call for applications to host international data week 2021 ... for applications to host...

CallforApplicationstohostInternationalDataWeekin2021or2023

CallforApplicationstoHostInternationalDataWeek2021or2023

ThislandmarkeventisorganisedbytheCommitteeonData(CODATA)andtheWorldDataSystem(WDS)ofthe International Science Council (ISC), and the Research Data Alliance (RDA). It brings together data

scientists, researchers, industry leaders, entrepreneurs, policymakers and data stewards fromdisciplinesacrosstheglobetoexplorehowbesttoexploitthedatarevolutiontoimprovescienceandsocietythroughdata-driven discovery and innovation. IDW combines theRDAPlenaryMeeting, the biannualmeeting of

this internationalmember organisationworking to develop and support global infrastructure facilitatingdata sharing and reuse, and SciDataCon, the scientific conference addressing the frontiers of data inresearchorganisedbyCODATAandWDS.Twoeditionshavetakenplacetodate:

1. IDW2016,11–17September2016,Denver,Colorado,USA;attendedby840dataprofessionalsand

researchersfromalldisciplinesandfromacrosstheglobe.

2.IDW2018,5–8November2018,Gaborone,Botswana;attendedbymorethan850internationaldataprofessionalsandresearchers.

Thefoundingorganisationswishfor InternationalDataWeektobecomeabiennialmeetingplacefortheglobal data community.Weare therefore invitingproposals tohost the third and fourtheditionsof this

excitingeventinSeptember/October/November2021and2023respectively.

Theprimaryobjectiveoftheconferenceistobringtogethera largeandrepresentativepartoftheglobaldata community. IDW2016and2018werehuge successesandwewant to continue that trajectoryand

increase impact.Theseare important times in theworldofdataandweseek localpartnersandavenuethatwillhelpuscommunicatethatbuzz.

InternationalDataWeekisaglobalandinclusiveevent.TheorganisersarekeentoengagewithcitiesandcountrieswherewehavenotheldanIDWorrelatedmeetingbefore.Theorganisersencourageproposals

fromtheglobalSouth;proposalsfromtheglobalNorthshouldshowhowtheywillworkwiththeorganisersto maximise participation from LMICs. Wherever the proposal comes from it will be important todemonstrate how the partnership will advance to missions of the founding organisations, ensure the

impactofIDWandenhancemembershipandengagementwiththethreeorganisations.

Applicationsshoulddemonstratethatlocalhostshaveaccesstoasuitablevenue;strongsupportfromlocalorganisations and government; good connections to universities, industry, and research organisations inthecountryandregion;andsolidfinancialsupport.

We envision IDW 2021 and 2023 as four-day events that integrate the activities of a SciDataCon

international conference and an RDA Plenary Meeting. Each IDW is expected to include both researchsessions and focusedworkingmeetings, as well as broad plenary sessions of general interest. The days

CallforApplicationstohostInternationalDataWeekin2021or2023

beforeandaftereacheventwillbesetasideforthebusinessandgovernancemeetingsofCODATA,RDA,

andWDS,andpotentiallyotherco-locatedmeetings.

ApplicationDeadlineApplicationsshouldbesentbyemailtoalloftheIDWfoundingorganisationrepresentativeslistedbelowno later than28October2019 inelectronic formatbasedon thedetails and templateavailable in theIDWGuidelinesdocument(annexedherein).

Applicationsshouldbeaddressedto:

● SimonHodson,CODATAExecutiveDirectoratsimon[at]codata.org

● HilaryHanahoe,RDASecretaryGeneral,athilary.hanahoe[at]rda-foundation.org● RorieEdmunds,WDSActingExecutiveDirector,atrorie.edmunds[at]icsu-wds.org

InternationalDataWeek(IDW)MeetingGuidelines-dated2July2019 1

InternationalDataWeek(IDW)MeetingGuidelines

www.internationaldataweek.org

ThislandmarkeventisorganisedbytheCommitteeonData(CODATA)andtheWorldDataSystem(WDS)ofthe International Science Council (ISC), and the Research Data Alliance (RDA)1. It brings together data

scientists, researchers, industry leaders, entrepreneurs, policymakers and data stewards fromdisciplinesacrosstheglobetoexplorehowbesttoexploitthedatarevolutiontoimprovescienceandsocietythroughdata-driven discovery and innovation. IDW combines theRDAPlenaryMeeting, the biannualmeeting of

this internationalmember organisationworking to develop and support global infrastructure facilitatingdata sharing and reuse, and SciDataCon, the scientific conference addressing the frontiers of data inresearchorganisedbyCODATAandWDS.Twoeditionshavetakenplacetodate:

1. IDW 2016, 11–17 September 2016, Denver, Colorado; attended by 840 data professionals and

researchersfromalldisciplinesandfromacrosstheglobe.2. IDW2018,5–8November2018,Gaborone,Botswanaattendedbymorethan850internationaldata

professionalsandresearchers.

TABLEOFCONTENTS

1 MeetingOverview .......................................................................................................................... 2

2 Dates ............................................................................................................................................... 2

3 TenderSubmissionProcedure ........................................................................................................ 2

4 GlobalandInclusive ........................................................................................................................ 2

5 MeetingOrganisationalStructure .................................................................................................. 2

6 VenueandFacilities ........................................................................................................................ 4

7 Branding,Communications,andMedia.......................................................................................... 9

8 RegistrationProcessandFinances................................................................................................ 11

9 LocalStaffSupport........................................................................................................................ 14

10 Other......................................................................................................................................... 14

11 BidSubmission .......................................................................................................................... 15

1Thefoundingorganisers


1 MeetingOverviewHosting an International Data Week Meeting is a possibility for any country/region/organisation, andselectionofaregionandvenueisbasedonabiddingprocedure.Themeetingsareeverytwoyears,usually

inthesecondhalfofthecalendaryear,andtheycoverafour-daycoreprogramme,withadditionaldaysforsideeventbeforeandaftertheconferenceproper(Section6.2).

