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Bids Open for hosting IGAC2024
 
Bids are solicited to host the 2024 International Global Atmospheric Chemistry Conference.  Full bid submissions in pdf format are due by 1 June 2022 to IGAC (info@igacproject.org).  Selection of the winning bid is expected to be announced in July 2022.  For information on previous and IGAC Science Conferences, visit https://igacproject.org/conferences.
 
General requirements
  • IGAC strives for our conferences to take place across diverse geographical locations. Please refer to the list of prior symposia/conferences to see where they were hosted in past years.
  • The preferred date of the conference is September 2024, although other neighboring months (e.g., July - November) will be considered.
  • Conference duration is one full week (5 days)          
  • Conference Agenda
    • One plenary session – no simultaneous/parallel sessions.
    • Poster sessions throughout the week with all posters on display throughout the entire week (online and/or in poster hall).
    • A conference banquet one evening mid-week for participants and accompanying persons.
    • One unscheduled afternoon (typically Wednesday afternoon).
  • The Local Organizing Committee (LOC) to provide morning and afternoon coffee breaks as well as on-site lunch everyday for all participants.
  • Conference should continue the tradition of a strong emphasis on an Early Career Scientists Program.
  • Project side meetings, which are to take place outside of the plenary and poster session times, are to be encouraged.  This will require additional meeting rooms for use by conference participants.
  • IGAC conferences moving forward will need bids that include hybrid conference options. We would like a plan and a cost for streaming services, facilitating online discussions and questions, and online posters.
 
Bid submission requirements
A complete Conference Business Plan should be submitted and include the following:
  • Designation of a professional conference organizing company (if applicable).  Should preferably have prior experience organizing scientific conferences.
  • Designations of the Local Organizing Committee (LOC) and its chair. An LOC compromised of more than one institution and a good balance of scientific expertise, career stage, and gender representation is strongly encouraged.
  • Venue location and full description to meet the following requirements:
    • The main conference room must able to accommodate a sliding scale of people, starting with at least 250 but with options to reasonably expand with evolving global travel situations, with good viewing of speakers and good acoustics, including sound reinforcement as necessary. In the past, IGAC conferences have had over 700 participants, but this may change in a post-COVID and carbon-footprint mindful world.
    • A plan for online posters and an option for in-person posters to remain on display all week.
    • A coffee break area close to the posters area.
    • On site lunch area for daily lunches for all participants.
    • Facilities for small meeting groups (minimum two smaller meeting rooms).
    • Free wireless internet throughout the venue.
    • Ability to stream talks (both from conference venue and to conference venue).
    • Facilities for people to present their posters virtually (i.e., room with adequate space for people to access online presentations in a common area with adequate seating, table space, power plugs, and WiFi).
  • Lodging
    • Identify a sufficient number of rooms for all participants and accompanying persons close to the venue, ideally within walking distance.
    • There should be a range of pricing, including suitable low-price lodging for students or participants with small travel budgets (e.g., those from developing countries).
    • Distances and transport options to the conference venue should be specified.
  • Meals and Coffee/Tea Breaks
    • Coffee/tea breaks to be provided twice a day.
    • Lunch is to be provided on site for 3-5 days depending on schedule/venue.
    • Conference Banquet is to be provided on one evening of the conference.
    • Vegetarian and other commonly requested options (e.g., gluten-free, vegan) must be provided.
  • Conference website, abstract submission, and registration
    • A website is to be developed by the LOC and/or its conference organizing company including at minimum:
      • The conference program
      • The early career program
      • Important dates and deadlines
      • Travel and lodging information
      • Link to IGAC website
      • Link to the abstract submission system (see below)
      • During conference, links to all online content for those participating virtually.
    • Payment of the registration fee should be online using a major credit card as well as have the option for an organization to be invoiced and payment to be received via wire transfer or check. It is the LOC’s responsibility to provide a registration system and collect fees in the local currency.
    • Currently, IGAC is using Oxford Abstracts to collect abstract submissions to the 2021 16th IGAC Science Conference. The LOC will work with IGAC to determine if we continue to use Oxford Abstracts or try a different abstract submission system.
Travel arrangements are the responsibility of the participants.  Information provided by the LOC is informational.  Please include the following travel information.
  • Closest airport(s).
  • Frequency of flights from around the globe.
  • Distance from airport(s) to conference venue.
  • Transport options to/from airport(s) to venue.
  • Visa requirements and any travel restrictions to and within in the host country.
  • Health and security aspects.
  • Budget
PLEASE NOTE:  The costs and financial risks of the 2024 IGAC Conference is the responsibility of the LOC.  The conference surplus, if any, will be sent to IGAC to be used for the next joint symposium/conference.  The budget for the conference should be undertaken in a transparent manner with regular updates to IGAC. The budget should comprise at least the costs for the following items:
  • Professional conference organizing company.
  • Venue.
  •  Any transportation that will be provided by the LOC.
  •  Coffee/tea breaks and lunches.
  •  Conference banquet.
  •  Conference materials (printed materials, name badges, USB sticks, etc.)
Revenue is expected to be generated from the following:         
  • Registration fees, which include attendance to the conference, coffee/tea breaks, lunches, and the conference banquet. Only a weeklong registration fee should be available for the entire conference in order to encourage people to attend the full week
    • Early bird registration fees have recently been in the range of ~$500-600 USD for regular scientists and ~$400-500 USD for early career scientists.
    • Normal registration fees should be $50-100 USD more than the early bird registration fees.
    • Note that this will change with hybrid options, and two registration fees (virtual and in-person) should be calculated and provided. Virtual should be significantly lower than in-person fees.
  • Scientific organizations/funding agencies.
  • Other sources (e.g. cities, countries, tourist bureaus, donations from individuals, industry, foundations, etc.)
  • Note: There has been some difficulty in securing external support in the past.  Bidders are urged to be conservative in this area and successful bidders are counseled to pursue external funding early.
  • Other issue and options, which the LOC should address are:
    • Initiative to make the conference “green.”
    • Excursion options for free afternoon of conference.
    • An accompanying persons program.
    • What to do and see in the vicinity of the conference.
    • Childcare options for participants’ children and inclusion of a breastfeeding room.
    • Accessibility for handicapped persons.
    • A prayer/meditation room should be available if at all possible.
 
 
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University of Colorado, CIRES, Boulder, CO, USA