I spent some time looking online for templates used to submit proposals for hosting events. I found one that fits perfectly our event in the sense that it covers all the concerns that we have dealt with while organizing womENcourage.
I have adopted it and created a Word document that includes all the details we need. In the Appendix I added the programme outline, as an example, and our budget template, so that people can see what they would be working with. Enclosed please find the Template and the original “application form-Example” so that you can assess the level of plagiarism J.
Now, this is what we would call an ‘ideal’ application – if someone fills it all in (including the budget, etc.) they would be ready to ‘run with it’. If we gave people enough noticed they could do it. But for 2019 we will have to put the deadline of Sept 15 or so for submission. So, we cannot expect applicants to have all the cost details and finalized venue arrangements.
So, I prepared a cut down version that should be possible to complete in 5 weeks since it does not require cost details, etc. However, it should give us a good indication of the quality of the venue and people involved.
Please see the last document enclosed –ShortTemplate.
We already have one organization interested in hosting womENcourage 2019. So, we are in a much better shape already than the previous year.
Please look at the forms and see whether there is anything missing.
Note, I put as a placeholder the dates of Sept 25-27, 2019. I also instructed the applicants to send the application to [log in to unmask]. However, we can create another alias and point to 1-2 people only.
Prof Natasa Milic-Frayling – Chair, ACM-WE – mobile: +44 787 0566 404 – email: [log in to unmask] – skype: natasa-milic-frayling
My main goal was to not start all over again. So I hope this helps everyone as a good start, especially since both Natasa and Reyyan helped me create it last October.
Last year email did not work for us. We can use the ACMWE_SC email if you would like. But then we need someone responsible for collecting and putting in our Drive so no proposal gets lost.
I have suggested that the upload be a PDF document, they can create this in any editor they prefer. That way we are not tied to Word which also costs money. Most editors provide the possibility to create PDF.
Additionally I suggest that we put all this information on a web page on the current womENcourage with all the instructions so that everyone can see it online. We can then move it to our ACM-W Europe page when that is available.
An example is the SIGCHI proposal page https://sigchi.org/resources/sigchi-development-fund/.
Please everyone send comments and suggestions and I will add the comments and format it prettier so that it will be easy to add to the web page when Alexandra is available.
Let’s review the form properly before putting it online and advertising.
Ruth already had a very good suggestion. We have a committee of smart people who can spot if there is anything else missing or whether we want to include anything else that will improve on our current process of organizing the event (e.g., estimation of budget, local marketing effort, etc.).
Just one comment about the process. Not everyone is using Google docs and I would not feel comfortable pushing people towards Google platform (considering the reputation of these firms to track people, etc. – not ethical). So, we need multiple formats – Google docs and Word template (that people can download and then submit).
That is great Bev. Could you consider 1 more field/note. The venue must be accessible to those with disabilities. Almost all venues are but it is worth noting as one of the proposed venues this year was not suitable due to low lighting, etc.
Letterkenny Institute of Technology (LYIT),
Port Road, Letterkenny, Co. Donegal, Ireland, F92 FC93
Bóthar an Chalaidh, Leitir Ceanainn, Condae Dhún na nGall, Éire, F92 FC93
Tel: +353 74 91 86355
Dear Steering Committee:
This is what we published last year in the October newsletter. My suggestion is that we make a google form with the basic information such as Submitter, Proposed Venue, contact information to collect the responses with them submitting a word/pdf document with the additional information. The problem last year was that the proposals we received were scattered by email to different people. With a google form we can collect all in one place.
I have created the form at https://docs.google.com/forms/d/14tgAPqae5blyPz9yxcRDX63Mbz217J_WK2-oH2wgCII/edit for review. We can change the below text in the description at any time.
Call for Proposals:
Proposals should include:
Names of organizer staff in the host city. In order to be successful, we need the help of a team of local volunteers to manage preparation and the onsite coordination of the event.
A short list of possible conference venues with the following information:
Transportation options (how do people get there from the airport?)
Layout of function space and costs for:
Any other fees or costs the venue requires.
A good conference venue is/has the following:
Easy to reach from the airport and the conference hotel
Adjoins or within walking distance to a suitable hotel which can accommodate 250 attendees
Excellent Internet connectivity
Accessible to as many attendees as possible
Reasonable access to transit for sightseeing
I do not think we need to have a meeting since we went over this quite a bit last year. I suggest you all put comments into the google form and we then make an email vote.
Note if I put the link in the newsletter we can edit the document until the newsletter is published.
From: Natasa Milic-Frayling <[log in to unmask]>
Sent: Tuesday, August 7, 2018 1:30 AM
To: Bev Bachmayer <[log in to unmask]>; [log in to unmask]
Cc: 'Natasa Milic-Frayling' <[log in to unmask]>
Subject: RE: Next womENcourage
The Steering Committee needs to create/review the proposal template before we announce it.
In the newsletter and in our tweets/facebook/web site, we need to provide a link to the template.
From: acmwe_sc [mailto:[log in to unmask]] On Behalf Of Bev Bachmayer
Sent: 06 August 2018 19:58
To: [log in to unmask]
Subject: Re: Next womENcourage
I was going to add a request for proposals in the Newsletter.
Working on the google form for submission.
From: acmwe_sc <[log in to unmask]> On Behalf Of Reyyan Ayfer
Sent: Monday, August 6, 2018 7:17 PM
To: [log in to unmask]
Subject: Next womENcourage
Dear Steering Committee Members,
I wanted to remind that Ýt is time to start to find the place and organizers of next womENcourage so that it will be possible to announce at the closing of 2018 event.
I am on holiday now and I will start working next week. How is your schedule? Would you want me to try to set a meeting for this purpose?
With my best wishes.
Sent from a phone...