2 DatesIDWistypicallyorganisedinSeptember–October–Novembereverytwoyears.Itisimportanttotrytoavoid

localpublic,aswellasreligious,holidaysasmuchaspossible.

3 TenderSubmissionProcedureTenders are invited from organisations, agencies, and countries worldwide. Bids, where relevant andfeasible,shouldbepreparedinagreementwithregionalrepresentativesoffoundingorganisers,andhave

supportfromleadingorganisationsandgovernmentintheregiontogetherwithdemonstratedconnectionwithoneormoreofthefoundingIDWorganisers(CODATA,RDA,andWDS).

4 GlobalandInclusiveInternationalDataWeekisaglobalandinclusiveevent.Thefoundingorganisationsbelieveverystronglyin

equalgenderrepresentationforpanelsandkeynotesandtoensurediversityofparticipation.Economicallyreasonable stepswill be taken to facilitate participation from theGlobal South.A goodpractice codeofconductwillbepreparedbytheorganisers.

5 MeetingOrganisationalStructure

5.1 MeetingCommitteesThefollowingcommitteeswillbesetupbythefoundingorganisers,andat leastonerepresentativefromeachofthefoundingandlocalorganisersmustbeincludedinthesecommittees.

1. Programme Committee (PC). Responsible for the design, planning, and management of the

programme.Provisionof financial oversight andadvice. ThePChas theultimatedecisionon thechoiceofdatesandvenue.

2. Organising Committee (OC). Responsible for the overall logistic and organisational aspectsincluding,butnotlimitedto,venue,suppliers,andsoon.Responsibleforthedesign,management,andimplementationoftheglobalandlocalcommunicationsplan.

3. LocalOrganisingCommittee(LOC).Responsibleforinteractionandmanagementoflocalsuppliersandstaff.


5.2 IDWFoundingOrganiserCoordinationGroupinvolvementEach of the three founding organisations (CODATA, RDA, andWDS)will be represented by at least one

designee.

We strongly recommend that an event management company or similar (e.g., the in-house team of acongresscentre)isengagedtoensuredeliveryofkeyaspectsoftheorganisationfortheevent.

5.3 ProgrammeandSchedulingThe meeting programme, while the responsibility of the PC, should include a series of organisationalpresentationsandshouldbecirculatedtothefoundingorganisationsforfeedbackanddiscussionwiththeir

executive boards2 before being made public. Each day should have at least one plenary session for adurationof90–120minutes,andschedulingshouldallowfordifferentplenarypresentations,includingbutnotlimitedto:

● Welcomeaddressesby local,regionaland/ornationaldignitaries,governmentrepresentatives,or

localhosts.Eachaddressshouldlastamaximumof10minutesinduration.● Plenary keynote sessions, across the conference, with scientific or socio-economic focus of

relevance to IDW (approximately two–four across the conference) and each lasting at the very

most45minutesintotal,includingaQ&Asession.● Moderatedpanelsessionswithscientificorsocio-economicfocusofrelevancetoIDW.● RDA Business and Outputs plenary session. Recommendation, output, and adoption

highlights/demonstrations(thenumberanddurationbasedonrecommendationsbeingshowcasedatthetimeoftheplenaryinquestion),andanRDABusinessreporttomembersfromSecretariat,Technical Advisory Board (TAB), and Organisational Advisory Board (OAB), and Council (90

minutes).● CODATAandWDSplenarysessions(90minuteseach;sometimesorganisedtogether).Highlighting

key initiatives, ISC activities, presentation of awards and short presentations by CODATA Prize

winnersandWDSDataStewardshipAwardwinners.● Futuremeetingannouncements(includingbiannualRDAplenarymeetings)andclosingremarksin

afinalplenarysession.

5.4 MeetingStructureLocalorganisersareencouragedtoproposenewand innovativestructures for IDWmeetings; theresultsfromthepreviousmeeting’ssurveyshouldbeanalysedtounderstand if therewereanyspecificrequestsfromtheparticipants.

5.4.1 RDAPlenaryMeetingStructure

RDA Plenary Meetings are working meetings in which the RDA community advances the work anddeliverablesofWorkingandInterestGroups(WGsandIGs),aswellasproposesnewgroupideasthroughBirds of a Feather (BoF) sessions. Additionally, RDA encourages its groups to organise joint sessions

involving two ormore existingWGs or IGs to explore synergies and cross-fertilisation. The RDA Plenary

2CODATAExecutiveCommittee,RDACouncil,WDSScientificCommittee


Meeting component of IDW is managed directly by the RDA governance bodies; particularly, the RDA

Secretariat, TAB, and OAB. RDA breakout session applications are managed directly via the RDA webplatform,andtheschedulingisdirectlymanagedbytheSecretariat.DetailsonthenumberofsessionsandtheroomrequirementsareoutlinedinSection6.2.

5.4.2 SciDataConConferenceStructure

TheSciDataConpartofIDW,organisedbyCODATAandWDS,isaresearchconferenceonawiderangeofdata issues. Session formats vary, covering research papers, practice papers, lightning talks, panels, andinteractive sessions. All proposals are peer-reviewed. Participants are invited to submit papers to the

CODATADataScienceJournalaftertheconference.

