CALL FOR BIDS TO HOST: 14th Meeting of the European Chapter of the ACL

Event Notification Type: 
Call for Proposals
Abbreviated Title: 
EACL 2014 Call for Bids
Country: 
Europe, Middle East or Africa (EMEA)
Contact: 
Stephen Clark
Submission Deadline: 
Saturday, 8 October 2011

CALL FOR BIDS
14th Meeting of the European Chapter of the ACL
EACL 2014

The European Chapter of the Association for Computational Linguistics
(EACL) invites proposals to host the 2014 EACL conference, to be held
in Europe, the Middle East or Africa (EMEA) in Spring (preferably
April) 2014. From 2014 the EACL conference will take place every 3
years. The 2014 conference will be the 14th meeting of the EACL.

We seek draft proposals from prospective bidders. Based on an
evaluation of the draft proposals received, promising bidders will be
asked to provide additional information for the final selection.

The EACL Board will appoint the general chair for the conference, the
programme committee chair, and all other chairs (tutorial chair,
workshop chair, etc.) except for the local arrangements chair.

Draft proposals should identify a local arrangements chair, who will
be responsible for activities such as arranging meeting rooms,
equipment, refreshments, accommodation, on-site registration,
participant internet access, the reception, the banquet, and working
with the other chairs and the EACL Board to develop the budget and
registration materials. Achieving budget estimates will, in
particular, involve liaising with the sponsorship committee.

The conference should take place during Spring 2014 (preferably
April), avoiding national holidays of the EACL countries such as
Western and Orthodox Easter and Jewish passover.

Draft proposals should include information on the following (each item
to be explicitly addressed):

- Location (accessibility; conference venue, e.g. hotel or
university; accommodations, e.g. hotels, motels, student dorms;
dining options)
- Proposed dates
- Local Arrangements team (chair/co-chair, committee, volunteer
labour, registration handling)
- Local Computational Linguistics community
- Meeting venues: space for plenary sessions including 4
conference rooms hosting respectively 750, 250, 250 and 100
persons; a poster or exhibit room; 11 rooms on the
workshops/tutorials days among which at least one hosts 200
persons and the others 60 persons; and rooms for demos, small
meetings and registration
- High-speed desktop and wireless Internet access
- Audiovisual equipment
- Printing of conference booklet and tutorial notes
- Food and catering including breaks, receptions and banquet
- Social events including infrastructure for banquets and
receptions
- Sponsorships
- Budget estimates spreadsheet (template provided, linked from the
Bid Guidelines)
- Registration and payment procedure
- Opportunities for co-location with other meetings.

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

- 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 proximity to the conference
facilities
- Adequacy of budget projections and expected surplus
- Appropriateness of proposed dates
- Geographical and national balance with regard to previous EACL
and ACL conferences, and other major Natural Language Processing
conferences, held in EMEA
- Experience of local arrangements team
- Local CL community support
- Local government and industry support
- Appropriateness of expected registration fees
- Accessibility of proposed site.

A budget template for EACL 2014 and successful bids for previous and
current conferences are available at:
http://eacl.coli.uni-saarland.de/contents/cfb14.html

The ACL conference handbook and more about ACL policies can be found
at: http://www.aclweb.org/archive/

Successful bids for previous ACL conferences can be found at:
http://www.aclweb.org/archive/bids.html

Please send your draft proposal (including template form with estimated budget)
electronically to the EACL Chair-elect:

Stephen Clark
University of Cambridge Computer Laboratory
http://www.cl.cam.ac.uk/~sc609/
stephen.clark@cl.cam.ac.uk

The EACL board encourages groups who intend to submit a proposal to
ask questions about how to prepare the proposal.

Important Dates:

- October 8, 2011: Deadline for draft bids
- November 18, 2011: Feedback to bidders and announcement of
shortlist of bidders
- January 31, 2012: Deadline for final bids
- March 30, 2012: Final bid chosen
- April, 2014: EACL Conference.