Proposal template

This page sets out what a proposal to host the International Conference on Bayesian Nonparametrics should contain. It follows the ISBA proposals template, adapted to the scale and the practice of our conference; the original ISBA document is available for reference.

Proposals should be sent as a single PDF to bnp.isba.section@gmail.com. Every edition is also expected to adhere to the clauses for the biennial International Conference.

The conference is an ISBA section meeting, so ISBA's own terms apply on top of what follows: discounted registration for ISBA members, any ISBA financial contribution committed to junior travel support, the ISBA logo in meeting materials, and the option of using ISBA registration services. Read them on Requesting sponsorship or endorsement.

Requesting ISBA sponsorship is expected. Once an edition has been allocated, the request is submitted to ISBA jointly by the Chair of the Local Organising Committee and the BNP-ISBA Section Chair. Nothing is required of you on this point at proposal stage.

What the 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 conference.
   • 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 runs a scientific program over several days and closes with a banquet dinner and ceremony. Free time for sightseeing can be accommodated when setting the dates.
4. Conference format: hybrid or fully in person.
   • The conference can be proposed in one of two formats: fully on site and in person, or hybrid, allowing participants to attend and present remotely.
   • If a fully in-person format is proposed, please still discuss streaming or online options, in case a switch to a hybrid format for all or part of the program becomes necessary at short notice.
5. Conference site.

   Details of the site — an academic institution, a hotel or a convention centre — covering:

   • the number of rooms available to host 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 that will host the poster sessions, and their capacity;
   • the space for the registration desk;
   • the space for exhibitors and sponsors;
   • the location and capacity for the opening mixer;
   • the venue for the banquet dinner.

   Audio-visual facilities and other technologies. A clear description of the audio-visual facilities offered at the site. If a hybrid format is proposed, the proposal must address the reliability and efficiency of the technologies required for remote transmission of presentations and for remote interaction among attendees.

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 conference, again covering a range of dietary and budgetary needs as far as possible.
7. Estimated budget.

   A detailed estimated budget, itemised as follows. Use the spreadsheet above.

   • The number of expected registrants, split between regular registrants and student attendees.
   • Revenue: registration fees for regular attendees and for students; banquet dinner fees; sponsorship, both for student travel awards and as unrestricted allocations.
   • Expenses: meeting rooms; opening mixer or reception, with drinks and canapés; coffee breaks; banquet dinner; audio-visual facilities, including remote transmission if the format is hybrid; poster session supplies; administrative support; internet and Wi-Fi; childcare facilities; and any other itemised expense.
   • Allow 3% of the registration fees for credit card and bank transaction charges.
   • The net difference between revenue and expenses should balance to zero or deliver a positive surplus.

On the treatment of any surplus, the registration system and the code of conduct, see the clauses for the biennial International Conference. Past and upcoming editions are listed on the events page.