5.5 PosterAreasPostersessionsforbothSciDataConandRDA(eitherjointorseparate)shouldbeorganisedwithintheIDWagenda.Atleast100posterspacesshouldbemadeavailablethroughouttheeventandmustbelocatedinacentral area; for example, either in a thoroughfare or where catering is served to ensure visibility. The

founding organisations strongly encourage the local hosts to incorporate the poster session into asocial/networkingeventorganisedattheconferencevenueandduringthecourseofIDW.

5.6 Exhibition/DemonstrationStandsFacilities for exhibition and/or demonstration stands are welcomed, and can be offered as a benefit tosponsoringorganisationsoropenedupasacalltoIDWattendees.Standsshouldbeinacentrallocationat

theevent,andfinancialremunerationtocoverthecostofthesetupandfacilitiesmaybechargedbythelocalorganisers.

5.7 NetworkingOpportunitiesOpportunities for participants to network in informal and social surroundings must be included in theplanningoftheevent.This includespre-dinnercocktails,entertainment,dinners,andbreakfastmeetings,

inadditiontothetea/coffeeandlunchbreaks.

5.8 ParticipantCommunicationIDW will set up a moderated mailing list to communicate with the confirmed (registered and paid)participants in advance of the event. The list is managed by the IDW OC (IDW20xx-

[email protected]).

6 VenueandFacilities

6.1 VenueTheIDWvenueshouldnormallyhaveacapacityofbetween800and1000participants,beinanaccessible

location that iswell-connected to the local transport system, and have an international airportwithin ashortdistanceandthathasexcellentglobalconnections.


6.2 Facilities

6.2.1 RoomStockAsaminimum,thevenueshouldofferfacilitiesfor:

● Alargeplenary(800–1000participants).

● Nofewerthan12parallelbreakoutmeetingroomsofvariedsizes(35–50and50–150participantspermeeting).

● 3–4boardroomsfor15–25people.

● Aregistrationarea,posterandexhibition/demonstrationareas,andcatering/networking facilities(asdescribedabove).Wherepossible,venueswithcentralnetworkingareasarestronglypreferredsincetheyofferparticipantsanopportunitytomeetandinteract.

● 3–4meeting roomswithdifferent capacities (one shouldhost150participants) available for1–2daysbefore3andaftertheeventfortheIDWfounderstohosttheirmanagementmeetings.

Eachroomshouldhaveaudio–visualequipmentasdetailedinSection6.3.

6.2.2 CODATAPre-andPost-IDWMeetingRoomsCODATAwillgenerallyorganiseamembershipmeetinganda thematicevent.Ahalf-daymeeting for theExecutiveCommittee;ameetingoftheDataPolicyCommittee;andaneventforearlycareerresearchers

(ECRs),alumni/helpers/instructorsoftrainingevents,anddataschoolsarealsoenvisaged.

Meeting Duration Approx#ofparticipants

Cateringrequired Pre-/Post-IDW

CODATAMembershipMeeting

One-day 50–70 Morningandafternoontea/coffeebreaks,andlunch;reception

Pre-orpost-IDW

CODATAThematicMeeting

One-day 100 Morningandafternoontea/coffeebreaks,andlunch

Pre-orpost-IDW

CODATAExCommMeeting

Half-day 15 Morningorafternoontea/coffeeasappropriate,andlunch

Preferablypost-IDW

TrainingActivityandDataSchoolsMeeting

Half-day 30–50 Morningorafternoontea/coffeeasappropriate,andlunch

Pre-orpost-IDW

DataPolicyCommittee

Half-day 10–20 Morningorafternoontea/coffeeasappropriate,andlunch

Pre-orpost-IDW

6.2.3 RDAPre-andPost-IDWMeetingRoomsAspartoftheirbid,thelocalorganisersshouldincludethecostsforroomsandcateringservicestocover

thefollowingRDAmeetings,whichareorganisedbeforeorafterIDW.AnyotherRDA‘business’meetingsareanintegralpartofthebreakoutsessionprogrammeandaremanagedbytheSecretariatandTAB.3DependentonwhenisthefirstdayofIDW.Forexample,MondayandTuesdayforaWednesdaystart.




RDACouncil Upto1fullday

20–25 Tea/coffeeandlunch Pre-IDW

RDAFundersForum 4–5hours 50 Tea/coffeeandlunch/reception

Pre-IDW

RDASecretariat 1fullday 15 Tea/coffeeandlunch Pre-orpost-IDWRDATABandWG/IGChairs

4hours 100+ Tea/coffee Pre-IDW

RDAforNewcomers 2–3hours 100–200 Tea/coffeeorcocktail(iffeasible)

Pre-IDW

RDAOAandOABMeeting

2–3hours 65 Tea/coffee Post-IDW(usuallyintheafternoon,directlyaftertheeventfinishes)

RDATABDebrief 4hours 20 Lunchandtea/coffee Post-IDW(usuallyintheafternoon,directlyaftertheeventfinishes)

6.2.4 WDSPre-andPost-IDWMeetingRoomsAspartoftheirbid,thelocalorganisersshouldincludethecostsforroomsandfacilitiestocoverthebelowmeetings. It ishoped,butnotaprerequisite, thatcateringbecovered for themboth. Inparticular,WDS

maycoverthecateringcostsforitsScientificCommitteeMeeting.

WDSexpectstoalsoorganiseanECRSocialEventduringIDW.Again,theroomandfacilitiescostsforthiseventshouldbecoveredbythelocalhosts.However,thecateringcostscouldpotentiallybebornebyWDS.



