BIDDING MANUAL TO HOST AICT CONFERENCE
Bid Manual for AICT International Conference
This Bid Manual outlines the main requirements for organizations and institutions who intens to submit a bid to host the AICT International Conference. It includes policies and requirements governing this event in order to offer clear guidelines of tasks and responsibilities. The International Conference on Application of Information and Communication Technologies abbreviated as AICT is held annually over a period of 3 days generally, held around the middle of October.Conference Agenda:
The AICT International Conference generally follows to fixed program proven through years of conference history. The first day includes following activities: Opening Ceremony, Keynote Session, Concurrent Tutorials, Panel Session and Social Program. Following two days may include Keynote/Invited Speech Session, Concurrent Technical Sessions, Poster Presentations, Social Activities and Closing Ceremony (more detailed agenda can be seeing on conference website). Final Agenda is composed collaboratively with Local Host.Conference Scope:
AICT's scope (tracks and topics) is subject for slight change depending on interests of local community.Bidding Condition:
Following condition are required for bidding:- Bidding Proposal Letter (Example);
- Proof of previous experience in organizing international events;
- Provide the list of local organizations and companies which can potentially support or sponsor event;
- Provide the preliminary list of members of the Local Organizing Committee (LOC);
- Why is your institution/organization interested in hosting AICT?
- Do you have institution/organization level support to host AICT?
- Who are potential Chair and members of Local Organizing Committee (LOC)?
- What are your proposed dates for AICT?
- Has your institution/organization previously hosted international conferences? If so, which and when?
The winning applicant will be notified by official Bidding Acceptance Letter.
Responsibilities:
The AICT International Conference takes responsibility for implementation of the complete life-cycle of the high level international conference, including scientific and organizational components as followings:- Take overall and final responsibility for all aspects of the AICT conference, including organisation of the conference, the scientific program, paper submission, peer-review process, posters, registration, exhibits (if applicable), website, international promotion, all financials and budget;
- The AICT Technical Program (Scientific) Committee will have full and final responsibility of all aspects of the Scientific Program;
- The Steering Committee is responsible for determining the overall structure, content, and daily schedule for the conference in consultation with the Local Host;
- Create, populate and update conference web site;
- Determine conference scope/tracks and sub-topics (jointly with Host);
- Communicate consistently with AICT Local Host and provide consultancy;
- Prepare and distribute "Call for Paper" worldwide using multiple channels;
- Promote conference inside and outside of IEEE promoting the participation of the international community;
- Arrange and maintain Paper Submission System;
- Maintain consistent communication with authors/paper-submitters;
- Handle Peer Review Process attracting International team of Peer Reviewers ensuring quality of accepted papers;
- Establish sponsorship packages and documentation;
- Attract high-profile Keynote and Tutorial Speakers who are credible in areas of conference scope;
- Prepare Conference Technical Program (jointly with Local Host);
- Prepare Conference Proceeding in cooperation with publishers;
- Prepare all graphics for the conference including: Program, Proceedings, Banners, Badges, Certificates. etc.;
- Arrange Post-Review process and prepare proceedings for submission to Publishers.
- Assign main person who will be in charge to facilitate communication between AICT Conference and Local Host team;
- Build Local Organizing Committee that consists of staff from Local Host and other local partner institutions/organizations;
- Arrange for conference venues, halls, meeting rooms;
- Arrange for sound, video projectors, computers and other devices/services for the conference activities;
- Suggest hotels and other accommodation options negotiated for special reduced prices for the AICT. (No need for centralized booking service. Delegates will book their own hotels.);
- Arrange opening reception, lunches, coffee breaks;
- Arrange sightseeing tours and cultural programs for delegates;
- Arrange in-city transportation for tours and transfers (if needed);
- Attract volunteers with good communication skills as volunteers;
- Organize a registration desk and prepare of delegate bags;
- Print out conference programs, proceedings, primary banner, roll-ups and badges;
- Provide Wi-Fi access in the conference site;
- Provide local promotion and media-support;
- Promote the event locally to potential participants within country and region;
- Invite local officials and guests to attend the event;
- Find local sponsorship in coordination with the AICT;
- Provide visa support to international participants to enter the country;