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[eu_members at aclweb dot org] EACL 2012: CALL FOR BIDS


The European Chapter of the Association for Computational Linguistics (EACL) hereby invites
proposals to host the conference of the European Chapter of ACL in 2012. This conference takes
place every 3 years. The conference in 2012 will be the 13th meeting of the EACL.

At this time, we seek draft proposals from prospective bidders. Based on an evaluation of the
draft proposals received, promising bidders will be asked to provide additional information on
which basis the final selection will be made.

The EACL Board will select the general chair for the conference, the programme committee chair,
and all other chairs (e.g., tutorial chair, workshop chair, etc.) except for the local
arrangements chair.

Draft proposals should identify a local arrangements chair, who will be responsible for
activities such as arranging meeting rooms, equipment, refreshments, accommodation, on-site
registration, participant internet access, security for equipment, the reception, the banquet,
and working with the other chairs and the EACL Board to develop the budget and registration
materials.  Achieving budget estimates will, in particular, involve liaising with the
sponsorship committee.

The conference should take place during April 2012, avoiding national holidays of the EACL
countries (in 2012, western Easter is April 6-9, orthodox Easter is April 13-15, Jewish
passover is April 7-14).  Draft proposals should include information on (we require that each
item is explicitly addressed):

Location (accessibility; conference venue, e.g., hotel or university; accommodations, e.g.,
hotels, motels, student dorms; dining options)
- Proposed dates
- Local Arrangements team (chair/co-chair, committee, volunteer labour, registration handling)
- Local Computational Linguistics community
- Meeting venues: space for plenary sessions including 4 conference rooms hosting respectively
500, 250, 250 and 100 persons; a poster or exhibit room; 11 rooms on the workshops/tutorials
days among which one hosts 200 person and the others 60 persons; and rooms for demos, small
meetings and registration
- High-speed desktop and wireless Internet access
- Audiovisual equipment
- Printing of conference booklet and tutorial notes
- Food and catering including breaks, receptions and banquet
- Social events including infrastructure for banquets and receptions
- Sponsorships
- Budget estimates spreadsheet (template provided, linked from the Bid Guidelines)
- Registration and payment procedure
- Opportunities for co-location with other meetings.

Proposals will be evaluated in relation to a number of site selection criteria (unordered):

- Adequacy of conference and exhibit facilities for the anticipated number of registrants
- Adequacy of residence accommodations and food services in range of price categories and close
to the conference facilities
- Adequacy of budget projections and expected surplus
- Appropriateness of proposed dates
- Geographical and national balance with regard to previous EACL and ACL conferences held in
Europe and other major Natural Language - Processing conferences held in this continent
- Experience of local arrangements team
- Local Computational Linguistics community support
- Local government and industry support
- Reasonableness of expected registration fees
- Accessibility and attractiveness of proposed site.

The ACL conference handbook and more about ACL policies can be found at:

Budget template for EACL 2012 and successful bids for previous and current conferences are
available at: http://eacl.coli.uni-saarland.de/page.php?id=cfb12

Important Dates:

- March 11, 2009: Publication of call for bids
- September 11, 2009: Deadline for draft bids
- November 12, 2009: Feedback to bidders and announcement of shortlist of bidders
- January 22, 2010: Deadline for final bids
- March 26, 2010: Final bid chosen
- April, 2012: EACL Conference.

Please send your draft proposal (including template form with estimated budget) electronically
to the EACL Chair-elect:

Marie-Francine Moens
Department of Computer Science
Katholieke Universiteit Leuven
Celestijnenlaan 200A
B-3001 Heverlee, Belgium
tel: 32 16 32 53 83
fax: 32 16 32 79 96
sien moens at cs dot kuleuven dot be

You can attach your draft proposal as a pdf attachment to your email. The EACL board encourages
groups who intend to submit a proposal, to ask questions about how to edit the proposal.