WDSInternationalDataRepositoriesDay

Uptoonefullday

100 Morningandafternoontea/coffeebreaks,andlunch

Ideallypre-IDW.

WDSScientificCommitteeMeeting

Twofulldays 20 Morningandafternoontea/coffeebreaks,andlunch

Ideallypost-IDW(itshouldbeoppositetoDataRepositoriesDay)

6.2.5 ThirdPartyCo-locatedEventsIn addition to side events convened by the founding organisations, third-party co-located events are an

importantfeatureofIDWandarevaluedbythecommunityandpartnerorganisations.Co-locatedeventsshouldbeofdirectrelevancetoIDW,andallco-locatedeventsshouldbediscussedandapprovedbythePCbeforeofficialacceptance.Prioritywillbegiven to relevantapplications fromplenaryhostorganisations,

and to founding organisations and affiliates. Such events are not core to this proposal, but should befacilitatedbythevenueandlocalorganisersasfinanciallyandorganisationallyseparateactivitieswiththeirownindependentbudget.Theyshouldoccurbeforeandafter,butnotduringIDW.


6.2.6 Catering

Thehostsshould,asaminimumrequirement,factorinmorningandafternoontea/coffeebreaks,lunchesfor each day of IDW, and at least one social event (cocktail or dinner according to budget possibilities).Desirable additional catering services are: breakfast, all-day tea/coffee and water stations, and further

networkingoptions(cocktails,dinners,parties,etc.).

Participantswillbeinvitedduringregistrationtoindicateanyspecialdietaryrequirements(e.g.,vegetarian,vegan,gluten-free, lactose-free,nutallergies,etc.),andlocalcatererswillbeprovidedwitha listofthesedietaryrequirements.Amethodformanagingthecateringisessentialtoensurethosemakingcleartheir

requirements are served correctly. It is recommended that special dietary requirement stations ordistribution points during the catering should be set up. Ideally, all ingredients should be clearly listedbesidethefoodbeingserved.Ataminimum,itshouldbelistedastowhethercateringoptionsaresuitable

forspecificdiets.

6.2.7 SocialDinnerandNetworkingReceptionLocal organisers should arrange the social ‘dinner’ and reception, and both events must be able toaccommodateallparticipants.Feestosubsidisethecostoforganisingthesocialeventsmaybechargedin

additiontotheregistrationfee(Section11.1.5).Wherepossible,thesocial‘dinner’shouldbeanetworkingeventduringwhichpeoplecanmingle.Inthisregard,abuffetorsemi-seatedsetupisencouraged.

6.2.8 AccessibilityAll venues should cater for participants with reduced mobility; especially, those requiring wheelchair

access.Anyeventualcaveatstosmoothaccessibility(useofdifferentaccesspoints, limitationonmeetingroomaccess,etc.)shouldbecommunicatedtotheIDWOCinordertofacilitateaccesstoparticipantswithreducedmobility.

6.3 Audio–visual,Streaming,andRemoteParticipation

6.3.1 Audio–visualEquipmentThe plenary room must be equipped with a projector, large screens, a sound system for up to eight

speakers on a panel, a lectern equipped with microphone, a laptop and laser pointer, and wirelessmicrophones.Parallelbreakout roomsmustbeequippedwithprojectors, screens,and soundsystemsasneededandaccordingtothesizeoftheroom.

6.3.2 LiveStreamingSpecifications

Localorganisersmustarrangelive-streamingandrecordingfacilitiesforallthemainplenarysessions.Theorganisationprovidingthestreamingshouldguaranteeahigh-qualityaudioandvideostream,post-eventrecording in mp4, and preferably edited videos—specifically, they should cut the recordings by

presentationsincenoonecanstoreorlookatawholesession/blockofgreaterthanonehour.

Thelivestreamingshouldbeconfiguredinsuchawaythat itdoesnot interferewiththeIDWeventWiFinetwork(Section6.4).


An online chat feature that enables people following the streaming to post questions to the speakers

shouldbeforeseen.Thiscanbeone-wayonly,wherebywatchersaskthequestionsandtherearenoliveinteractions.Apicture-in-picture view isalwayseasier to followremotely;namely,whenslidesarebeingshown,viewersseetheslidesandasmallinsertofthespeakerinthecorneroftheframe,andifnoslides

areshown,viewerseeafullscreenshotofthespeakerwithintermittentviewsoftheaudience.

Fromanaudioviewpoint, streamedsessions shouldbe linkeddirectly to theaudio systemsuch that thequalityisclear.Allspeakersandparticipantsshouldbeaskedtousethemicrophonewhentheyspeak.

6.3.3 RemoteParticipationSpecificationsLocalorganisersshouldinvestigateandfacilitatetheremoteparticipationofattendeestotheparallelIDW

sessions.The foundingorganiserscanprovideanonlinemeetingsystem,with the localorganisers takinginto consideration that the following prerequisites should be met to provide user-friendly remoteparticipation:

● Alaptop/personalcomputerfromwhichthesessioncanbebroadcast.

● Anaudio–visualsystemtowhichthebroadcastinglaptop/personalcomputercanbeconnectedandofferinggoodaudioquality.

● Hands-freemicrophonesforspeakersandparticipantstouseatalltimes.

● Awell-positionedvideocamerathatcapturesthemeetingroomandtheparticipants.

6.4 WiFiAstable,reliable,androbustInternetserviceisrequired.Itshouldhavemultipleaccesspoints,beabletosupport at least two devices per participant, and coverage should be throughout all conferencefacilities/venues.

