Bidding to host Symposium & Summit

1. Introduction

2. Conference Facilities and Accommodation

Conference facilities should be selected according to the most suitable options for the host country. They may be in a hotel, rented facilities, or within the host's facilities, e.g. university lecture theatres. The location of housing and the conference in the same venue ('residential format'), in a hotel or in a university college, is a suitable option, since it facilitates contact and discussions between the participants, and generates a good workshop-like atmosphere.  Common lunches further add to exchange between the participants.  It is preferable for the accommodation to be organized by a local organization, since it reduces the workload associated with this task.

Facilities and equipment

Staff

4. Structure of Symposium

4.1

The Symposium Opening should include a VIP from the host country, and a keynote speaker invited by ISDE who identifies the important developments in the Society’s activities since the last Symposium.

4.2

Keynote papers and/or sessions on relevant inter-disciplinary topics through other international bodies should be included in the Symposium. These shall be proposed by the Scientific Program Committee, which shall consist of both host country scientists and ISDE EC Members.

4.3

The Symposium program may be based on single-sessions, parallel sessions, or a mix of single and parallel sessions, depending on the number of papers to be presented. The latter enables the focus of sessions on specific topics and/or the provision of plenary sessions.

4.4

Oral Sessions should normally last 90 minutes, comprising four or five speakers. A time allocation of about 15-20 minutes for each speaker leaves sufficient time for questions. Furthermore, it ensures that the time slots for each speaker are not overrun, which is a requirement when there are parallel sessions. 

4.5

Poster sessions should be included in the program, with brief presentations (approx. 3-5 minutes each) by the authors.  Posters should be allocated ½ day each for their presentation, with the authors present at their posters.

5. Exhibition

A Commercial Exhibition should be included in the Symposium. An "Exhibitor's Showcase Session" provides the exhibitors with an opportunity to present themselves to the participants, and hence integrates them into the symposium. The rates to be charge for commercial exhibitor’s spaces will be determined by the Symposium Organizers, and should be at the “going rate” for the venue.

6. Sponsorship

The host organization will try to find as many financial “Sponsors” to support the symposium. The largest sponsor (platinum) will be given opportunity to make a presentation at a Plenary Session. Sponsors should also be sought for other symposium events, such as Welcome Reception, Gala Dinner, Conference Bag, etc. Sponsors will be duly acknowledged in all materials related to the event (website, brochures, proceedings, announcements, etc.).

7. Announcement and advertising

7.1

Posting on the Society website and distribution of announcements on the Symposia, as well as those of the Partner organizations should be a primary means of advertising and promoting the Symposia.

7.2

Advertisements should also be placed in the International Journal of Digital Earth (IJDE), as well as other journals, Newsletters and especially during other conferences. The Secretariat will maintain an address listing for journals and other events.

7.3

The Local Organizing Committee will keep the EC informed of the plans and progress for the Symposium and for providing draft copies of Symposium brochures and related materials to the EC.

8. Abstracts

Electronic submission of the abstracts via E-mail has the advantage in that they can be posted on the Web and Society websites. All abstracts, and Symposium timetable when available, be placed on the Web.

9. Financial Requirements

9.1

A Bid proposal must include a complete Budget proposal, including base facility costs, management or coordination charges and overhead, advertising, publication and promotion, printing and distribution, salaries and commissions, set-up and equipment rental charges, take-down and transportation charges, refreshment availability, cost per delegate (booklets), etc.  ISDE requires that 10% of the total revenue from any and all sources to be returned to the ISDE from each Symposium. This must be a line item in the Budget proposal, and be set aside before any calculation of profit or loss.  An example of a Budget form is available from the Secretariat.

9.2

On the revenue side, the Budget must include anticipated or potential revenue from all sources, including, but not limited to: registration fees, exhibitor charges, advertising returns, sponsorship fees, offsetting or in-kind contributions, as well as all other sources of actual or potential revenue.

9.3

Following the Symposium, should revenue from all sources have exceeded expenses, resulting in a profit, the Host Organizer and ISDE will share this profit 50-50. This amount will be sent to the ISDE Secretariat within thirty (30) days of the end of the Symposium.

9.4

The Host shall have complete financial responsibility for all aspects of the Symposium organization. ISDE will not provide any funds for this purpose. A formal contract shall be signed between the Host and ISDE within three months of a successful Bid, confirming all scientific, financial and other arrangements.

