Call to host 6th World Conference on Research Integrity
Deadline for Bids: 1 April 2017
The World Conferences on Research Integrity offer a unique opportunity for countries, institutions, organizations and individual scientists to focus international attention on research integrity and the responsible conduct of research in their area of the world. The conferences provide a way for hosting countries and institutions to highlight efforts to promote research integrity in their region.
Hosting organizations are responsible for local arrangements (conference site, hotel, banquet and other meals, conference website and registration, etc.), for raising funds to support the conference and for the joint planning of the conference program. The chair of the local organizing committee works in collaboration with the chair or co-chairs of the conference to plan the program, invite speakers and otherwise plan the conference.
Past conferences have been held in Lisbon, Portugal (2007), Singapore (2010), Montréal, Canada (2013) and Rio de Janeiro, Brazil (2015) and Amsterdam, Netherlands (upcoming in 2017).
Instructions for preparing a bid
Date: May or June 2019
Format: The conference begins with pre-conference activities on Sunday afternoon and an opening session followed by informal reception on Sunday evening. The conference ends on Wednesday late afternoon. The schedule for past conferences is used as a general pattern for subsequent conferences.
Anticipate attendance: 500 -750
Venue: Facilities should include:
plenary sessions (seating 750)
concurrent sessions (6-7 rooms per session, each seating between 50 and 250)
poster displays (accommodating 150 posters)
opening reception, lunches, coffee breaks,
Host institutions are expected to provide conference management, audio-visual equipment and support, communication including adequate WiFi connectivity, and contact deadlines.
Hotel accommodation: Accomodations for 500-750 participants at different price levels. Bids should include information on:
availability of rooms
distance to the conference venue
contract deadlines for hotels and banquet facilities
Local features: Including
airlines and local transportation (connectivity)
likely weather conditions
competing events at the planned time.
Conference planning organization: Information on any organizations and services that will help to plan the conference, including experience and fees.
Local Committee members: Including names, background and contact information of people who have agreed to serve as members of the Local Committee (approximately 4-6 people). The chair of the Local Committee will serve as the primary local contact for the conference, and the chair and one other member will serve on the Program Committee.
The budget must include all anticipated expenses and provide a realistic assessment of the sponsoring already obtained or expected. The following entries should be considered when drafting the budget.
Conference planning agency fee
3 buffet lunches
6 coffee breaks
Music, lighting, decorations at banquet
Audio-visual at banquet
On-site computer facilities
Conference packets, bags and name tags
Materials and supplies
Audio-visual rental and support, including video-recording of plenary sessions
WiFi access in conference center
Meeting of the Steering and Program Committees one year before the conference
Registration waivers, hotel accommodation and travel support for Program and Steering Committees
Registration waivers, hotel accommodation and travel support for plenary keynote speakers
Registration waivers and travel support for 25 active participants from less privileged countries
Other expenses related to the conference
Other expenses unique to conference site (e.g., transportation)
Contingency fund of 20%
Contributions from organizations in the host country (letters of support when available)
Contributions from previous conference supporters (letters of support when available)
Contributions from new conference supporters (letters of support when available)
Paid registrations from 500 participants at approximately US$700 each