6.4.1 Basictechnicalassumptions4

Thenumberofattendees/participantsat IDW isestimatedtobe800–1000. It isverycommonnowadaysthat thenumberofwirelessdevices is notone-to-one; that is, onewirelessdevice forone individual. Inmostcases,therearethreewirelessdevicesperparticipant:oneprimarydevice,suchasnetbookorlaptop;

onetablet;andonesmartphone(iPhone,Android-based,WindowsOS,etc.).

It is anticipated thatnotall participantswill carry threedevices,but themajoritywill carryat least two.TheseassumptionsraisethenumberofdistinctwirelessdevicesdistinguishedbydifferentMACaddressedtoapproximately3000devices(i.e.,1000x3).Outofthispotentialnumberof3000wirelessdevices,70%–

80%ofusersareestimatedtohavetheirWiFiswitchedon,andnomorethan50%ofthesedeviceswillbeactiveatthesametime(smartphonesusuallyhaveatimeoutfortheirwirelessafterwhichtheyshutdown).Therefore:

1000attendees*3WirelessDevices/attendee=3000*0.75=2250*0.5=c.1125concurrentdevices.

4Source:GRNETS.A.


The requirement for the Minimum Acceptable per Connection Bandwidth (BW) is 1 Mbps per device;

therefore, 1.125Gbpswill be the total bandwidth consumed if all connecteddevices are consuming thebandwidth simultaneously. In addition to this bandwidth, we should add an extra 100 Mbps of trafficgeneratedbyspecificexhibitorsthatwillbesharinghiddenSSID(s).Ingeneral,thewirelessdeviceswillbe

‘scattered’inthevenue.

Assumingamixedpatternof802.11gand802.11aclients,acellyieldsanaggregatethroughputof25Mbpsofbandwidthperradioapproximately.AseachoftheAccessPointsusedwillsupportdualradios,anumberof 40 devices per APwill be supported for the average aggregate 1Mbps per client throughput. Taking

under consideration the fact that frequency reusewill be active, the number of concurrent devices in agivenlocationwillbemultipliedbythenumberofAPsdeployedinthespecificlocation.

ForeachWiFicellthatwillbecreated,thefollowingstandstrue:

● All cells will be mixed service cells, as they will be servicing both 11n clients and legacy 11a/gclients. Thismixture is not optimal, but it is the onlyway to serve both legacy devices and 11n

devicestogether.● In the same way, 11b client devices will not be supported since the throughput will suffer

significantlywiththepresenceofold11bclients.

● For11nclients,thechannelbandwidthwillbekeptto20MHzinsteadof40MHzinordertobeabletoreusemoreWiFichannelsinboththe2.4GHzandthe5GHzband.

6.5 PowerMultiplepowerpointsandcharging stations shouldbeavailable inallmeeting rooms,networkingareas,andplenarysessionfacilities.Provisionofpowerboardsandextensionleadsishighlyrecommended.

7 Branding,Communications,andMediaAllcommunicationrelatingtotheeventshouldgiveprimaryvisibilitytotheIDWbrand,withthesupportofand co-organisation by other organisations. Communications should clearly indicate all organisers andsupporters. Communications about IDW must include the IDW logo; the founding organisation logos

(CODATA,RDA,andWDS);andlinkstotheIDW,SciDataCon,andRDAwebsites.

7.1 BrandedMaterialIDWco-brandedmaterial(banners,signage,etc.)shouldbeincludedaspartofthemeetingbudget.

RDA, CODATA, and WDS will each supply their own branded material (pop-up/roll-up banners, flyers,posters, etc.) tobeused at theevent. Support and contributionson thepromotional texts, articles, andnewspieceswillbeprovidedbytherespectivesecretariats.

7.2 EventBrandingThefoundingorganisationswillsupportthelocalorganisersindefiningabrandimageforeachIDWtobe

used in all promotional materials leading up to and during the event. This includes a logo, PowerPoint


template, flyer, and poster design. The design should be included on the badges, programme, and any

othermaterialproducedfordistributionattheevent.

7.3 DelegatePacksLocal organisers should cover the costs of documentation for delegates, including badges, lanyards, andhand-outs. To keep paper to a minimum, IDW events provide a badge, holder, lanyard, and printedprogrammeoutline(suppliedinthebadge)toeachdelegate,andthecostsfortheseshouldbecoveredin

thebudget.Localorganisersarefreetoprovidedelegatebags,notepads,pens,USBkeys,andotheritemsthataresponsoreddirectlyorpaidforfromsurplusbudget.Thecostoftheseitemsshouldnotbeincludedintheeventbudget.

7.4 OtherDocumentsDocumentsforthechairsoftheplenarysessions—includingthespeakerline-up,presentationdetails,bios,

and other relevant information—should be prepared and distributed to the plenary chairs prior to theeventinelectronicformandatthestartoftheeventinpaperform.

7.5 SignagePosters, logos, lectern signs, parallel session room signs, name plates for plenary speakers, dailyprogrammesigns,posters,andsoon,shouldbeproducedbythelocalorganizers.Allsignageshouldbeof

adequatesizeandvisibilityinthevenue.

7.6 PressandMediaPartnershipsLocalorganisersareencouraged toarrangepartnershipswith local,national,and internationalpressandmediatocovertheevent.Presspacksandpressconferencescanbeorganisedinclosecollaborationwith

theIDWPC.PressbriefingsandreleasesarepreparedbythePC.

7.7 SocialMediaDynamic and innovative ways of leveraging on social media coverage of the event is encouraged; forexample Twitter walls, slideshare presentations, and social media curation. Engagement with localuniversitiesorcollegeshavingSocialMediastudyprogrammesisagoodwaytoidentifyvolunteerstowork

onthisactivityaspartoftheircoursework.

