[Bldg-sim] Call for Proposals to host Building Simulation 2019

[paul]

*Building Simulation 2019: Call for Proposals *

The board of IBPSA is pleased to issue the following call for proposals 
from parties interested in hosting Building Simulation 2019. A complete 
proposal should be sent to the Conference Committee chair, Paul Strachan 
(p.a.strachan at strath.ac.uk), no later than 31st May, 2016. Discussions 
with the Conference Committee chair of potential proposals prior to the 
due date are strongly encouraged. The proposal should address the 
following items:

  * proposed venue
  * dates
  * details of conference secretariat
  * organization time line
  * details of rooms for plenary sessions, parallel sessions and posters
  * availability of free Wifi connections for participants
  * detailed budget in local currency and in US dollars
  * discussion of possibilities for sponsorship
  * details of the conference presentation schedule (e.g. number of
    parallel and plenary sessions), including innovative ideas for
    conference delivery methods and audience interaction
  * publication of proceedings
  * details of accommodation, including costs, for delegates and students
  * social events
  * options for pre and post conference tours, software demos and courses
  * options for programme for accompanying persons
  * involvement of existing or planned IBPSA Regional Affiliate(s)
  * experience of the organizing committee with IBPSA and with
    organization of similar conferences.

To assist your decision there are several documents available (please 
email the Conference Chair for information):

  * The IBPSA Regionalization Guide (available at
    http://www.ibpsa.org/downloads/IBPSA-Regionalization-Guide.pdf)
    describes IBPSA’'s regionalization plans: we schedule all of the
    Building Simulation conferences in regions with existing affiliates
    or regions that are starting a new affiliate organization. In a
    region currently without an affiliate, we will only consider holding
    the conference there if a regional affiliate organization will be in
    place by the time of the conference.
  * Final reports for previous Building Simulation conferences, which
    include details of organization, finances (e.g. planned budget and
    actual expenses), post-conference surveys and other information
    useful to organizers of future Building Simulation conferences.
  * A document on sponsorship contains suggestions regarding the
    exposure and benefits of Building Simulation sponsors.
  * A recent Memorandum of Understanding serves as an example for the
    contract which will be agreed between IBPSA and the organizers of
    Building Simulation 2019.
  * A budget template.

Proposals will be evaluated using the following criteria:

  * Attractiveness and accessibility of location - is this location
    likely to attract delegates from around the world? (10%)
  * Affordability of venue - is the combination of registration fee and
    accommodation costs likely to be acceptable to potential delegates?
    (In this respect, a range of accommodation types including student
    hostels is a benefit.) (10%)
  * Quality of conference plan and facilities - are the facilities and
    conference plan conducive to a well-run conference? (10%)
  * Likelihood of financial success - will the conference financial plan
    likely lead to breaking even (at least)? A financial plan that does
    not rely on unconfirmed sponsorships to break even is strongly
    preferred. (30%)
  * Support of IBPSA goals - will choosing this proposal help draw new
    members into IBPSA (in new regions) or support membership in
    existing regions? (10%)
  * Diversity of location - is this location sufficiently distant from
    recent conferences? (10%)
  * Regional participation - is the proposal well-supported by volunteer
    effort from the regional affiliate and/or nearby regional
    affiliates? (10%)
  * Experience of members of the organizing committee with IBPSA, and
    with organizing IBPSA affiliate conferences or conferences similar
    to Building Simulation. (10%)


The final decision regarding the location of Building Simulation 2019 
resides with the IBPSA Board of Directors and will be made following a 
thorough evaluation of all submitted proposals.

Regards
Paul Strachan

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