The International Association for Quantum Information (IAQI) is an association founded and ran by researchers in quantum information theory and related fields. It is registered as a non-profit association (Verein) in Vaud, Switzerland.
IAQI aims to achieve the creation and maintenance of a non-commercial, international platform for promoting education and research in the area of quantum science. This in particular includes the creation of infrastructure which allows for organization of schools, conferences and workshops, as well as activities for the promotion, maintenance, and development of this infrastructure.
Supporting events
IAQI is expected to support upcoming editions of the supported event series. This support may include, depending on the needs of the event:
- Access to IAQI sponsor relationships
- Use of the website provided by IAQI
- Use of conference reviewing software (HotCRP) hosted by IAQI
- Passing on of funds in IAQI’s accounts dedicated to the event series, subject to the approval of the Steering Committee of the event.
- A loan of IAQI internal funds needed to make advance payments for the event. These loans are expected to be returned at the end of the event.
Accounting
The association maintains bank accounts, which can hold funds in multiple currencies. The main use of the bank accounts is to store unused funds from one supported conference to the next edition in the series.
The balance sheets of the association must be split into different ledgers, specifying the income and expenses dedicated to each supported event series, and in addition the own funds of the association (“internal funds”).
A simplified version of the yearly balance sheets for each event series and the IAQI internal funds is made publicly available on a yearly basis. It provides an assessment of the broad expense and income categories, and of the overall balance.
Usage of internal funds
The IAQI internal funds may also be used to pay employees, contractors, and all legal and logistical expenses of the association, as required.
In addition, the association may decide to use part of the IAQIC internal funds to support targeted initiatives that further its goals. These can include, for example, supporting a small scientific event, sponsoring underrepresented demographics in the scientific community, financially supporting an award, outreach events, or other initiatives proposed by members. Any such financial action that goes beyond the regular carry-forward of funds for supported events is subject to approval by a simple majority in the General Assembly.
Sponsorship relations
The association contributes to maintaining long-term sponsor relations to support the conferences. To do so, it maintains a list of sponsors, contact information, sponsor amount, and benefits, for each supported event. This information is made available to the next local organizers, who are asked to return an updated version of it. In addition, the association may contact sponsors on behalf of the member conferences and in coordination with the Steering Committees and Local Organizers.
Website support
The association hosts permanent websites for each event it supports. It makes a website template available to the local organisers.