Bidding to host Symposium & Summit


GUIDELINES FOR POTENTIAL HOSTS


1. Introduction

1.1 The International   Symposium on Digital Earth (ISDE) is an academic   platform of the International Symposium for Digital Earth, which gathers   together people from scientific, enterprise, education, and management fields   to discuss digital earth related theories, technologies and applications in   light of the progress of digital earth and its vision perspective.

1.2 The   International Symposium on Digital Earth was launched in 1999 in Beijing.   With the promulgation of 1999 Beijing Declaration on Digital Earth and   establishment of the International Steering Committee of the International   Symposium on Digital Earth in 2000, as well as the establishment of the International   Society for Digital Earth, the Symposium has been convened every two years   since 1999 and rotated in different continents.

1.3 Purpose :The ISDE   symposia series is the major international event relating to the progress and   advances in the science, technology and applications relating to DE.

The ideal length   of the symposium is four to five days. Planning for the   next Symposium should start at least 24 months before the next Symposium. A   draft outline of the planning schedule is given below. The Society shall be   the primary sponsor of all Symposia.    Partnering sponsors must be selected and identified well in advance, and approved   by the International Society for Digital Earth (ISDE).


2.   Conference Facilities and Accommodation

Conference   facilities should be selected according to the most suitable options for the   host country. They may be in a hotel, rented facilities, or within the host's   facilities, e.g. university lecture theatres. The location of housing and the   conference in the same venue ('residential format'), in a hotel or in a   university college, is a suitable option, since it facilitates contact and   discussions between the participants, and generates a good workshop-like   atmosphere.  Common lunches further add   to exchange between the participants.    It is preferable for the accommodation to be organized by a local   organization, since it reduces the workload associated with this task.


Facilities and equipment

  • An appropriate theatre-type venue for the Opening and Closing Ceremonies which will amply accommodate the total expected attendance, equipped for electronic and viewgraph projection.

  • ISDE prefers that Symposia offer at least one Plenary, and a number of parallel Technical Sessions in school-room-setup. However, when expected attendance warrants multiple parallel sessions, then rooms for parallel Technical Sessions should have a school-room-setup capacity of a minimum 50-100 persons in each, equipped for electronic projection and normal audio-visual equipment.

  • A sample poster space to allow for up to 30 simultaneous poster presentations.

  • A small office with table and seating space for 15-25 individuals for the ISDE EC meeting and IJDE Editorial Board meeting.

  • A minimum of 10 Internet access sites for Symposium participants to use on a paid or complimentary basis.

  • If appropriate, an exhibit hall to accommodate the commercial and scientific exhibit.

  • Speakers check-in and rehearsal room equipped with equipment for slides, overheads and electronic projection and equipped with a large table with chairs.

  • Registration and information desk.

  • Travel agency facilities.

  • A rendaz-vous point.

  • Signs for all session rooms listing in detail, the sessions and presenting authors, the Poster Session rooms, and the Local Organizing Committee Office.


Staff

The Host shall   provide:
  • A designated individual to serve as Symposium   Manager, who will have final responsibility for all aspects of the Symposium   operation. The Symposium Manager will establish a Symposium Committee which   will organize the technical program in coordination with the Working Group   Chairs and Co-Chairs, all financial aspects, the secretarial work, the social   events, and where appropriate the scientific exhibit and the technical tours,   and attend to special tasks such as press relations, travel bureau relations,   etc.

  • Adequate on-site staff to ensure the smooth   operations of the registration and information desks on a daily basis   throughout the Symposium.

  • On-site staff to ensure the smooth operations of   audio-visual equipment at all Technical, Poster and tutorial sessions.

3.   Technical Program
The Technical   Program, including the review of the abstracts and their acceptance, should   be determined by the ISDE and the local organizers, in consultation with the   EC and the Secretariat.  Notification   or rejection of abstracts should be sent to all authors at least 6 months   prior to the Symposium. The final program should be distributed on the Web   and also by email.  Organisers should   ensure that all speakers will attend the Symposium by confirming by e-mail   and/or advanced registration.


4.   Structure of Symposium


4.1


The Symposium   Opening should include a VIP from the host country, and a keynote   speaker invited by ISDE who identifies   the important developments in the Society’s activities since the last Symposium.  


4.2


Keynote papers   and/or sessions on relevant inter-disciplinary topics through other   international bodies should be included in the Symposium. These shall be   proposed by the Scientific Program Committee, which shall consist of both   host country scientists and ISDE EC Members.