● IDWsocialmediaaccountswillbemanagedbytheIDWPCandcommunicationsstaff.● CODATA,RDA,andWDShavetheirownsocialmediaaccountsthataremanageddirectlybytheir

respectivecommunicationsstaff.

7.8 CommunicationsA detailed communication plan should be designed and managed by the OC, and presented to and

approvedbythePC.Thecommunicationplanshouldincludebothglobalandlocalactionstoensurebroaddisseminationandcoverageoftheeventanditsgoals.


8 RegistrationProcessandFinancesRegistration,wherepossible,shouldbemanagedviatheIDWwebsite,whichhasallthefacilitiesneededtomanageregistrationsexceptthepaymentgateway(Section8.3).

The local organisers accept complete financial responsibility for the event costs. Costs are offset by

partnerships with pertinent local organisations, registration fees, and by sponsorship. IDW foundingorganisers will provide organisational support,mainly through their PC and OC representatives. For thepurposesof tracking,analysis,and futureplanning, the foundingorganisationsshouldhaveaccess to the

overallbudgetfileandthefinalversionshouldbeprovidedpost-IDWfortheirrecords.

8.1 IDWRegistrationDatabaseTofacilitatethemanagementoftheeventandofregistrationfeetracking,thefoundingorganisersofIDWmustabidetocertaindataprivacyconditionsundertheGeneralDataProtectionRegulation.Whenpeople

registertotheevent,theuseandmanagementoftheircontactdetailsmustbeclearandrespectEU5andlocallegislation.Therefore,IDWcommitteesmustagreetonot

● Reusecirculatedcontactdetailsforanyotheractivity.● Sharethedatabasewithothers.

The participant list—including names, surnames, organisations, and countries—is published on the IDW

websiteonce100+ registrations is reached,andcanbeusedasa reference forproviding informationonparticipants.

8.2 RegistrationFeesConferencecostsshouldbecoveredbyacombinationofregistrationfees,sponsorship,andsupportfromthe localorganisations,government,andsoon. It isa significant responsibilityof the localorganiserand

partnerstoobtaingovernmentalandsponsorshipsupport.

Registration fees should be set at a rate that the market can bear and that is appropriate for thecommunity.Thefoundingorganisationssuggestthatabaseregistrationfeeintherangeof500–800EURisappropriate.ThereshouldbeareductionforparticipantsfromLowandMiddleIncomeCountries(LMICs)

and forstudents (Sections8.2.1and8.2.2).A lateregistration fee (noearlier than fourweeksbeforetheevent)increaseofupto25%oftheEarlyBirdrate,andanonsiteregistrationfeeincreaseofupto60%oftheEarlyBirdrate,maybechargedtocoverextraadministrativecosts.

A cancellationpolicy shouldbe clearlydefinedand implementedwhen registration is launched,with the

terms of the policy agreed upon in advance with the founding organisations. Local organisers may, ifdeemedsuitable,chargeanextrafeetocoverthesocialreception/dinnercosts(Section8.2.7).

5IDWwebsitecontentandcontactdetailsarestoredindatacentreslocatedinEurope.


8.2.1 EventualLMICRegistrationFees

Local organisers are encouraged to offer reduced registration fees for LMICparticipantswhere possible.ThereferenceforLMICsisWorldBankData6.

8.2.2 EventualStudentRegistrationFeesCriteriaforstudentfeeeligibilityshouldbedefined,andtherelevantdocumentationshouldbedescribed

andrequesteduponregistrationtoensurevalidapplications.

8.2.3 EventualRemoteParticipationFeeGiven the different locations of IDW events, as well as the financial limitations on many potentialattendees,facilitationofremoteparticipationisimportant.ThetechnicalrequirementsoutlinedinSection

6.3 could be subsidised by charging a remote participation fee. Some suggestions on costs are outlinedbelow.

RemoteParticipation FlatRateOnesession 30.00EURTwosessions 50.00EURThreeormoresessions 75.00EUR

8.2.4 SpecialFeeParticipantsThefoundingorganisationshaveagreementswithsomeoftheirmembersandfundersfordiscountedandadvantageous registration fees. These agreements will be recognised, and the cost for discounts and

waiverstakenintoaccountintheIDWbudget.

RDAOrganisationalMembers7areentitledtopaytheEarlyBirdregistrationfeeuptoandincludingonsiteregistration.CODATAhasagreementswithInstitutionalMembersandfundersforadvantageousorwaivedconferencefees.

8.2.5 Non-payingParticipants

All participants, including all organisers, are expected to pay the registration fee. A series of non-payingparticipants(i.e.,havingfreeregistrationanddinner)shouldbefactoredin,andcaninclude:

● EuropeanCommissionandothergovernmentalstaff.● Dignitariesandkeynotepresentersforplenarysessions.

● Press andmedia representatives; onlyupona clear agreement about themedia coverageof theeventandtangibleoutputs.

● Studentandothervolunteerssupportingonsitelogistics.

● Otherparticipantsatthediscretionofthelocalorganisers.

6https://datahelpdesk.worldbank.org/knowledgebase/articles/906519-world-bank-country-and-lending-groups7https://www.rd-alliance.org/get-involved/organisational-membership/rda-organisational-affiliate-members


8.2.6 LiaisingonRegistrationFees

Beforetheirdefinitionandpublication,registrationfeesanddeadlinesshouldbeclearlytransmittedtotheIDWPCandOC,whowillinterfacedirectlyforanyeventualnegotiationandwillprovideafinalagreementinwriting.

