Call for conference bids

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Calls for Conference Bids

Conference Handbook - Call for Conference Bids

This page contains sample calls for bids to host the conference.

Procedure

The Exec's nominee (currently, the VP) makes a general call for bids to the international community. He or she collects the responses and presents them to the Exec. Final selection usually involves a site visit by members of the Exec to the location(s) of interest; usually, the treasurer and the ACL business manager travel for the site visit.

Call for Bids to Host ACL-20

58th Annual Meeting of the Association for Computational Linguistics

The Association for Computational Linguistics (ACL) hereby invites proposals to host the conference in the America region in July or August 2020. At this time, we seek preliminary draft proposals from prospective bidders in the relevant regions. Promising bidders will be asked to provide additional information for the final selection.

ACL 2020 will be organized in collaboration with NAACL as usual. The ACL 2020 Coordinating Committee, made up of representatives of the ACL and representatives from the NAACL, will select the General Chair and the Program Committee Co-Chairs for the conference. Draft proposals should identify Local Arrangements Chair(s), who will work with the General Chair and the Coordinating Committee to develop a detailed plan and budget.

To facilitate conference organization, bidders may delegate many tasks of their choice to a Professional Conference Organizer and/or to the ACL Office (Priscilla Rasmussen). Bid guidelines, including expense and task list templates and additional useful links are provided at:

http://aclweb.org/adminwiki/index.php?title=Bid_Guidelines

The template for local expenses is available here: http://ftp.cs.toronto.edu/pub/gh/ACL-conference-bid-template-CURRENT.xlsx

Bid Highlights: Draft proposals include information on the following:
- Estimates of the anticipated number of the registrants
- Location (accessibility; conference venue, e.g., hotel or university; accommodation; dining options; capability to host the registrants predicted)
- Proposed dates. Religious and local national holidays should be avoided, as much as possible.
- Local arrangements team (chair/co-chair, committee, volunteer labor, registration handling; describing any experience the team has had in organizing previous academic conferences and the number of participants at those conferences)
- Local Computational Linguistics community (the size and impact of local R&D groups on NLP and related disciplinaries)
- Meeting venues (space for plenary and parallel sessions, tutorials, workshops, posters, exhibits, demos, small meetings and registration)
- High-speed, all-ports-open, easy-to-use internet access
- Audiovisual equipment
- Catering, including breaks, receptions, poster sessions
- Local sponsorships
- Local expenses estimates spreadsheet (using template provided, link above)

Evaluation: Proposals will be evaluated according to the following criteria (unordered):
- Experience, flexibility, and openmindedness of local arrangements team
- Local computational linguistics community support
- Local government and industry support
- Accessibility and attractiveness of proposed site
- Suitability of proposed dates
- Adequacy of conference and exhibit facilities for the anticipated number of registrants
- Adequacy of residence accommodations and food services in a range of price categories and close to the conference facilities
- Adequacy of expense projections
- Geographical balance with regard to ACL and NAACL region in the decade prior to 2020. Here is the location information of major related conferences:
NAACL: 2019 (to be decided), 2018 New Orleans, USA; 2016 San Diego, USA; 2015 Denver, USA; 2013 Atlanta, USA; 2012, Montreal, Canada; 2010 Los Angeles, USA
COLING: 2018 Santa Fe, USA
ACL: 2017 Vancouver, Canada; 2014 Baltimore, USA; 2011 Portland, USA
EMNLP: 2019 (to be decided), EMNLP 2018 (to be decided), 2016 Austin, USA; 2013 Seattle, USA; 2010 Massachusetts, USA
AAAI: 2020 (to be decided), 2019 (to be decided), 2018 New Orleans, USA; 2017 San Francisco, USA; 2016, Phoenix, USA; 2015 Austin, USA; 2014 Québec City, Canada; 2013 Bellevue, USA; 2012 Toronto, Canada; 2011 San Francisco, USA; 2010 Atlanta, USA

Important dates:
- November, 2017: Final call for bids
- January 31, 2018: Notify intention to submit proposal
- March 15, 2018: Draft proposals due
- Through May 1, 2018: Feedback to bidders
- May 30, 2018: Final bids due
- July 1, 2018: Bid selected
- The selected location for ACL 2020 will be announced at the ACL 2018 conference (Melbourne, July 15 - July 20, 2018).

For any queries please contact Ming Zhou, mingzhou@microsoft.com, the ACL2020 Coordinating Committee Chair, or Priscilla Rasmussen, rasmusse@ptd.net.

Please send notifications and draft proposals to: Ming Zhou mingzhou@microsoft.com

(Author: Ming Zhou, Dec. 2017)

Call for Bids to Host ACL-02

The Association for Computational Linguistics (ACL) hereby invites proposals to host the annual conference in North America. This conference, which marks the 40th anniversary of the ACL, will simultaneously be the 3rd annual conference of the ACL chapter for North America (NAACL).

Draft proposals are being sought from prospective bidders. Based on an evaluation of the draft proposals, promising bidders will be asked to provide additional information as needed for the final selection.

Bids for Local Arrangements Chair can include suggestions for General Chair, which must be someone other than the Local Arrangements Chair but could be at the same institution.

