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ISCApad Archive  »  2017  »  ISCApad #231  »  Academic and Industry Notes  »  ACM ICMI CALL FOR BIDS 2018

ISCApad #231

Sunday, September 10, 2017 by Chris Wellekens



The Steering Board of the ACM International Conference on Multimodal Interaction (ICMI) invites proposals to host the 20th Annual Conference, to be held in a between the end of September and mid-November 2018. We seek preliminary draft proposals from bidders in the North or South American continents (ICMI 2016 is in Tokyo, Japan and ICMI 2017 will be in Glasgow, UK), although strong proposals from other regions are also welcome. Promising bidders will be asked to provide additional information for the final selection.


Proposals will be evaluated according to the following criteria (unordered):

Experience and reputation of General Chairs and Program Chairs

Local multimodal interaction community support

(Local) government and industry support

Support and opportunities for students

Accessibility and attractiveness of proposed site

Suitability of proposed dates (with list of specific conflicts to avoid)

Adequacy of conference facilities for the anticipated number of attendees

Adequacy of accommodations and food services in a range of price categories and close to the conference facilities

Overall balance of budget projections

Geographical balance with regard to previous ICMI meetings


All communications, including request for information and bid submission, should be sent to the ICMI Steering Board Chair (Louis-Philippe Morency,

Important Dates

December 21, 2016 - Notify intention to submit proposal

January 27, 2017 - Draft proposals due

February 10, 2017 - Feedback to bidders

February 24, 2017 - Final bids due

March 17, 2015 - Bid selected


Bid Content

The following questions have to be answered for the official bid (both draft and final proposals). Text in square brackets [] contains considerations to be taken into account.

1. Describe briefly the conference, including side events

2. Describe briefly the conference site.

3. What date do you consider?

4. What is the nearest (international) airport?

5. Please give price quotes for the cheapest roundtrip to the conference location from Frankfurt, London, New York, San Francisco, Beijing and Tokyo (assume one week of travel with a Saturday overnight stay)

6. What transportation should participants use from the airport to the conference site?

7. Does the conference site both have a large room for a maximum of 300 people and about 5 smaller rooms for a maximum of 30-70 people? Is there wireless connection available for attendees? What about audio-visual facilities?

8. What is the approximate room rate (single and double occupancy)? Is breakfast included? [Often all the attendees of ICMI stay at the same hotel. If this is your case, the conference chair should find a hotel that allows accommodation for the expected number of people. Booking rooms and meals in the same hotel as the conference rooms often helps reducing the overall costs.]

9. Catering, including breaks, receptions, banquet and entertainment. We encourage organizers to provide coffee breaks and lunches in order to promote community building and discussion

10. Which support can your department give for the organization of the conference (e.g., free secretarial assistance, facilities for on-line payment?

11. Which support can your department give during the conference (e.g., free secretarial assistance, PCs / Macs at the conference site)?

12. What are your plans for sponsorship? To which associations / companies / institutions do you plan to apply for financial assistance? What do you realistically expect to receive from them? What are your plans concerning student travel stipend program [A minimum of $5,000 should be reserved from each year's conference budget to support student travel from each of the three major geographic regions (Americas, Europe-Africa, Asia-Pacific), or $15,000 total. For example, if a grant for $15,000 is obtained from NSF to support U.S. student travel but there is no external funding for students from other continents, then an additional $10,000 of you budget should be set aside for students from the other two continents]

13. What actions will you take to make the conference cheaper for students? (e.g., seek financial support from other organizations, provide cheaper rooms)? What reduction do you realistically expect?

14. Provide the names of people who are foreseen or confirmed for the major Conference Committees:

General Chairs, Program Chairs, Sponsorship Chair; volunteer labor, registration handling. Describe any experience the team has had in organizing previous conferences and the number of participants at those conferences

15. Local Multimodal Interaction community

16. How do you propose to run the paper reviewing process? Do you see any possible improvements?

17. How will you organize the content of the conference to ensure a high-quality and energetic exchange of information that includes timely topics and stimulating external speakers? Please be specific in your suggestions for how you would organize the main program and workshops/tutorials

18. Any other aspects that you may find relevant for the evaluation of your proposal

Preparing a budget proposal

Based on estimates from previous attendance, one might expect 200 participants to ICMI. Please, provide two budgets, one for 150 participants and the other for 200. Costs that will have to be covered include:

Rental of conference space and meeting rooms

AV equipment

Coffee breaks and possibly lunch

Registration desk/technical helpers (e.g., student volunteers)


Producing and printing the proceedings

ACM 18% contribution and contingency fund

Conference poster and advertising

Social dinner

Welcome reception

Dinner/lunch for ICMI board meeting


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