8.2.7 SocialEventFinancialContribution

Afurtherfinancialcontributiontothecostofattendingthesocialevent(dinner)canberequestedtoavoidno-showsandwaste (i.e., foodanddrinknotconsumed).This feemaybe increasedfor thoseregisteringonsitetocoveradditionaladministrativecosts.Localorganisersshouldidentifyaprocessforvalidatingand

checkingsocialdinnerguestsandshouldclearly indicateoneventsignage (dinner tickets,guest list,etc.)how the validation processwill take place. The table below gives a suggestion on possible social dinnercosts.

SocialDinnercontribution Onlinefee OnsiteFee

Participants 35.00EUR 70.00EUR

Accompanyingguests 45.00EUR 80.00EUR

8.3 RegistrationFeePaymentGatewaysLocal organisers should set up appropriate and secure online payment channels linked to the IDWregistrationformandwebsite.Participantsshouldbemadeawarethattheyneedtoregisteronthis(oranyotherexternal)siteseparately,butthatitprovidesasecurepaymentsystem.Participantsshouldbeableto

pay by bank transfer, credit card, and paypal. Note that the local organisers should clearly define thecommissioncostsforonlinefeepaymentandeitherfactorthemintotheoverallregistrationfeeorclearlyindicate themon the registrationpagebefore payment.A currency converter link shouldbe included to

facilitateparticipants’understandingofthecostsintheirowncurrency.

The personal details requested on the payment gateway should be sufficient to match a participant’sregistrationwith their payment, but themain information on participation (events, contact details, etc.)mustbeontheIDWwebsiteforthereasonsstatedinSection8.1.

8.4 Invoices/ReceiptsLocalorganisersarerequiredtoprovideindividualinvoices/receiptsforregistrationfees.

8.5 CertificationofAttendanceLocalorganisersarerequiredtoprovideattendancecertificatesforparticipants.Tominimiseadministrativeoverhead,theseshouldbeissuedonlyupondirectrequestbytheparticipantinquestion.

8.6 ProfitandLossCareful financial planning is necessary to avoid profit-and-loss scenarios.Where possible, excess budgetshould be used to offer increased onsite services in terms of technical support, catering, social events,

eventgiveaways,andsoon.TheIDWfoundingorganisationsandtheiraffiliatesdonottakeanyfinancialresponsibilityfortheIDWeventorganisation.


8.7 SponsorsSponsorshipofIDWmeetingsiswelcomed,butmustbeagreedwiththePCinallcases,andparticularlyin

the case of commercial organisations. Visibility at the event and in advance is allowed, but should beagreedwithPCbeforepublication.Thesponsorshippackagedevelopedbylocalorganisersshouldoutlinedistinctlevelsofvisibilityandcorrespondingfinancial(orother)contributions.

9 LocalStaffSupportManydifferenttypesof‘ontheground’supportarerequiredatIDW:

● Registrationstaff.Localorganisersshouldsecure3–4stafftomanagetheregistrationdesksatpeaktimes(openingdayandmornings).

● Parallel session staff. Manage door sign changes and parallel session participant lists, and

support/interactingwithsessionschairs.● Socialmedia coverage. Local socialmedia students towritepressarticles, generateblogs, curate

socialmedia,andsoon.

● Technical support. The venue should provide sufficient and seamless, on-demand technical andaudio-visualsupportattheevent.

● Internet/WiFi.Anofficial representativeof the Internetprovider shouldbeavailableonsite at all

timesduringIDW,andinparticularduringthefirstday.

Localorganisersarestronglyencouragedtoengagewithlocal/nationaluniversitiesandinstitutionstoseekstudentvolunteersenrolledinrelevantcourses(datascience,computerscience,IT,etc.)toprovidesupportduringtheevent.

10 Other

10.1 AccommodationAllIDWmeetingparticipantswillpaytheirowntravelandsubsistence.Localorganisersshouldfacilitatethe

identificationofaccommodationcloseto,orwithinareasonabledistanceof,thevenueandshouldofferarange of different hotel categories. Local organisers may manage accommodation requests directly orthroughalocalagency,thecostsofwhichshouldnotbeincludedintheeventbudget.

10.2 PhotographerAphotographercoveringthedignitaries,plenarysessions,andnetworkingeventsshouldbeengagedand

shouldprovidedigital copiesof thephotographs to theorganisers.Allorganisers shouldhave full accessandusagerightstothesephotographs,clearlyreferencingthephotographerinallcases.

10.3 EventProgrammeApplicationLocalorganisersshouldconsiderusinganexistingsmartdeviceapplication/mobileconferenceassistanttoprovide online/real-time programme information to participants. The use of such technology provides

important,up-to-dateinformationinrealtimeandsavesconsiderableprintingcosts.Oneexamplethatis


frequentlyused inEurope isConference4Me(http://conference4me.psnc.pl/),whichhasbeendeveloped

bythePoznanSupercomputing&NetworkingCenterinPoland.

10.4 VisibilityOpportunitiesforAttendeesOpportunities such as poster sessions, material distribution, elevator pitches, and so on, should beorganised asmuch as possible. Different types of participants (e.g., ECRs) should be offered visibility toshowcasetheiractivitiestootherattendees.

10.5 VisaApplicationsItisveryimportanttooutlineontheeventwebsiteclearlyandinatimelymanner,visaapplicationdetails,

linkstothecorrectnationalbodiesthatprovideofficialinformationandrelevantforms,aswellasexpectedtimelines.Localorganisersshouldidentifywhichlocal,officialorganisationwillissuevisainvitationletters.A specific email address ([email protected]) will be setup to coordinate the visa

applicationprocess.

