Hosting EPIC is the most effective way of promoting ethnographic practices in a region. It is a unique way of gathering local thought leaders from academia and business with the global EPIC community. Often, the preparation of a hosting proposal is the starting point for a regional community. We strongly encourage ethnographic practitioners in any region to submit a proposal for hosting EPIC.
Currently, we are accepting proposals for hosting EPIC 2014. The official hosting request with requirements is attached below. Deadline for submitting the EPIC 2014 hosting proposal is June 30, 2012.
Details for Hosting EPIC 2014
Past EPIC events have taken place in different venue types ranging from conference hotels and out of town resorts to downtown business centres. Please note that we are open to tried and tested venue concepts as well as to any new approaches you may have in mind. However, each suggestion needs to fully be in line with the following venue requirements: • Single room, preferably an auditorium for all days of the conference that can seat a minimum of 300 attendees (max 400 attendees), has a stage that can be equipped with a screen, PC, LCD projector, microphones and sound system • A minimum of 10 rooms (holding a minimum of 30 people per room) to accommodate workshops • A separate room to display artefacts or work in progress • A designated area for registration & help desk • A designated place for sponsors to be able to display posters or table materials; could be in the registration area or the eating area • A place to provide breakfast and lunch for all attendees • Wi-Fi connection in the main meeting room (preferably throughout the venue)
As the local hosts you will be responsible for organising the following venue, catering and accommodation related issues: • Registration & help desk facilities: a registration table with a computer connected to the Internet and a printer, should be set up for the opening night social event and throughout the conference at the conference venue. The registration table will preferably be staffed throughout the entire event by someone from the local hosting committee to help deal with any questions or venue issues. • Conference catering (daytime requirements): a light breakfast, lunch and an afternoon snack must be provided for all attendees during all days of the conference • Dinners & social events: the host is responsible of organizing 3 nights and one lunch for the board: • Opening night reception (usually Sunday) social event to accommodate up to 250 people • Official EPIC dinner for second night (usually Monday) of conference for all attendees • Restaurant reservations for dine-arounds on the third night (up to 10 restaurants people can sign up for shared dinners) • Reservation for lunch after closing keynote for a board meeting with up to 50 people • Delegate accommodation: • Reserve blocks of hotel rooms for 200 - 250 people at hotels located near one another and, ideally, located near the conference venue and preferably at a conference discounted rate. • Please provide at least one low cost option in addition. • If the conference venue is not near the hotels, transportation between the hotels and conference venue must be provided or at least easily accessible (i.e. via public transport).
Event Planning & Advertising
As a local host you will be a key figure in planning, organising and advertising the EPIC 2014 conference: • Participation in the program committee: there will be one spot on the program committee, local chair, reserved for the main person coordinating the local logistics for EPIC 2014. That person will participate in program committee meetings, will work with the board and co-chairs to make locale decisions and have a say in overall EPIC 2014 planning. • Hosting the EPIC 2014 Website: once conference venue, events and hotels are in place information will need to be made public on the EPIC 2014 website.
Conference Funding & Finances
The local committee is not obliged to cover the costs of the conference, venue or events. Sponsorships and registration fees will cover the costs. The local committee, however, is expected to actively participate in developing financial sponsorship of EPIC 2014. While the local committee is not obliged to cover any costs, all costs must be discussed with the co-chairs and board before any money is promised. Estimated costs for conference site facilities, food, transportation to and from hotel and meeting site (if required), and fees for hotel non-occupancy (if part of arrangement with conference hotels) have be provided with the proposal in a format provided with the location co-chairs.
Dates have not yet been chosen as we’d like to work with the local committee that will host EPIC 2014. Past conferences have occurred in September-early October time-frame. Please advice on local holidays or any other local events which should be taken into account here.
How to Become the Host and Locale Chair
You are interested in hosting EPIC 2014? Please contact the EPIC location co-chairs Armin Moehrle armin [at] toca [dot] com and Dotti Toellner doerte [dot] toellner [at] point-blank-international [dot] com • Our role is to coach you throughout the proposal writing process and beyond. • We also connect interested parties from one region. So it might be worth getting in touch even if you don’t have a full team at hand yet. Please provide some first details on your interest and your ability to meet above hosting requirements. We would be delighted to further discuss matters and assist you with any queries you might have.
Please make sure that the following is covered in your proposal: • Location & infrastructure • A brief portrait of the suggested location (city/area/region); what makes it an interesting location for an EPIC and the EPIC community to visit? • Getting there & around: a short description of transport facilities for participants, from Europe, Asia and US • The local community: a short description of any groups connected to the EPIC community in vicinity of venue • Your hosting & financing concept • Your action plan, including what you would need from the EPIC committee • Portrait of your venue suggestions • Confirmation of ability to meet all above conference and facility requirements • any organizational/institutional funding available • pros and cons of EPIC selecting this location • total estimated costs (please use the attached spreadsheet template) • The team: local organizer(s) and coordinator(s) • Please provide a brief portrait of the key people along with their responsibilities
All proposals for hosting EPCI 214 are due on June 30, 2012
How does EPIC Select the Conference Location?
Each of the following areas will be considered by the EPIC board in making a selection for the EPIC 2014 location: • Attractiveness of location to global EPIC community • Opportunity to grow community in vicinity of venue (regional attendance often soars because of exposure and affordability) • Logistics of the physical facility - spaces to accommodate the anticipated attendance, technology support, proximity to suitable lodging • Estimated costs associated with venue • Estimated sponsorship • Regional rotation to equitably distribute burden of travel and lodging costs to participants to attend - variety of locations shifts burden over time • Local hosting / organizing support available • Location of related conferences that year, such as CHI and AAA
Thank you for your interest! We are looking very much forward to hearing from you soon.