Conference Hosting Requirements
After the decision to hold EVOLANG 11 in New Orleans in 2016, we need a venue for the 12th EVOLANG conference in 2018.. The main conference will be held for three days around Easter, though the Easter period itself should be avoided. To bid for a future EVOLANG conference, send an email to Simon.Kirby [at] ed.ac.uk with all the following information, before the end of 2015. If you need more information before sending in a final bid, just ask.
- The proposed city and host institution.
- The name of the intended local organizer, committed to the task for 2016. (The local organizer and his/her helpers book all necessary spaces, advertise the conference by all means, do basic liaison between attendees and local facilities, participate in selection of plenary speakers, consult with the programme selection committee on numbers of speakers and sessions, and organize conference registration and payment. The non-plenary speakers are selected by the separate programme selection committee, who also organize the conference proceedings publication.)
- The intended dates of the main conference. (Typically we have started with a half day, beginning in the afternoon, then had two whole days, and finished with a half day ending at lunchtime. Variations on this pattern are possible, to allow for local conditions. And workshops satellite to the main conference often precede it, organized by people with special interests, in liaison with the local organizer.)
- Assurance that the following will be available -- please give details of the actual spaces if possible:
- a large auditorium-style hall capable of seating about 500 people. (500 is about ideal, neither too small nor too large.)
- three other lecture rooms near the main auditorium, capable of seating from 50 to 100 people.
- projection facilities in all lecture rooms up to modern standards.
- a suitable mixing space near the lecture halls, for tea, coffee, snacks. (The cost of teas, coffees and maybe snacks to be met out of the conference fee)
- a space near the lecture halls for a book exhibition, perhaps doubling as the space for the poster sessions.
- a space near the lecture halls for the poster sessions.
- Possible 'big name' researchers in language evolution at or near your institution who might be plenary speakers with lower travel costs. (Be tactful about this one. Local organizers have a big say in choosing plenary speakers, but they need to be approved by the permanent organizing committee.)
- Description of the nearby restaurant and hotel facilities, easily accessible from the conference site and reasonably priced. A list of restaurants and hotels is not necessary, but rather a summary of how many there are and at what prices. If campus accommodation is available, this could be attractive to many attendees.
- Anticipated help from student (or other) volunteers before and at the conference itself.
- Realistic prospects for obtaining sponsorship from outside bodies, e.g. your university, local, regional or national scientific institutes, publishers, booksellers, philanthropists. (Not every local organizer has managed to attract sponsors, but such sponsorship can substantially reduce the conference fee payable by attendees.)
- Common transport links to the venue - no need for much detail, just assurance that the place is fairly well accessible.
- Local academic and touristic attractions, e.g. historic sites, museums, galleries, parks.
- Any other relevant info.