ICDE Conference Guidelines International and regional conferences (joint host and ICDE)

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1 ICDE Conference Guidelines International and regional conferences (joint host and ICDE) 1. Hosting an ICDE Event 1.1. An Event may be a world conference, an international or regional conference, a Presidents Summit, ICDE Standing Conference of Presidents, (SCOP) a workshop, a seminar, or any other event organised under the auspices of ICDE. This guideline is specific for International and regional conferences and can be used for Presidents Summit, ICDE SCOP Any ICDE member organisation may apply to host an event. Preference will be given to globally renowned organisations of proven reliability The hosting organisation will take responsibility for the scientific programme in cooperation with programme committee appointed jointly with ICDE. The host will also take responsibility for the logistics and local planning arrangements, in consultation with the ICDE Secretariat as far as appropriate ICDE events are expected to support the fulfilment of the ICDE Strategic Plan. The host and ICDE should consider the implementation of this aim during the planning of the conference A Master Milestone Plan for the world conference, MMP, including goals, targets and deadlines, has to be established and to be approved by ICDE before signing the contract. The MMP could have the following aligned sub plans: Fundraising and Sponsorship Abstracts and Papers and Information and Communication, which all could be submitted in draft format before signing the contract The organisation of the conference will be subject to a written contract between ICDE and the host. ICDE must approve the conference budget prior to contract signature Responsibilities and organisation. Ref. also Organising Committee. There shall be an Organising Committee (OC), which is chaired by the host. The members are decided by the host and include staff from the ICDE Secretariat. The host shall in cooperation with the Organising Committee be responsible for all the day-to-day operations related to the conference including: the planning, global marketing and promotion, registration, as well as conduct of the business activities, logistics and technical support provisions. It will also be responsible for the arrangement of pre- and post-conference tours, hotel bookings, official air carriers and related activities, which can be outsourced as appropriate. The ICDE Secretariat will act as an advisor to the host and may agree to take upon itself some organisational tasks at the host s request International Programme Committee. The host and ICDE should consider to establish an International Programme Committee (IPC) or not. If established, the IPC members will be drawn from the international online and flexible learning/distance education community, key Updated January

2 stakeholders and leading academics. If established, the IPC should include ICDE representation. If established, the IPC could have an advisory function to the host and ICDE. The IPC could provide advice and support to the Core Programme Committee as and when required. The IPC members could be ambassadors for the conference. Roles and obligations of the individual programme committee member must be clearly defined and communicated by the host, and a detailed plan showing key milestones and dates in place before the IPC begins its work. The conference programme and strategy of the ICDE World Conference could be the responsibility of the International Programme Committee. All members of this committee participate at their own cost Core Programme Committee. The Core Programme Committee (CPC), is a smaller group appointed by the host and the ICDE Executive Committee. The CPC has the decision-making authority on the programme and will have the main responsibility for the program. Its Chair and members will be appointed by the host, ICDE will appoint up to tree members of the CPC. If an IPC is established, the CPC will be the core part of the IPC. The CPC will (in cooperation with the full programme committee if established) be responsible for the planning and execution of the core academic programme, including development of the main theme and sub-themes, evaluation and grouping of papers, arrangement of keynotes, plenary, oral and poster sessions, among others. 2. Key requirements for organisers 2.1. Commitment to the field and good standing Organisations applying to host an ICDE event should be able to demonstrate commitment to the field of open and distance education. The host organisation should also be recognized and in good standing in their own country and region, and must conduct their educational operations in accordance with codes of ethics in distance learning Commitment to ICDE The host of an ICDE event should have demonstrated commitment to and engagement in ICDE over time. 2.3 Quality of organisation A proposal to host an event should describe the host s ability to provide quality of: organisation and planning, information and marketing and programme content. 3. Location and facilities 3.1. ICDE events should be held in centres easily accessible to significant open and distance education markets The venue should be easily accessible, enjoying proximity to an airport hub. Updated January