11 BidSubmissionBids, inelectroniceditableformatandnotexceeding12pages,shouldbeprovidedbyemailtoalloftheIDWfoundingorganisationrepresentativeslistedbelow:

● SimonHodson,CODATAExecutiveDirectoratsimon[at]codata.org

● HilaryHanahoe,RDASecretaryGeneral,athilary.hanahoe[at]rda-foudation.org● RorieEdmunds,WDSActingExecutiveDirector,atrorie.edmunds[at]icsu-wds.org

11.1 OutlineofBidStructureBidsshouldincludethefollowingsectionsanddetails.

11.1.1 HostOrganisationandPartnershipDetailsNames, affiliations, andemail contact information for themainorganisers. Pleasealsodescribe thehost

organisation, the partnership supporting the bid, and the capacity of this partnership for hosting andpromotingamajorinternationalevent(includingdedicatedeffort).Itwillbeimportanttoprovideevidenceofthesupportofstakeholdersinthedatacommunity(researchorganisations,datastewardshipanddata

scienceorganisations,researchpolicyandgovernment,etc.).Thebidshouldclearlydescribeandquantifythenatureof government commitment to the event (andwhether this is from city, regional or nationalbodies).

11.1.2 LocationandDatesDetailsoftheproposedlocation(s)andasetofsuggesteddates.ThebidshouldmakeclearhowthedistinctattributesofthelocationwillbenefittheobjectivesofInternationalDataWeekandenhancethesuccessoftheevent.

11.1.3 VenueFacilitiesAdetaileddescriptionofthevenue(s)proposed,outliningthefacilitiesintermsof:


● Delegatecapacity.

● Meetingroomsavailable.● Plenaryroomcapacity.● Networkingareas.

● WiFicapacity.● Cateringfacilities.● Audio–visualequipment.

● Accessibility(localtransport,internationalairportconnections,onsitereducedmobilityaccess).● Accommodation.

11.1.4 ProgrammeAdraftoutlineoftheschedulefortheIDWevent, includingproposeddates,startandendtimes,plenary

and parallel session timings, and proposed networking events. Hosts may already suggest names andcandidates for the PC at this stage. Suggestions for distinctive plenary sessions, including localpolicymakers,researchers,industryorcivilsocietyorganisationswillbewelcome.

11.1.5 FinancialPackageandSupportA draft budget, including eventual sponsorships; local, national, regional financial support; and theproposed registration fee and eventual excess cost estimates to be covered. Details on the paymentgatewayandanyrelatedcostsshouldbeoutlined in this section.Bidsmustprovideaclearstatement to

takeultimatefinancialresponsibilityfortheevent.

11.1.6 MediaPlanAbriefoutlineoflocal,national,regional,andinternationalplansforpublicisingtheevent.

11.1.7 ImpactandLegacyPlanThe bid should include a compelling plan for impact and enduring legacy from the event. Indications of

follow-up events and initiatives are encouraged. The proposal should make clear how this plan willcontribute to themissions and objectives of the founding organisations (newor enhancedmembership,engagement)andhowdataandOpenScienceissuesinthehostcity/region/nationwillbenefitfromhosting

InternationalDataWeek.

11.2 MemorandumofUnderstandingandFinancialResponsibilityThe local organisers behind the winning bid will be required to sign aMemorandum of Understanding(MoU)with the foundingorganisations.TheMoUwill specify thatsole financial responsibility is takenbythe local organisations for IDW. The founding organisations undertake tomake all best efforts to raise

sponsorship, assist in obtaining governmental support, and promote the event. However, they will notfinanciallyunderwriteanyshortfallintheeventbudget.

11.3 CriteriaforBidEvaluationEachbidwillbeevaluatedbyatleastthreeevaluators,representingthefoundingorganisations.Criteriaare

basedonthefollowingsixcategoriesandweightedaccordingtothetablebelow.


Category Weight Criteriaconsidered

Host Organisation andPartnership

20% ● Capacity for hosting and promoting amajor internationalevent.

● Strongpartnershipoforganisations.● Dedicatedefforttotheevent.● Government commitment and means of engaging

dignitaries.LocationandDates 10% ● Proposeddatesarefeasibleandwithintimeframeincall.

● Locationwillbenefit IDWandcontribute to the successoftheevent.

VenueandFacilities 20% ● Capacitytohostbetween800–1000delegates.● Availability of at least 12 breakout rooms, an auditorium

for800+peopleoranalternative,andnetworkingareasforpostersandcatering.

● Provisionofadequatewifiandtechnicalsupport.● Venue accessibility: local transport, international airport

connections,onsitereducedmobilityaccess.● Accommodation options: reasonable hotelswithin a short

distance.Programme 10% ● Compellingprogramme.

● StrongsuggestionsforProgrammeCommittee.● Distinctiveandexcitingsuggestionsforplenarysessionsor

otheractivities.Financial Package andSupport

20% ● Clearstatementoffinancialresponsibility.● Reasonableoverallcostsandproposedregistrationfee.● Range of potential sponsors included; government and

localhostsupport.MediaPlan 5% ● Qualityandreachofmediaplan.

● Effectiveandinnovativeplantopromotetheevent.ImpactandLegacyPlan 15% ● Compelling plan for impact and ongoing legacy of the

event.● Indicationofconcreteandfeasiblefollow-upactivities.● Potential to acquire new community members, to extend

andreinforcetheparticipatingcommunityandthereachofthefoundingorganisations.

● How the host city/region will benefit from the event;particularly in terms of data, Open Science, and relatedissues.