2023 Writing Research Across Borders V Conference
Invitation for Site Proposals
The Steering Committee of the International Society for the Advancement of Writing Research invites proposals to host the sixth Writing Research Across Borders Conference in 2023. Please submit proposals to Committee Chair Paul Rogers at email@example.com by March 31, 2019. As you begin to formulate a proposal, we would appreciate your contacting us well in advance of the deadline so we can provide support and answer questions.
The conference and society have been growing rapidly and the conference plan should be appropriate to the expanding interest in Writing Research.
● WRAB I in Santa Barbara, California in February 2008 <http://www.writing.ucsb.edu/wrconf08/> had around 600 participants,
● WRAB II in Fairfax, Virginia in February 2011 <http://www.writing.ucsb.edu/wrconf11/> had around 700, and
● WRAB III in Paris in February 2014 <http://conference2014.fr> had around 1100.
● WRAB IV in Bogota in February 2017 <http://www.javeriana.edu.co/wrab2017/index.html> had around 700 participants.
The proposals should anticipate a conference of between 700 and 1200, but with sufficient flexibility to accommodate actual response. The conference will be over three of four days, with additional pre- or post-conference workshops. This is a substantially sized conference and will require a high degree of planning and work, and the proposals should reflect that awareness and provide sufficient detail to indicate the large undertaking.
The academic plan (including solicitation and selection of presentations as well as distribution of international travel scholarships) will reside with the ISAWR Steering Committee and the Site Chair, who will together act as the Conference Academic Committee. The Conference Academic Committee will work closely with the Site Leadership Committee to coordinate the conference schedule and events.
The proposal should identify and elaborate:
- The venue proposed, with any benefits or difficulties associated with the venue. Ease and cost of travel to the city should also be elaborated. If multi-sited extensions are proposed (either regional collaborations or technologically-enabled satellite events), please specify, including logistic capabilities to facilitate such extensions.
- The specific dates proposed, and any secondary dates that might be acceptable to the site organizers. In the past the conference has been in mid-February, as this has not conflicted with other conferences that might be of interest to substantial numbers of our potential attendees. We would prefer that proposals continue in mid-February. We will consider proposals for other dates, but they would need to be accompanied by a rationale and a detailed confirmation that the dates will not conflict with other regional congresses that might be of interest to our attendees. In conjunction with the conference dates, we would like to see a timeline for preparatory activities, including dates for the call for proposals, submission, and acceptance notification, as well as logistics of the organization.
- A Site Chair and a Site Leadership Committee, with a statement of their experience in conference planning and arrangements. Identify also potential groups who might assist in the work. If the site chair, committee, or sponsoring institution has run previous conferences, please provide some specifics and URLs. The site team will be responsible for activities such as arranging meeting rooms, equipment, refreshments, meals housing, on-site registration, participant e-mail access, security for equipment, the reception, signage and help during the conference. In the past, a graduate student or staff person who is central to the correspondence, management of email list, record keeping, and organization has been provided a stipend. If you intend to do so, please specify, including the intended stipend.
- Rooms for plenary sessions (able to accommodate at least 600), meetings (each able to accommodate at least 40), preconference workshops, poster sessions, meals, reception/registration, and social events, including specification of capacity of the rooms, which rooms will be available at which times, and any acoustical issues. Please include pictures of the venues.
- Disability access of the selected location and other accommodations to be made available for those with disabilities.
- Technology to be available to participants, including projection and WiFi, with specification of how widely and where these will be available.
- Food to be provided as part of the event, including coffees, meals, and snacks. In the past we have provided continental breakfasts and box lunches on all meeting days, as well as snacks during selected breaks. We have found that this combines convenience for the participants with increased opportunities for interaction.
- Planned receptions and social events. In the past we have had a reception on the opening night and at least one other evening. If other social events are planned, or if the venue offers many entertainment and social opportunities convenient to the conference site, these should be presented. Any other interactional opportunities to be provided for presenters and participants should also be explained.
- Languages to be used during event and plans to support multiple languages in case more than one language will be an official conference language. We encourage active consideration of issues of multilingual participation, including translation services.
- Publicity plans and capabilities, including website design and hosting as well as production of print materials and mailing.
- Registration, including the preparation of print program and other registration materials. As international advanced registration and payment can present difficulties, plans for on-line registration and payment should be specified.
- Hotels and other lodging arrangements, including number of rooms available, rates including special arrangements, and any contractual terms the hotels might demand for special rates and other amenities such as meeting rooms or receptions. Also distance and convenience of hotels to meeting sites and any transport arrangements if necessary.
- Food and entertainment in the vicinity of the hotels and meeting venue. Other touristic benefits of the location should also be presented.
- Local and regional writing research community that can support the event and that will benefit from having an event in the region. This would include opportunities for co-location with other meetings
- Sponsorships and potential sponsorships from the hosting or co-hosting, and neighboring universities, government grants, publishers or other sources. The bid would also benefit from commitments of support and cooperation from the hosting or co-hosting university administration(s).
- Budget. The proposals should also contain a detailed budget estimate, showing well-thought out and realistic projections. The budget should include all anticipated costs, including meals and refreshments, receptions, fees incurred for use of space and technology, special transport arrangements, publicity, paid staff, administrative expenses (including such things as services of a campus conference unit and its associated administrative overhead), disability accommodations, language support and translation, registration handling and credit card fees, print and mailing, and other anticipatable expenses. The budget should also include anticipated support from sponsors and other income sources.
While the final attendance fees will be set in consultation with the ISAWR Steering committee, the preliminary budget should indicate with various attendance levels, the break-even fee levels (for example, 700, 900, and 1200 paying attendees). In the past we have had two tiers of fees, based on student and employment status. Please include a detailed fee-remission program for those with need. The proposed fee structure should also produce sufficient extra revenues to provide $5000 support for ISAWR between conferences In the past the total conference budget has been in the range of US $120,000 to $300,000, depending on size and regional costs.
If you have further questions, please contact the chair of the ISAWR Steering Committee, Paul Rogers firstname.lastname@example.org