Global Learn Call to Host
Request for Proposals to Host
The Global Learn–Global Conference on Learning and Technology offers participants and the host university the unique advantages of a blended (F2F + virtual) and a broad perspective (global + local) event.
By working together and using their respective strengths, the Global Learn host and AACE can contribute a high quality, innovative event to the learning and technology community.
The host best understands and can plan for their local environment as well as showcase their university, speakers, ideas, development, and applications. As a result, they further gain global exposure to leading researchers and educators from 40+ countries.
At the same time, the Global Learn can take advantage of the 35+ years of well-proven AACE conference management, infrastructure, administrative support, and contacts with global leaders in the field.
- Maintain, staff, and administer the conference infrastructure to include:
- Submission, Review, and Scheduling Systems
- Registration System
- Publication Production System (Proceedings and Journal special issue)
- Academic Experts Conference Social Platform
- Virtual Presentation Platform
- Publicize the event via its mailing list network and membership.
- Through the LearnTechLib Digital Library, distribute and archive Global Learn Proceedings papers, recorded talks, and PowerPoint slides.
- Provide EdITLib trial subscriptions to participants and the host university library.
- Help ensure a high quality experience for participants and the host university.
- Provide meeting facilities, AV, and Internet. Global Learn is typically held in 5-8 meeting rooms on a university campus.
- Regionally publicize the event.
- Assist in scheduling presentations.
- Select keynote speakers. Suggest at least one national and one international keynote.
- Video record the keynote speakers.
- Handle local logistics and staff the meeting for registration, technical, and administrative personnel. Note: All registrations and payments will be handled online by AACE prior to the event.
- Provide session presider for each conference room to help with introductions, time keeping, and general organizational issues.
- Arrange catering. Cost will be reimbursed by AACE and based upon the agreed budget.
Program and Suggested Schedule
The conference program typically includes keynote talks, full papers, brief papers, and virtual papers. Note: AACE will manage the program for the virtual papers.
There is much flexibility in the following suggested daily schedule. The number of hours for each of the 2 days would be based upon the preference and needs of the host as well as number of accepted presentations.
Opening General Session and Keynote: 9-10 AM
Beverage Break: 10:00-10:30 AM
Concurrent Sessions: 11:45 AM-12:45 PM
Lunch Break: 12:45-1:45 PM
Concurrent Sessions: 1:45-2:45 PM
Beverage Break: 2:45-3:00 PM
Concurrent Sessions: 3:00-4:00 PM
Concurrent Sessions: 4:15-5:15 PM
Closing Reception: 5:15-6:00 PM (2nd day)
The language of the conference is English and possibly the native language of the host.
Recent Conference Information
As an example of a recent event, Global Learn 2015: Berlin, was truly a ‘Global Local Conference’ with 242 participants from 40 countries.
AACE and the host university will share the financial expenses as agreed in the budget. AACE will cover costs associated with infrastructure support, publicity, onsite catering, local printing, and keynote speakers. It is expected that host costs will be very minimal. The host will cover any costs associated with meeting facilities, AV, and Internet. The host also provides the staff or volunteers needed to organize the conference.
Proposal to Host Guidelines
The following items below are provided as a guide to assist with the preparation of proposals. The proposal to host Global Learn should include but not be limited to the following information.
Dates: The event can be any time of the year over 2-3 a day period.
Supporting University: Global Learn should be hosted and supported by one or more universities, research establishments, or institutes rather than by private persons. This host organization should be informed about the proposal and acknowledge the proposal before the final decision is made.
Meeting Room Facilities and Lodging:
|Room Use||Capacity||Number of Rooms|
|General Session||200+ Theatre||1|
|Breakout Sessions||40+ Theatre/Classroom||4-8|
|Beverage Breaks||150-300 Reception||1|
The location of the conference should be selected for optimum convenience, availability of lodging and transportation, and cost to attendees. Secondary ‘benefits’ such as seasonal weather, recreation, cultural events, tours, etc., should also be mentioned.
Specify name and distance to nearest international airport and appropriate airlines, transportation costs between airport and most lodging as well as transit costs between lodging and meeting facilities, if they are separate facilities.
Lodging and food accommodations are preferred in the vicinity of the meeting facilities. Specify or estimate lodging sites, available rooms, and approximate prices with US$ conversion ratio.
AV/Computer Equipment and Internet Access: Specify the availability of AV/computer equipment and Internet for presentations as well as WIFI for attendees.
Motivation: Give details of local research and educational interests, and an indication of size, topics and tradition of research/educational efforts of supporting institutions. Specify your interests or motives for organizing Global Learn (enjoyment, reputation, advancing local interest, etc. are all honorable motives).
Experience and History: Provide list of conferences and their number of attendees hosted in your location or by your organization. Detail any previous experiences in hosting such types of events, including conference name, size, location, length, etc. If applicable, detail unique successes and activities.
Local Publicity Opportunities: Specify how and where the host can help to publicize the conference in the local area.
Preliminary Budget: A preliminary budget containing estimated onsite catering costs should accompany the proposal. Please refer to the Financial section above if needed.
Submission Information and Proposal Deadline: If interested in hosting, please initially send first a brief (one-page) note, as soon as possible, indicating that you are intending to submit a full proposal.
You will be sent a reply confirming receipt. If you have any questions concerning this Request for Proposals, please do not hesitate to contact Sarah Benson.
AACE–Association for the Advancement of Computing in Education
PO Box 719, Waynesville, NC 28786 USA