4.3


The Symposium   program may be based on single-sessions, parallel sessions, or a mix of   single and parallel sessions, depending on the number of papers to be   presented. The latter enables the focus of sessions on specific topics and/or   the provision of plenary sessions.


4.4


Oral Sessions   should normally last 90 minutes, comprising four or five speakers. A time   allocation of about 15-20 minutes for   each speaker leaves sufficient time for questions. Furthermore, it ensures   that the time slots for each speaker are not overrun, which is a requirement   when there are parallel sessions.  


4.5


Poster sessions   should be included in the program, with brief presentations (approx. 3-5   minutes each) by the authors.  Posters   should be allocated ½ day each for their presentation, with the authors   present at their posters.


5.   Exhibition

A Commercial   Exhibition should be included in the Symposium. An "Exhibitor's Showcase Session"   provides the exhibitors with an opportunity to present themselves to the   participants, and hence integrates them into the symposium. The rates to be   charge for commercial exhibitor’s spaces will be determined by the Symposium   Organizers, and should be at the “going rate” for the venue.


6.   Sponsorship

The host   organization will try to find as many financial “Sponsors” to support the   symposium. The largest sponsor (platinum) will be given opportunity to make a   presentation at a Plenary Session. Sponsors should also be sought for   other symposium events, such as Welcome   Reception, Gala Dinner, Conference Bag, etc. Sponsors will be   duly acknowledged in   all materials related to the event (website, brochures, proceedings,   announcements, etc.).


7.   Announcement and advertising


7.1


Posting on the   Society website and distribution of announcements on the Symposia, as well as   those of the Partner organizations should be a primary means of advertising   and promoting the Symposia.


7.2


Advertisements   should also be placed in the International Journal of Digital Earth (IJDE), as well as   other journals, Newsletters and especially   during other conferences. The Secretariat will maintain an address   listing for journals and other events.


7.3


The Local   Organizing Committee will keep the EC informed of the   plans and progress for the Symposium and for providing draft copies of   Symposium brochures and related materials to the EC.


8.   Abstracts


Electronic   submission of the abstracts via E-mail has the advantage in that they can be   posted on the Web and Society websites. All abstracts,   and Symposium timetable when available, be placed on the Web.


9.   Financial Requirements


9.1


A Bid proposal must include a complete   Budget proposal, including base facility costs, management or coordination   charges and overhead, advertising, publication and promotion, printing and   distribution, salaries and commissions, set-up and equipment rental charges,   take-down and transportation charges, refreshment availability, cost per   delegate (booklets), etc.  ISDE   requires that 10% of the total revenue from any and all sources to be   returned to the ISDE from each Symposium. This must be a line item in the   Budget proposal, and be set aside before any calculation of profit or   loss.  An example of a Budget form is   available from the Secretariat.


9.2


On the revenue side, the Budget must   include anticipated or potential revenue from all sources, including, but not   limited to: registration fees, exhibitor charges, advertising returns,   sponsorship fees, offsetting or in-kind contributions, as well as all other   sources of actual or potential revenue.


9.3


Following the Symposium, should revenue   from all sources have exceeded expenses, resulting in a profit, the Host   Organizer and ISDE will share this profit 50-50. This amount will be sent to   the ISDE Secretariat within thirty (30) days of the end of the Symposium.


9.4


The Host shall have complete financial   responsibility for all aspects of the Symposium organization. ISDE will not   provide any funds for this purpose. A formal contract shall be signed between   the Host and ISDE within three months of a successful Bid, confirming all   scientific, financial and other arrangements.


9.5


The Host Organization shall provide a full   written and audited accounting to the Secretariat of the ISDE within thirty   (30) days following the closing of the meeting, and the Host Organization   will remain wholly responsible for any and all expenditures in excess of   revenues.


9.6


The Host shall provide rooms for the ISDE   EC meeting and the IJDE Editorial Board meeting free of chargeand also a standard exhibition booth, free   of charge.


9.7


The ISDE officers (maximum 3) shall receive   free registration.


9.8


All EC members (maximum 15) shall receive   50% discount on registration fee.


9.9



All seniors (over 65) and registered   students (less than 30 years old) shall receive a 50% discount, on proof of   age or registration at an accredited institution or university.


9.10


All ISDE members shall receive a 20%   discount of registration fee.


