CAAD Futures Conference Guidelines

Conferences will be held every two years and, if possible, alternate between Europe, America and Asia.

The next conference venue and chairperson will be decided by the Foundation members in consultation with the conference chairperson, representatives of the CAAD sister organizations and any other interested individuals and agencies. Proposals for organising a conference should be sent to one of the Foundation members, ultimately 6 months before the forthcoming conference where the decision is made who will host the next CAADFutures conference. This decision, where practical, will be taken at a meeting called during the current conference.

The planning committee for the forthcoming conference will comprise the conference chairperson, the members of the Foundation, the chairperson of the previous conference and any other individuals selected by the conference chairperson.

The conference chairperson will be solely responsible for presenting to the Foundation, no later than six months after the conference, a full set of accounts covering all items relating to conference administration and publication. The expenses associated with attendance at the conference by at least one member of the Foundation should be written into the budget.

The conference theme will be decided by the conference planning committee, taking full account of the complementary aspirations of CAAD sister organizations and any other relevant agencies.

Host and site host organisation

The CAADFutures Foundation is the official sponsor of all conferences and is responsible for:

• Confirming the publishing contract with an appropriate scientific publisher

• Coordinating the electronic dissemination of the conference proceedings through the CAADFutures website and the CUMINCAD database

• Providing advice and support to the Host Organisation
  
  

The Conference Host Organisation is responsible, in accordance with the Conference Guidelines, for:

• Assuming the financial risk of hosting the Conference

• Arranging a publishing contract with an appropriate scientific publisher

• The Conference Programme, review process and pre-prints

• The management of the Conference and associated activities

• Maintaining contact with the Foundation during the Conference preparation
  
  

Conference publications

To maintain the high standard of conference proceedings they are printed by a well-known scientific publisher. It is the responsibility of the CAADFutures foundation to confirm the appropriateness of the publisher.

Young researchers can submit a short paper (max 12 pages). The review process consists of two steps (1) accept/reject/accept with changes by a review committee of 3 experts (2) accept/reject of changed paper by the conference organiser. The accepted papers (approx. 50) will be printed at low cost and distributed as part of the pre-proceedings the conference.

Experienced researchers can submit a full paper of 15-20 pages. The review process consists of two steps (1) accept/reject/accept with changes by a review committee of 3 experts (2) accept/reject of changed paper by the conference organiser. After the conference, authors have a chance to further improve their papers before publication. The accepted papers (approx. 30) will be printed at low cost and distributed as part of the pre-proceedings the conference. After the conference they will be printed by the contracted scientific publisher and distributed by mail by the conference site host.

The conference publications (Low cost - Pre-proceedings, Official publisher - Proceedings) must be ordered before or at the conference, at which period a substantial discount is applicable. The pre-proceedings will be issued at the conference; the official proceedings, issued after the conference will include only the best papers of authors who attended and presented. After the conference extra copies of the proceedings can only be obtained via the publisher.

Checklist

The below outline gives a comprehensive overview of all the aspects that need to be taken into account when organising a conference. Please be advised that this checklist is a guideline and that local circumstances may differ.

1. Scientific program

• aim

• theme(s), subject(s), (invited) speakers, poster session and/or exhibition (e.g. by students)

• date (not colliding with other events or holidays)

• tentative program

• practical information about lectures (subjects, language, duration, equipment)

• call for papers, invitations (incl. registration form and announcements)

• review committee (committee chairperson)

• collected abstracts/papers and selection

• confirmation selected abstracts/papers

• draft papers

• final papers

• invitations for conference opening and of different representatives
  
  

2. Social program

• conference reception

• conference dinner

• other evening programs or excursions
  
  

3. Conference venue

• accommodation selection (including exhibition and coffee breaks)

• accommodation reservation and confirmation

• facilities and decoration

• parking facilities

• (road) signs and maps

• information on public transport
  
  

4. Conference staff

• conference chairperson

• conference coordinator secretary (speaking foreign languages)

• hostesses (for registration, payments and conference information)

• technical staff

• translators

• guards (can the rooms be closed)

• first aid

• cleaning staff
  
  

5. Technical supplies

• overhead projection

• slide projection

• video projection

• computer projection

• projection screen(s)

• microphones

• electricity

• broadcasting installation

• translation installation
  
  

6. Time-management

• make time-planning (script) to do what when

• review committee members (9 months)

• contact Univ. President (8½ months)

• contact Hotel agency (8½ months)

• mailing Call for Papers (8 months)

• contact Sponsors (8 months)

• deadline Abstracts (7 months)

• deadline Draft papers (5 months)

• mailing to Review Committee (5 months)

• letter of acceptance (months)

• deadline Final papers (1½ months)

• printing of Proceedings (2 days)
  
  

7. Financial

• make a financial budget

• sponsoring

• exhibitors

• open bank account/university account

• insurance

• financial report
  
  

8. Promotion

• call for papers, invitations (incl. registration form), announcements (posters) and notepaper

• mailing list and mailing

• welcome signs

• advertisements and announcement in magazines

• confirmation registration

• invitation to press (make press release)

• photographer

• presents for speakers/participants/conference staff

• website
  
  

9. Proceedings

• (final) proceedings

• (final) list of participants

• printing, publishing (publisher)
  
  

10. Registration/information desk

• registration desk

• list of registrations and payments

• receipts/promissory notes

• change (money) (and list with the value of different kind of money)

• facility for credicard payments

• conference portfolio (including program)

• Information portfolio (about city/country/city plan)

• badges

• spare registration forms

• telephone/fax

• PC/laptop/printer

• paper/pen/pencils

• waste-paper basket
  
  

11. Lunch/refreshments

• lunch/soft drinks (make reservations)

• coffee/tea (make reservations)
  
  

12. Hotels

• tourist agency or hotel agency (responsibility of payments with the agencies)

• information about hotels and prices for participants
  
  

13. Transportation

• transportation between hotels and conference accommodation

• transportation to place where conference dinner will be held

• excursions