Guidelines for ICALP Organization Proposals
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As agreed at the General Assembly in Aalborg, we present here some
guidelines for future presentations of proposals to hold
an ICALP. On the one hand, the guidelines are designed to stress
the points that the EATCS community will take into consideration in
voting for a site; on the other hand the guidelines try to give an
idea of some of the fixed expenses involved in the organization of
an ICALP.
Notification of a proposal
The site of ICALP x+2 is
decided at the General Assembly of ICALP x. Prospective
organizers of ICALP x+2 should notify the president of EATCS
of their intention to present a proposal at the General Assembly of
ICALP x.
They also should notify the organizing chair of ICALP x of
any equipment needed for the presentation.
Presentation of a proposal
The presentation for each candidate location should not be too long
(5' to 10') and, among other things, should focus on:
- Specific dates of the meeting. (Recall it should take place
around the 2nd week of July)
- Non-obvious characteristics of the
proposed location: communications, expected temperature, etc. (a
few slides may help).
- Approximate registration fee (see hidden
costs) and cost of accommodation (a cheap accommodation should be
included).
Organizational options
ICALP is organized as a two track
conference. Moreover, the Organizers may have additional options:
- A big success at previous ICALPs have been the satellite workshops.
The organizers should state if they are planning a call for
workshops and/or tutorials
- Independently of the workshops, there may be plans to hold other
meetings sequentially. In this case,
an effort should be made to balance the meetings, so that their
topics cover both tracks of ICALP.
- A related matter is the possibility of organizing
a Federated Conference.
It would be interesting to see how this could work out. It seems that the
majority of EATCS members would support such an initiative.
The General Assembly must approve the overall plans.
Specific care should be paid to
addressing items like the relationship of ICALP to other conferences,
the thematic balance between with
the other conferences and, in particular, the
possibility or not of joint submissions.
The prospective organizers should be aware that in the
presentation they should not say what they might do but what they
will do, as that is what people vote on.
Hidden costs
In order for the prospective organizers to
present an estimate of the registration fee, it should be taken
into account that EATCS does not cover any costs of the
meeting. Moreover, on top of the usual expenses in organizing a
congress, the following fixed expenses should be considered:
- the registration fee should include the membership fees (23 euro)
to be returned to EATCS.
- the cost of the PC meeting,
- the cost of invited speakers (usually registration fee + local
expenses),
- the expenses of the best student price,
- M. Kudlek's registration fee.