conference facility and related evening functions. Scope exceptions must be submitted in writing to the Event Management desk.
Every participant acknowledges that attendance and track participation is entirely voluntary and carries standard base risks regarding physical injury, property loss, or accessory damage. Registered attendees assume all liability parameters personally upon entry.
VENUE POLICY: Smoking inside the hotel public spaces or presentation zones is strictly prohibited. Weapons of any type are banned from entering the property boundaries.
Active Member Benefits: Active SORL Members accepted as main program presenters (excluding student tiers) qualify for society travel benefits, provided their profile registration shows active standing as of November 1st, 2025, with a 6-month historical minimum. New members receive an automated 50% discount allowance on primary registration fees.
Incidental Costs: Individual room guests retain full billing responsibility for incidental expenses. All personal folios must be completely cleared with the front desk directly upon departure checkout sequences.
Room Provisions: Room allocations inside the master hotel block are offered on a complementary basis and are not contractually mandatory. Speakers can secure alternative hotel settings at personal cost. Allocations are strictly limited to the individual speaker and cannot extend to family members or extra guests. Rooms are non-refundable and non-transferable.
Prioritization Matrix: Due to tight inventory thresholds at the main venue hotel, overflow speakers will be split into secondary contracted hotels. Rooms are distributed following fixed priority tracks (focusing on ladies, international GCC travelers, and senior medical personnel).
No-Show Deadlines: Check-in requires a valid credit card authorization hold to secure incidental parameters. Unclaimed rooms will be released to the public at 12:00 noon on the day following the scheduled check-in unless verified by written confirmation. Failed arrivals face a 100% room rate penalty charge across all reserved nights.
Accompanying persons are defined as non-medical companions traveling with congress delegates. They are welcome to access local social itineraries and regional tours organized by the destination team to experience the local culture.
Access Restrictions: Companions do not hold access rights to scientific conference paths, official catering stations, refreshment suites, or the primary exhibition floor without buying a full delegate registration pass. Companion profiles must link to a primary registered delegate, and related invoices require separate processing.
A speaker's accompanying guest is strictly limited to a spouse or first-degree relative (parent or adult child age 18+) who does not operate within the ENT or otolaryngology medical sector. They may view scientific sessions, but must process a guest profile configuration beforehand.
Exclusions: Professional associates, clinic colleagues, industry friends, or medical students cannot utilize the speaker guest path. While there are no direct registration entrance fees, speakers must cover their guest's flights, extra bedding folios, and meal entry tickets at advertised guest rates. Children under 17 are completely restricted from poster zones and plenary halls.