10.   Publication of Proceedings of Symposium


10.1


All Symposia   proceedings will be published either as hardcopy and/or on CDROM.


10.2


Proceedings may   be available to registrants at the Symposium.


10.3


Selected papers   may be published in ISDE’s Journal: IJDE. It may be possible for hosts to act   as Guest Editors of a dedicated “Special Issue” of IJDE.


11.   Awards

Best poster   awards and young authors' awards are encouraged. The decision of the awards   can be made in advance of the Symposium based on the submitted paper, or   during the symposium based on the paper and its oral presentation. Awards   should be presented at a plenary session, or other event.

12. Suggested Schedule for Symposium Planning

Site selection (see Guidelines for Proposals to   Host)
  Finalise and sign agreement with the EC and Secretariat
  First announcement and initial call for Exhibits
  Second Announcement and Call for Papers
  Deadline for abstracts
  Notification of acceptance
  Early Registration
  Final Program



24 months before the Symposium
  21 months prior to Symposium
  15-18 months prior to Symposium
  9-12 months prior to Symposium
  6 months prior to Symposium
  4 months prior to Symposium
  2 months prior to Symposium
  about 1 month prior to Symposium




13.   Public outreach programme

The Host should organize jointly with   the ISDE, a Public Outreach Program consisting of public lectures, local TV   and radio coverage and other planned activities oriented on the public within   The Host country. The Host will be responsible for creating and disseminating   the publicity for the event.


14.   Visas

The   Host shall send a letter of invitation (without promise of financial support)   upon request to potential participants. The Host shall take all measures with   its government officials required to assure that all potential participants   will be issued appropriate visas according to the 1958 declaration adopted by   the International Council of Science (ICSU) concerning non-discrimination on   the basis of politics, nationality, religion, race or gender, and unimpeded   entry and exit, subject to local law.


15.   Insurance

The   Host shall provide adequate third party liability and casualty insurance   coverage, subject to local law, for the duration of the Symposium for all   participants from lesser developed countries. For this purpose, The Host   shall present to the ISDE, prior to the Symposium, proof of insurance in the   form of an Insurance Policy in the English language (or a certified   translation thereof).


16.   Security Measures

The   Host shall coordinate with the official and regular channels of The Host   country for appropriate security measures for the protection of participants   and accompanying persons, working equipment and belongings at the Symposium   venue and organized Symposium events.


17.   Compensation for Damages

The   Host shall hold ISDE free from liability for any and all damages resulting   from any claims or judgments in favor of third parties, governmental or other   entities, for any acts or omissions occurring during the Symposium and its   related events.


18.   Publicity


18.1


The official   ISDE logo shall be prominently displayed on all public documents.


18.2


In addition to distribution of announcements, an   Internet site for ISDE shall be established and maintained to include all   announcement information plus links to the ISDE, IJDE home page and other   relevant sites.


19. Social   Events


A social program for participants shall be   arranged by the Host and be provided free of charge or at a reasonable fee.


20.   Information that must be provided in a Proposal to host an ISDE Meeting


In addition to confirming   acceptance of, and explaining how the Host organization will deal with items   1 to 19 above, the Proposal MUST include the following details:


20.1


The   name of the Host Institution or organization, the names of Chair of the   Organizing Committee, a list of all Committee Members, and their individual   experience in hosting international events.


20.2


The   proposed date and location(s), other dates available, and including dates   that are not available.


20.3


A   full outline of the past experience of the Host Institution in organizing   international events and conferences, including names and contact information   for previous events.


20.4


Complete information on the event   location(s), complete description of the facilities available for the   meeting, accommodation availability, distances to the venue, transportation   and costs to and from airport(s), other means of ground transportation to the   venue, etc.,  Hotel rate ranges and   star ratings, as well as other possible accommodation in the vicinity of the   venue.


20.5


A complete time-line and schedule for   all announcements, advertising and promotion to be developed and distributed,   by whatever means, in preparation for the event, including all associated   costs.


20.6


A description of tourist attractions   and facilities or entertainment that might be of interest to delegates and   others attending the meeting, for before and after the event.


20.7


A full description of the   overall  in scope of the meeting,   including any other associated conferences that may be held in conjunction   with the ISDE meeting, and the expected or estimated number of attendees   under all options identified.


Contact:

Prof. Dr. Wang Changlin,  Executive Director of the Secretariat

Email: wangcl@radi.ac.cn Tel: +86 10-82178196