3 3.3. Adequate hotel capacity must be available in the immediate vicinity of the venue, in a wide range of categories and prices The event venue must have the capacity to host all activities in one location, except those that by their nature require a separate venue The venue infrastructure must respond adequately to the needs of the event The venue should have sufficient preferably natural light and adequate ventilation. There must also be adequate heating or air-conditioning in order to guarantee an acceptable temperature throughout the event. Good acoustics are essential A computer, computer projector and screen should be available in each session room and plenary hall, and technical assistance should be on-hand at all times Other activities or meetings may be organised in conjunction with the event assuming the prior approval of ICDE, and on the condition that these will neither jeopardise the success of the event, nor ICDE s reputation. 4. Budget Ref. also The local hosts are responsible for financing the planning of the event, marketing and organisation, and will receive revenues generated by the conference ICDE will not cover any deficit arising from the organisation of the conference. ICDE makes no commitments regarding the viability or profitability of the event The host organisation shall pay to ICDE a fee calculated as: 15% of the conference fee for all paying delegates The number of non-paying participants should in no case exceed 10% of the total number of participants at the conference. Special discounts may apply based on mutual agreement. Payments to ICDE will be made upon presentation of accounts for the conference, and not later than 6 months after the last day of the conference The registration fee will be agreed by ICDE and the host It is usual to offer a discount for ICDE members and early registrations The budget should allow for registration, travel and accommodation costs for 4 ICDE staff for attendance during the whole period of the conference, and for the registration fee for ICDE s 6 Executive Committee, EC, members and 1 member of ICDE Board of Trustees. The concrete solution of this issue is dependent of the possible EC member participation in the conference and if an EC meeting will take place in connection with the conference. Updated January

4 5. Patrons, sponsorship and exhibitors 5.1. National and /or regional support, in the form of both patrons and sponsors should be guaranteed by the host on a sustainable basis, and obtained at an early stage in the planning process A fellowship scheme to enable delegates from developing countries to attend should be considered in consultation with ICDE Levels of sponsorship should be agreed and sponsorship packs produced by the host institution at an early stage in the planning process The host should consider creating a sponsorship position in the organizing committee, and providing this person with the means and support to attract sponsorship. A fundraising and sponsorship plan should be considered A dedicated person at the host institution should take responsibility for coordinating with sponsors and exhibitors, and ensure that agreements are followed to the letter ICDE should be allocated a prominent stand at no cost. 6. Organisation and daily cooperation between ICDE and the host 6.1. ICDE and the host will appoint one person each to act as the main contact throughout the period of conference planning It should be agreed prior to contract signature whether there is a need for an ICDE staff member to travel to the venue prior to the conference. In this case, related expenses will be covered by the conference budget The host organisation should submit updated reports on marketing and development, delegate registrations including full contact details, total sponsorship revenue, and development plans at ICDE s request ICDE will provide the host with addresses for marketing purposes, and to supplement the contacts and lists held by the host organisation. Data provided by ICDE to the host is confidential and only to be used for marketing the event. marketing will be carried out by ICDE and the host. 7. Service to delegates 7.1. Complimentary access to computers with internet should be available for participants at the venue, with adequate broadband capacity as well as complimentary wireless internet connection throughout the venue is desirable. Photocopying and printing facilities should be available Personnel should be available in adequate numbers at the venue and during social activities to assist delegates and provide information. Their conduct, uniform and knowledge should be appropriate to the event and the profile of delegates. Updated January

5 7.3. Lunch and coffee breaks should be included in the delegate fee, and should represent value for money A visit to and guided tour of the hosting institution should be offered as an optional extra activity Receptions or other activities organised exclusively for VIPs or keynote speakers may be arranged in consultation with ICDE. ICDE will normally distribute invitations to such activities The conference should budget for an ICDE meeting room close to the main plenary hall or meeting room with refreshments, internet access, computer printer, photocopying facilities and on-call technical assistance The facility should be available for name badges to be produced on demand. 8. Programme: content and presentations, programme committee Ref. also 1.3 and A plan for abstracts and papers should be established. The use of an online abstract handling system for submission of abstracts is strongly advised. The use of online tools for the scoring, selection and placement of papers, together with communication between reviewers should also be considered Permission should be sought at time of submission from each presenter for their abstract to be published on the conference website before the conference, and for their paper and slide presentation to be published in the conference/ meeting proceedings and on the ICDE website after the event. The Creative Commons licence format is recommended Open Praxis is the peer-reviewed open access scholarly journal focusing on research and innovation in open, distance and flexible education, published by ICDE. The role of Open Praxis and Open Praxis as the publishing channel for conference papers should be considered by the host in cooperation with ICDE and the Editor of Open Praxis History suggests that the majority of attendees come from the home region. The programme should therefore seek to attract a significant number of attendees from that region All speakers must have confirmed their presence and registered at least 4 weeks prior to the conference. Speakers will not be included in the conference programme until they have registered, and will be informed of this in the call for papers and upon acceptance of their paper. Speakers who cancel their attendance will forfeit their registration fee English will usually be the predominant language for presentations. Simultaneous translation to the local language(s) and/ or to key world languages should be considered The programme structure should allow sufficient time for interaction between participants, and encourage reflection and discussion. Updated January

