*Building Simulation 2025: Call for Proposals*
The board of IBPSA is pleased to issue the following call for proposals
from parties interested in hosting the international conference Building
Simulation 2025. A complete proposal should be sent to the Conference
Committee chair, Paul Strachan (p.a.strachan at strath.ac.uk), no later
than 30th April 2022. Discussions with the Conference Committee chair of
potential proposals prior to the due date are encouraged. The proposal
should address the following items:
??? ?proposed venue
??? ?dates
??? ?details of conference secretariat
??? ?organisation time line
??? ?format of conference (see below)
??? ?details of rooms for plenary sessions, parallel sessions and posters
??? ?availability of free Wi-Fi connections for participants
??? ?detailed budget in local currency and in US dollars, including
estimates of registration fees for both on-site and on-line
participants, as appropriate
??? ?discussion of possibilities for sponsorship
??? ?details of the conference presentation schedule (e.g. number of
parallel and plenary sessions),? including innovative ideas for
conference delivery methods and audience interaction
??? ?publication of proceedings
??? ?details of accommodation, including costs, for delegates and students
??? ?social events
??? ?options for pre and post conference tours, software demos and courses
??? ?options for programme for accompanying persons
??? ?involvement of existing or planned IBPSA Regional Affiliate(s)
??? ?experience of the organising committee with IBPSA and with
organisation of similar conferences. Note that the BS?19 conference had
around 1000 participants.
??? ?conference software for scientific review and registration:
Conftool (https://www.conftool.net) is the preferred option as it has
been widely used in previous conferences and there is support for its
use by IBPSA.
Format of conference
IBPSA is aware of the need to reduce environmental impact of
long-distance flying, but also recognises the benefits of face-to-face
exchange of ideas and networking opportunities, and the timing
difficulties with interactive on-line sessions for a global audience.
IBPSA?s preference is for a hybrid conference with a high quality
on-site conference, whilst also allowing on-line participation from all
time zones.? Proposers should give a clear and costed description of
their proposed conference format. Proposers should address how they will
accommodate on-line attendance for all time zones, and whether they will
allow on-line presentations.
Proposers should also describe how they would approach conference
delivery if travel is severely restricted. This might include issues
such as moving fully online and the cost implications of cancelling
venues and other activities.
To assist your decision there are several documents available (please
email the Conference Chair for information):
??? ?The IBPSA Regionalization Guide (available at
http://www.ibpsa.org/downloads/IBPSA-Regionalization-Guide.pdf)
describes IBPSA?s regionalization plans: we schedule all of the Building
Simulation conferences in regions with existing affiliates or regions
that are starting a new affiliate organization. In a region currently
without an affiliate, we will only consider holding the conference there
if a regional affiliate organization will be in place by the time of the
conference.
??? ?Final reports for previous Building Simulation conferences, which
include details of organization, finances (e.g. planned budget and
actual expenses), post-conference surveys and other information useful
to organizers of future Building Simulation conferences.
??? ?A document on sponsorship contains suggestions regarding the
exposure and benefits of Building Simulation sponsors.
??? ?A recent Memorandum of Understanding serves as an example for the
contract which will be agreed between IBPSA and the organizers of
Building Simulation 2025.
??? ?A budget template.
Proposals will be evaluated using the following criteria:
??? ?Attractiveness and accessibility of location - is this location
likely to attract delegates from around the world? (10%)
??? ?Affordability of venue - is the combination of registration fee and
accommodation costs likely to be acceptable to potential delegates? (In
this respect, a range of accommodation types including student hostels
is a benefit.) (10%)
??? ?Quality of conference plan and facilities - are the facilities and
conference plan conducive to a well-run environmentally sustainable
conference? (10%)
??? ?Format of the conference ? does the format appear attractive for
both on-site and on-line participants (10%)
??? ?Likelihood of financial success - will the conference financial
plan likely lead to breaking even (at least)? Is the conference likely
to be affordable for a range of participant types? A financial plan that
does not rely on unconfirmed sponsorships to break even is strongly
preferred. (20%)
??? ?Approach to conference delivery in the event of severe travel
disruption. (5%).
??? ?Support of IBPSA goals - will choosing this proposal help draw new
members into IBPSA (in new regions) or support membership in existing
regions? (5%)
??? ?Diversity of location - is this location sufficiently distant from
recent conferences? (10%)
??? ?Regional participation - is the proposal well-supported by
volunteer effort from the regional affiliate and/or nearby regional
affiliates? (10%)
??? ?Experience of members of the organizing committee with IBPSA, and
with organizing IBPSA affiliate conferences or conferences similar to
Building Simulation. (5%)
??? ?Industry input ? are there good prospects for participation by
practitioners alongside researchers (5%)
The final decision regarding the location of Building Simulation 2025
resides with the IBPSA Board of Directors and will be made following a
thorough evaluation of all submitted proposals.
A decision regarding proposals can be expected by the end of June 2022.
Paul Strachan
IBPSA Conference Committee Chair
