[Bldg-sim] Call for Proposals to host Building Simulation 2023

[Paul Strachan]

*Building Simulation 2023: Call for Proposals *
The international Building Simulation 2019 conference was held in Rome earlier this month with 1000 participants. Building Simulation 2021 will be held in Bruges.

The board of IBPSA is pleased to issue the following call for proposals from parties interested in hosting the conference Building Simulation 2023. A complete proposal should be sent to the Conference Committee chair, Paul Strachan (p.a.strachan at strath.ac.uk), no later than 28th February 2020. 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
*         organisation time line
*         details of rooms for plenary sessions, parallel sessions and posters
*         availability of free Wi-Fi 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 organising committee with IBPSA and with organisation of similar conferences.
*         conference software for scientific review and registration: Conftool (https://www.conftool.net<https://www.conftool.net/>) is the preferred option as it has been widely used in previous conferences and there is support for its use by IBPSA.

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

*         The IBPSA Regionalization Guide (available athttp://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 2023.
*         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 2023 resides with the IBPSA Board of Directors and will be made following a thorough evaluation of all submitted proposals.

A decision regarding proposals can be expected by the end of May 2020.

Regards
Paul Strachan

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