6 8.8. An ICDE representative should be permitted to welcome delegates in the opening session, and deliver closing remarks. ICDE should also be permitted to hold its own presentation in the plenary hall during the programme. 9. Marketing and Information 9.1. The host should present to ICDE before contract signature a detailed information and communication plan to support the goals for the conference, the branding and marketing of the event, including division of responsibilities, key milestones and dates The host should consider creating a information and communication position in the organizing committee, and providing this person with the means and support to achieve the targets in the information and communication plan Electronic newsletters and s with relevant information should be sent to potential participants at regular intervals. All communications should be sent from event specific addresses Information provided from the host to registered delegates should be clear, comprehensive and explicit. The ICDE Secretariat should be consulted about the content, format and timing of communications sent to delegates when appropriate All communication received by the host should be answered promptly. Registration forms should be acknowledged within a maximum of 2 working days The name and logo of ICDE should be clearly displayed on all marketing materials, documents and formal correspondence, together with the name of the host organisation. Rules for use of the ICDE logo, ICDE name, and for describing the ICDE event should be closely adhered to at all times All marketing materials, letter templates and items including signs, banners, name badges and slide background templates should be within the ICDE brand and ICDE should be consulted before production and/ or distribution A plan for the programme book including division of responsibilities and a timeline should be agreed A plan for the contents of the delegate bag or folder together with responsibilities and timelines should be agreed Each participant name badge should contain the ICDE logo, the participant s name, organisation and country The division of responsibilities for relations with the media, and a media plan, as a part of the information and communication plan should be agreed between the host organisation and ICDE The host should hold at least one press conference and publish at least one preevent media release for distribution to both local and national media. The structure and content of international media releases should be agreed upon between ICDE and the host organisation. Updated January

7 9.13. The host will provide a photographer during the event, and ICDE will be permitted to use their photographs on the ICDE website and in ICDE s marketing materials. 10. Website The event will have its own website designed, produced and managed by the host, or in case of a smaller event, pages on the ICDE website. The website must be attractive, easy to access, easy to navigate on, well organised, easy to print from and easy to download documents from. The facility to register online should be available The website should be in English. A version in the local language or a second language will be an asset or required, according to the particular circumstances The design and the content of the website will be agreed with ICDE before it is made available to the public The host should consider the appropriateness of live streaming and archiving of video from the event on the conference website. Permission should be sought from speakers, and rights appropriately managed, including for the later uploading of video on the ICDE website, for which files must be made available. 11. After the event The structure and manner of presentation of a possible press release, meeting/ conference declaration or other forms of output deliverables should be agreed between ICDE and the host before the event Responsibilities and timeline for thank you letters to keynote speakers and other important contributors should be agreed before the event An evaluation form should be distributed by the host to all delegates by the end of the conference (electronically or on paper) or by a survey distributed electronically within 5 days after the conference. The content and format should be agreed between ICDE and the host and results made available to ICDE An evaluation meeting (virtual) should be held between ICDE and the host within 2 months of the event The host will publish conference proceedings on the event website and in a single, complete document within two months of the last day of the event. The first draft should be sent to ICDE for comment prior to publication Participants should receive an electronic message informing them about the availability of the proceedings The host will provide ICDE with a complete list of delegates names and contact details in electronic format. Updated January

8 12. General Conditions The host organisation will refrain from any activity that may harm the image, the goodwill or the reputation of ICDE The host organisation will not produce or distribute any products or items which may undermine the image of ICDE, and in the event of doubt, should consult ICDE The host will employ qualified personnel in a sufficient number whose conduct and knowledge meet the standards required for the organisation of the event The host will immediately notify ICDE of all matters which may concern, endanger or influence the event. The host should respond substantially to any request for information made by ICDE in this respect. Updated January