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<b>Building Simulation 2025: Call for Proposals</b><br>
<br>
The board of IBPSA is pleased to issue the following call for
proposals from parties interested in hosting the international
conference Building Simulation 2025. A complete proposal should be
sent to the Conference Committee chair, Paul Strachan
(<a class="moz-txt-link-abbreviated" href="mailto:p.a.strachan@strath.ac.uk">p.a.strachan@strath.ac.uk</a>), no later than 30th April 2022.
Discussions with the Conference Committee chair of potential
proposals prior to the due date are encouraged. The proposal should
address the following items:<br>
<br>
• proposed venue<br>
• dates<br>
• details of conference secretariat<br>
• organisation time line<br>
• format of conference (see below)<br>
• details of rooms for plenary sessions, parallel sessions and
posters<br>
• availability of free Wi-Fi connections for participants<br>
• detailed budget in local currency and in US dollars, including
estimates of registration fees for both on-site and on-line
participants, as appropriate<br>
• discussion of possibilities for sponsorship<br>
• details of the conference presentation schedule (e.g. number of
parallel and plenary sessions), including innovative ideas for
conference delivery methods and audience interaction<br>
• publication of proceedings<br>
• details of accommodation, including costs, for delegates and
students<br>
• social events<br>
• options for pre and post conference tours, software demos and
courses<br>
• options for programme for accompanying persons<br>
• involvement of existing or planned IBPSA Regional Affiliate(s)<br>
• experience of the organising committee with IBPSA and with
organisation of similar conferences. Note that the BS’19 conference
had around 1000 participants.<br>
• conference software for scientific review and registration:
Conftool (<a class="moz-txt-link-freetext" href="https://www.conftool.net">https://www.conftool.net</a>) is the preferred option as it
has been widely used in previous conferences and there is support
for its use by IBPSA.<br>
<br>
Format of conference<br>
IBPSA is aware of the need to reduce environmental impact of
long-distance flying, but also recognises the benefits of
face-to-face exchange of ideas and networking opportunities, and the
timing difficulties with interactive on-line sessions for a global
audience. IBPSA’s preference is for a hybrid conference with a high
quality on-site conference, whilst also allowing on-line
participation from all time zones. Proposers should give a clear
and costed description of their proposed conference format.
Proposers should address how they will accommodate on-line
attendance for all time zones, and whether they will allow on-line
presentations.<br>
<br>
Proposers should also describe how they would approach conference
delivery if travel is severely restricted. This might include issues
such as moving fully online and the cost implications of cancelling
venues and other activities.<br>
<br>
To assist your decision there are several documents available
(please email the Conference Chair for information):<br>
<br>
• The IBPSA Regionalization Guide (available at
<a class="moz-txt-link-freetext" href="http://www.ibpsa.org/downloads/IBPSA-Regionalization-Guide.pdf">http://www.ibpsa.org/downloads/IBPSA-Regionalization-Guide.pdf</a>)
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.<br>
• 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.<br>
• A document on sponsorship contains suggestions regarding the
exposure and benefits of Building Simulation sponsors.<br>
• A recent Memorandum of Understanding serves as an example for
the contract which will be agreed between IBPSA and the organizers
of Building Simulation 2025.<br>
• A budget template.<br>
<br>
Proposals will be evaluated using the following criteria:<br>
<br>
• Attractiveness and accessibility of location - is this location
likely to attract delegates from around the world? (10%)<br>
• 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%)<br>
• Quality of conference plan and facilities - are the facilities
and conference plan conducive to a well-run environmentally
sustainable conference? (10%)<br>
• Format of the conference – does the format appear attractive
for both on-site and on-line participants (10%)<br>
• Likelihood of financial success - will the conference financial
plan likely lead to breaking even (at least)? Is the conference
likely to be affordable for a range of participant types? A
financial plan that does not rely on unconfirmed sponsorships to
break even is strongly preferred. (20%)<br>
• Approach to conference delivery in the event of severe travel
disruption. (5%).<br>
• Support of IBPSA goals - will choosing this proposal help draw
new members into IBPSA (in new regions) or support membership in
existing regions? (5%)<br>
• Diversity of location - is this location sufficiently distant
from recent conferences? (10%)<br>
• Regional participation - is the proposal well-supported by
volunteer effort from the regional affiliate and/or nearby regional
affiliates? (10%)<br>
• Experience of members of the organizing committee with IBPSA,
and with organizing IBPSA affiliate conferences or conferences
similar to Building Simulation. (5%)<br>
• Industry input – are there good prospects for participation by
practitioners alongside researchers (5%)<br>
<br>
The final decision regarding the location of Building Simulation
2025 resides with the IBPSA Board of Directors and will be made
following a thorough evaluation of all submitted proposals.<br>
<br>
A decision regarding proposals can be expected by the end of June
2022.<br>
<br>
Paul Strachan<br>
IBPSA Conference Committee Chair<br>
<br>
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