The General Chair will be responsible for overseeing operations of the conference, including working with the Executives of the ACL and the NAACL and liaising with the Local Arrangements Chair to develop the budget and registration materials; working with the Program and Local Arrangements Chairs to develop the schedule and program; working with the ACL Executive Board to appoint supporting chairs to obtain outside funding, publicize the conference, and organize workshops, tutorials, student events, and demonstrations (none of these supporting nominations need to be included in the proposal); and coordinating the activities of the various chairs and their committees.

The Local Arrangements Chair will be responsible for the activities such as arranging meeting rooms, equipment, refreshments, housing, on-site registration, participant e-mail access, security for equipment, the reception, the banquet, and working with the General Chair, the ACL, and the NAACL to develop the budget and registration materials.

The ACL Executive Board will select the Program Committee Chair, who will be responsible for the processes of soliciting, receiving, and reviewing submissions; selecting the papers to be presented at the conference; notifying authors of acceptance or rejection; and developing the conference program.

Draft proposals are due on September 15, 2000. They will be evaluated by the ACL Executive Board by October 31, 2000. Promising bidders will then be contacted and asked to provide further information due by December 1, 2000. The final bid will be chosen by the Executive Boards early in 2001.

The conference should take place during June or July 2002, avoiding the national days of Canada and the USA.

Given that this conference will mark the 40th anniversary of ACL, we welcome bids that include some special event or activity to honor this achievement.

Draft proposals should include information on:

  • Location (accessibility; conference venue, e.g., hotel or university; accommodations, e.g., hotels, motels, student dorms)
  • Local CL community
  • Proposed dates
  • Meeting Space (space for plenary sessions, tutorials, workshops, posters, exhibits, demos and small meetings)
  • A/V equipment
  • Food/entertainment/banquet/receptions
  • Local Arrangements team (chair/co-chair, committee, volunteer labor, registration handling)
  • General Chair (optional)
  • Sponsorships
  • Budget estimates
  • Opportunities for co-location with other meetings (if any)

Proposals will be evaluated in relation to a number of site selection criteria (unordered):

  • Experience of local arrangement team.
  • Local CL community support.
  • Any local government and industry support?
  • Accessibility and attractiveness of proposed site.
  • Appropriateness of proposed dates.
  • Adequacy of conference and exhibit facilities for the anticipated number of registrants.
  • Adequacy of residence accommodations and food services in a range of price categories and close to the conference facilities.
  • Adequacy of budget projections and expected surplus.
  • Geographical and national balance with regard to the previous conferences in Pittsburgh (2001) and Seattle (2000).

Please send draft proposals electronically to the ACL Vice President:

Eduard Hovy
USC Information Sciences Institute
4676 Admiralty Way
Marina del Rey, CA 90292-6695
tel: 310-448-8731
fax: 310-823-6714
email: hovy@isi.edu

Important Dates:
September 15, 2000 Draft proposals due
October 15, 2000 ACL Executive Board evaluates proposals
December 1, 2000 Promising bidders provide any requested information
January 15, 2001 Bid selected

Author: Eduard Hovy, 2000

Call for Bids to Host ACL/EACL'01

The Association for Computational Linguistics (ACL) hereby invites proposals to host the 39th Annual Meeting of the ACL (ACL'01) together with the 10th Conference of its European Chapter in Europe (including neighboring countries like Israel or Turkey). International ACL conferences are usually held at the end of July.

The proposal submission process is in two stages. First, draft proposals are sought from prospective proposers. Based on the evaluation of the draft proposals, selected proposers will be invited to submit full proposals. The intent of a request for draft proposals is to minimize the labor and costs associated with the production of full proposals.

Draft proposals are due on 15 June 1999. Draft proposals are evaluated competitively at the ACL Executive Meeting on 22 June 1999 after consultation with the EACL Board. Selected proposers will be informed electronically before 26 June 1999. Full proposals are due on 15 August 1999.

Draft proposals should include:

  • Location (accessibility, conference venue, hotels, student dorms)
  • Local CL Community
  • Proposed Date
  • Meeting Space (space for plenary sessions, tutorials, workshops, posters, exhibits, demos and small meetings)
  • A/V equipment
  • Food/Entertainment/Banquet/Receptions
  • Local Arrangements (chairs, committee, volunteer labor, registration handling)
  • Sponsorships
  • Budget estimates

Proposals will be evaluated in relation to a number of site selection criteria (unordered):

  • Experience of Local Arrangement team.
  • Local CL community support.
  • Local government and industry support.
  • Accessibility and attractiveness of proposed site.
  • Appropriateness of proposed dates.
  • Adequacy of conference and exhibit facilities for the anticipated number of registrants
  • Adequacy of residence accommodations and food services in a range of price categories and close to the conference facilities.
  • Adequacy of budget projections and expected surplus.
  • Balance with regard to the geographical distribution of previous conferences.

Draft proposals should be sent electronically to the ACL Vice-President:

Prof. Wolfgang Wahlster
German Research Center for AI, DFKI GmbH
Stuhlsatzenhausweg 3
D-66123 Saarbrücken
Germany
Fax: +49 681 302 5341
Email: wahlster@dfki.de

Submission Dates:
Draft proposals are due on 15 June 1999;
Full proposals are due on 15 August 1999.


Author: Wolfgang Wahlster, 2000

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