Hosting a BNP meeting

BNP-ISBA organises the biennial International Conference on Bayesian Nonparametrics and, in the years in between, the BNP Networking Workshops. This page explains how to submit a proposal, what a proposal should contain, the rules every edition follows and the rules specific to each event.

The procedure is adapted from ISBA's World Meeting planning procedures.

How to submit a proposal

  1. Call for proposals.
    • The section issues a call every two years for the conference. The call for the conference held in year X is issued in year X−3, leaving time to examine the proposals and to announce the next host at the preceding conference.
    • The workshops are held in the years between conferences. Proposals for them are welcome at any time, and a call is issued every two years: the call for the workshop held in year X is issued in year X−2.
  2. Submission.
    • Proposals are sent as a single PDF to bnp.isba.section@gmail.com, with the budget attached. The proposal should also include the information listed below.

What a proposal should contain

  1. Introduction or background to the venue.
    • A brief paragraph describing the proposed venue, including its geographic, historic, social and cultural aspects as deemed appropriate.
    • An important consideration is how easily international travellers can reach the venue: international airports, train stations and the available means of domestic transport.
  2. Local Organising Committee (LOC).
    • A list of the names and affiliations of the members of the LOC.
    • The Chair of the LOC clearly identified, with contact details: an email address and a postal address.
    • Information on the experience of LOC members in organising conferences or in undertaking similar tasks.
  3. Proposed dates.
    • The proposed dates of the meeting.
    • Whether the proposal is for one edition only, or should also be considered for the following edition if the first is allocated elsewhere.
    • The conference lasts five days, Monday to Friday. The scientific program runs across the week and closes with a banquet dinner and ceremony. Free time for sightseeing can be accommodated when setting the dates.
    • Workshops are shorter or the same length, usually four to five days.
  4. Format.
    • BNP-ISBA meetings are held fully in person.
  5. Site.
    • The type of site: an academic institution, a hotel or a convention centre.
    • The number of rooms available for the scientific sessions, with an outline of the number of sessions, parallel sessions included, that fit into a daily schedule.
    • The capacity of the rooms, including those for plenary, keynote and special lectures.
    • The spaces for the poster sessions, and their capacity.
    • The spaces for the registration desk and for exhibitors and sponsors.
    • The location and capacity for the opening mixer, and the venue for the banquet dinner.
    • The audio-visual facilities the site offers.
  6. Local amenities.
    • Accommodation. Local options meeting a diverse range of budgets, and in particular low-cost options for students and junior scholars travelling on a budget.
    • Childcare facilities. Where childcare can be arranged for attendees travelling with small children, describe the plan: the provider, the space that would host the facilities, and the cost, to be included in the budget.
    • Restaurants and food options. What is available in the immediate vicinity of the venue, again covering a range of dietary and budgetary needs as far as possible.
  7. Estimated budget.
    • The number of expected registrants, split between regular registrants and students.
    • Revenue: registration fees for regular attendees and for students; banquet dinner fees; sponsorship, in two separate lines:
      • ISBA and section sponsorship. A largely fixed contribution, requested once the edition is allocated (see ISBA sponsorship below). It covers student travel awards only and cannot be used for other expenses.
      • Other sponsorship. Any further funding the Local Organising Committee raises. Past editions have been supported by the host university and its departments, national research agencies, national statistical societies, the Institute of Mathematical Statistics (IMS) and private companies.
    • Expenses: meeting rooms; opening mixer or reception; coffee breaks; banquet dinner; audio-visual facilities; poster session supplies; administrative support; internet and Wi-Fi; childcare facilities; and any other itemised expense.
    • Allow about 3% of the fees collected for credit card and bank transaction charges. A contingency for unexpected costs is advisable.
    • The meeting is not run for profit: the budget should roughly break even, with registration fees set at the level needed to cover the expenses.

    Download a budget outline (.xlsx)

    A rough guideline, not a required format: adapt it as you see fit. All figures in it are illustrative.

Rules for every edition

These apply to both the International Conference and the BNP Networking Workshops.

  1. ISBA sponsorship.
    • Requesting ISBA sponsorship is expected for every edition.
    • Once an edition has been allocated, the request is submitted to ISBA jointly by the Chair of the Local Organising Committee and the Section Chair, following ISBA's sponsorship and endorsement procedure. Nothing is required on this point at proposal stage.
  2. Contracts and financial responsibility.
    • Only the ISBA Executive Committee can sign contracts on behalf of ISBA or BNP-ISBA (see the bylaws). Contracts with venues and suppliers, and the financial management of the meeting, are therefore the responsibility of the Local Organising Committee and its host institution.
  3. Registration fees.
    • ISBA members must receive a discount on the registration fee. The suggested discount is equivalent to the annual ISBA membership dues.
    • Any further discount, for instance for members of a local society, should be described in the budget.
  4. Surplus.
    • Upfront funding from the section and ISBA given under the condition of a registration fee discount for ISBA members is a loan, to be paid back in case of a surplus.
    • Any additional surplus is expected to be donated to the BNP-ISBA section.
  5. Registration system.
    • Registration must go through the ISBA online registration and credit card billing system. Its main purpose is to verify ISBA membership directly, so that the discounted registration fee goes only to those entitled to it. It also simplifies the organisation for the Local Organising Committee.
    • Exceptions can be agreed in consultation with the ISBA Program Council.
  6. Code of conduct.

These rules sit inside ISBA's own terms for section meetings and sponsored events: registration discounts for ISBA members, any ISBA contribution committed to junior travel support, the ISBA logo in meeting materials, and the availability of ISBA registration services. See Requesting sponsorship or endorsement.

Rules specific to each event

  1. International Conference on Bayesian Nonparametrics.
    • The Executive Committee of the section appoints the Scientific Chair of the meeting.
    • The Scientific Committee is composed of:
      • three members of the section: the Chair, Chair-Elect and Program Chair in office at the time the Scientific Committee is formed;
      • up to three appointments by the Local Organising Committee;
      • any remaining appointments made by the Scientific Chair to ensure diversity (historically, the Scientific Committee has had 10 to 12 members).
  2. BNP Networking Workshops.
    • The Executive Committee of the section appoints the Scientific Chair of the workshop.
    • The Scientific Committee is composed of:
      • two members of the section: the Secretary and the Treasurer in office at the time the Scientific Committee is formed;
      • two appointments by the Local Organising Committee;
      • any remaining appointments made by the Scientific Chair to ensure diversity.
    • The workshops aim to widen opportunities to attend and present, including in regions less often reached by the conference. They bring together researchers at all career stages, from early career to senior.