ICTE is currently planning for
Conferences through 2005. We frequently are asked if we would
consider holding an ICTE Conference at a particular location or
institution. ICTE welcomes proposals to host an ICTE Conference
from interested organizations.
If your institution would like to propose
a location for a future ICTE Conference, we suggest that you read the
following information and guidelines for ICTE Conferences. If you
believe that your organization can meet the requirements, and is
interested in making the commitments required, we encourage you to
prepare a brief summary and forward it to ICTE at the following address:
If you send your summary by mail, send it
International Conference on Technology
Post Office Box 540579
Grand Prairie, Texas 75054-0579
If you send your summary by courier, send
International Conference on Technology
c/o Dr. Lynn Peterson
University of Texas at Arlington
Dept. of Computer Science and Engineering
416 Yates, 300 Nedderman Hall
Arlington, Texas 76019
If you have questions prior to sending in
a summary, please contact ICTE at (972) 641-0504, or by e-mail at firstname.lastname@example.org,
or by fax at 1(972) 651-0792.
Those interested in proposing a future
site for an ICTE Conference should keep in mind that ICTE is a
non-profit, tax exempt corporation. Our primary objective with
each ICTE Conference is to bring educators together from many nations to
share information, experiences, and ideas for using technology
effectively in improving education. In addition, ICTE is not
organized around a trade show with vendor exhibits, as are many large
educational conferences. Our focus instead is on prepared
presentations that address the various themes of the Conference as set
out in the Call for Papers and the Conference Program for each event.
The preferred location for an ICTE
Conference is at an academic institution, on a University campus or in a
comparable academic setting.
The primary requirement is that the
proposing institution be interested in hosting a international
technology conference such as ICTE, and be willing to make a commitment
to assisting in the organization and management of the event.
The hosting institution will be asked to
provide individuals for the Executive Committee, and for the Organizing
Committee, and may also be asked to assist in reviewing abstracts
following distribution of the Call for Papers. The hosting
institution will also be asked to provide one person for a Conference
Co-Chair, and to provide one or two persons to serve as Editors for the
ICTE Conference Proceedings, which published following each Conference.
ICTE is not generally receptive to
working with commercial for-profit companies who specialize in
organizing and running conferences. We have found that such
arrangements make it difficult to keep ICTE registration prices within
the range we believe is appropriate for educators.
In addition, some universities have in
recent years set up internal groups or divisions whose objective is to
rent university facilities and generate revenue from these. As
with commercial conference managers, we find that such arrangements are
expensive and not appropriate for ICTE events. In fact, in the
past two years, we have found that several of these on-campus
arrangements would be considerably more expensive than regular
conference centers. We urge that interested organizations not
propose such arrangements, as they are very unlikely to be acceptable.
Conference Centers are generally not
acceptable due to costs. In addition, most Conference Centers are
oriented around exhibit areas for vendor exhibits. While most ICTE
conferences do include small exhibits, the major facilities requirement
for an ICTE Conference is as follows:
Ten or more presentation or break-out
rooms with combined seating sufficient to accommodate typical ICTE
attendance numbers of up to 1,200 persons. The rooms must include
electrical outlets and (for larger rooms) appropriate sound and
amplification systems. Smaller rooms can accommodate as few as
35 or 40 persons; we will schedule presentations in smaller and
larger rooms according to interest and projected attendance.
One or two auditoriums for Plenary
sessions. Ideally, a single auditorium should be large enough
to seat the ICTE attendance; however on several occasions we have
used two smaller auditoriums, splitting the attendance between the
two, and with a large screen television monitor in one auditorium
and a closed circuit TV camera link between the two
auditoriums. The one or two auditoriums can serve as
presentation rooms for more popular presentations as well.
The proposing institution must agree
to providing the facilities described in (1) and (2) to ICTE for the
for the three days of the Conference, and for the afternoon and
evening of the day before the Conference opening. The
proposing institution must agree to provide these without charge to
ICTE except for appropriate cleaning and preparation charges, to be
agreed on in advance.
A space for exhibits is desirable,
but not always essential.
Equipment such as computers, monitors,
and related audio visual equipment must available and provided by the
hosting institution for the three days of the Conference. If the
institution has some equipment available, but not enough computers to
provide one for each presentation room, for instance, ICTE may arrange
for a limited amount of equipment rental for some of the needed systems
if a reasonable priced source is available. However, typical equipment
rental rates are expensive and are generally not acceptable.
Reasonable access by air, and --
particularly in Europe -- by rail, is an important consideration. If
there is no local airport, access to a nearby city to where the
Conference is actually held can be acceptable. A recent example is
the ICTE Conference in Santa Fe, in New Mexico. The airport in
Albuquerque -- about 65 miles South of Santa Fe -- was satisfactory,
since very reasonable coach connections were available between the
Albuquerque airport and the Santa Fe conference site.
Adequate hotel facilities must be
available, and the time of year set for the Conference should avoid
times of the year when hotel s may be busy for other events.
If on a university campus, it is of
benefit if student residences are available to conference
attendees. This is not a requirement; however the availability of
modestly priced are often a factor in many educators' decisions to
attend a Conference. ICTE is flexible on scheduling ICTE events;
frequently we have planned for dates that allow use of student
residences for conference attendees between semesters or during holiday
Time of Year
ICTE Conferences have usually been held
in the Spring each year, in late March or early April. However,
very successful ICTE Conferences have also been held in October (ICTE
Tampa 1999) and in August (ICTE Oslo 1997).
ICTE is receptive to considering dates
other than our typical schedule.
One important consideration, however, is
the need to fix locations and times more than 18 months in advance of
any ICTE Conference; shorter lead times make it difficult or impossible
to do the necessary planning, preparation of announcements and Call for
Papers, and to proceed with the mailings and notifications to insure
adequate attendance and participation.
Costs and Expenses
ICTE is responsible for all promotion,
printing, mailing, and related costs necessary to announce, plan, and
conduct an ICTE Conference, with the exception of facilities at a
hosting institution, as discussed previously. ICTE makes these
commitments with printers and other suppliers, and ICTE enters into
appropriate agreements directly with suppliers. The hosting
institution is not expected to make or participate in these
Working with ICTE
If a proposal appears to meet the
requirements of ICTE, one or more representatives of ICTE will arrange
to meet with the proposing organization to see the facilities, and to
discuss the possible arrangements.
If there is agreement by both parties,
ICTE will provide our standard Agreement, to be signed by both ICTE and
the hosting institution, in order to proceed with the event.
Co-Chairs will be agreed on and announced
very early in the planning process, and Conference Themes, as well as an
overall Theme for the event, will be selected in cooperation with the
Mailings and related announcements will
depend on the time of year that is selected for the Conference, but must
be sufficiently in advance for preparation of Call for Papers,
Registration Brochures, and related materials. While ICTE is
responsible for these, it is important that one or more individuals with
the hosting institution be assigned and available to participate in
appropriate decisions as to content, Themes, layout, etc.