9.5

The Host Organization shall provide a full written and audited accounting to the Secretariat of the ISDE within thirty (30) days following the closing of the meeting, and the Host Organization will remain wholly responsible for any and all expenditures in excess of revenues.

9.6

The Host shall provide rooms for the ISDE EC meeting and the IJDE Editorial Board meeting free of charge，and also a standard exhibition booth, free of charge.

9.7

The ISDE officers (maximum 3) shall receive free registration.

9.8

All EC members (maximum 15) shall receive 50% discount on registration fee.

9.9

All seniors (over 65) and registered students (less than 30 years old) shall receive a 50% discount, on proof of age or registration at an accredited institution or university.

9.10

All ISDE members shall receive a 20% discount of registration fee.

10. Publication of Proceedings of Symposium

10.1

All Symposia proceedings will be published either as hardcopy and/or on CDROM.

10.2

Proceedings may be available to registrants at the Symposium.

10.3

Selected papers may be published in ISDE’s Journal: IJDE. It may be possible for hosts to act as Guest Editors of a dedicated “Special Issue” of IJDE.

11. Awards

Best poster awards and young authors' awards are encouraged. The decision of the awards can be made in advance of the Symposium based on the submitted paper, or during the symposium based on the paper and its oral presentation. Awards should be presented at a plenary session, or other event.

13. Public outreach programme

The Host should organize jointly with the ISDE, a Public Outreach Program consisting of public lectures, local TV and radio coverage and other planned activities oriented on the public within The Host country. The Host will be responsible for creating and disseminating the publicity for the event.

14. Visas

The Host shall send a letter of invitation (without promise of financial support) upon request to potential participants. The Host shall take all measures with its government officials required to assure that all potential participants will be issued appropriate visas according to the 1958 declaration adopted by the International Council of Science (ICSU) concerning non-discrimination on the basis of politics, nationality, religion, race or gender, and unimpeded entry and exit, subject to local law.

15. Insurance

The Host shall provide adequate third party liability and casualty insurance coverage, subject to local law, for the duration of the Symposium for all participants from lesser developed countries. For this purpose, The Host shall present to the ISDE, prior to the Symposium, proof of insurance in the form of an Insurance Policy in the English language (or a certified translation thereof).

16. Security Measures

The Host shall coordinate with the official and regular channels of The Host country for appropriate security measures for the protection of participants and accompanying persons, working equipment and belongings at the Symposium venue and organized Symposium events.

17. Compensation for Damages

The Host shall hold ISDE free from liability for any and all damages resulting from any claims or judgments in favor of third parties, governmental or other entities, for any acts or omissions occurring during the Symposium and its related events.

18. Publicity

18.1

The official ISDE logo shall be prominently displayed on all public documents.

18.2

In addition to distribution of announcements, an Internet site for ISDE shall be established and maintained to include all announcement information plus links to the ISDE, IJDE home page and other relevant sites.

19. Social Events

A social program for participants shall be arranged by the Host and be provided free of charge or at a reasonable fee.

20. Information that must be provided in a Proposal to host an ISDE Meeting

In addition to confirming acceptance of, and explaining how the Host organization will deal with items 1 to 19 above, the Proposal MUST include the following details:

20.1

The name of the Host Institution or organization, the names of Chair of the Organizing Committee, a list of all Committee Members, and their individual experience in hosting international events.

20.2

The proposed date and location(s), other dates available, and including dates that are not available.

20.3

A full outline of the past experience of the Host Institution in organizing international events and conferences, including names and contact information for previous events.

20.4

Complete information on the event location(s), complete description of the facilities available for the meeting, accommodation availability, distances to the venue, transportation and costs to and from airport(s), other means of ground transportation to the venue, etc.,  Hotel rate ranges and star ratings, as well as other possible accommodation in the vicinity of the venue.

20.5

A complete time-line and schedule for all announcements, advertising and promotion to be developed and distributed, by whatever means, in preparation for the event, including all associated costs.

20.6

A description of tourist attractions and facilities or entertainment that might be of interest to delegates and others attending the meeting, for before and after the event.

20.7

A full description of the overall  in scope of the meeting, including any other associated conferences that may be held in conjunction with the ISDE meeting, and the expected or estimated number of attendees under all options identified.