Guidelines for Detailed Proposal

1. Recommended dates for the conference (preferably between mid-June and mid-July)

2. Information about the venue of the conference and the hosting organization (your University and Department); i.e., institutional support for sustainability and previous experience in conference hosting.

3. The level of commitment to the conference at your university (who makes the decision? What further information might this person need from ISDRS to arrive at a decision?)

4. The Conference should be offered in a hybrid (on-line + off-line format for each Track) mode with at least one Track Chair being present in each session. In case of an emergency (e.g. similar to the COVID-19 crises), a fully on-line version of the conference should be organised if there is reasonable time available for the organisation.

5. Preliminary thoughts on the major theme of the conference (please, check previous conferences for examples) and any related theme for the scientific programme. Themes and tracks should be based on the Society’s working groups (see https://isdrs.org/topic- groups/overview/), but there is scope for hosts to add a theme and accompanying tracks relating to the overarching theme of their conference.

6. An idea of plenary speakers, e.g., key local academic/policy figures you could be reasonably sure would agree to speak, in addition to high profile international figures whom you might reach out to for an invitation. Please also advice with the ISDRS vice president of any high profile contacts for the ISDRS to be asked as a key note.

7. The day preceding the conference, a PhD Day should be offered for early career

researchers (i.e., masters students, PhD students and recent PhDs in their first academic appointment). This one-day workshop allows the researchers to provide an overview of their research to be critiqued by experienced academics in a supportive setting. This is intended to be in addition to a regular conference presentation, not an alternative. The workshop is customarily the day before the official opening of the conference.

8. The conference should include options for local excursions of sustainability, e.g., half-day guided tours to local features of interest, conservation, industrial, environmental protection. The cost of these for participants is usually additional to the cost of registration.

9. There should be at least one conference dinner and a welcoming event. Ideally one social event should be included in the cost of registration, but additional amounts can be charged to cover the cost certainly of the dinner.

10. There should be a best paper and best poster award.

11. The proposed venue: please summarise the key features, including an outline of access

for international visitors.

12. A draft outline budget including likely registration fees and a reasonable estimate of

sponsorship. Please note the following:

• The off-line conference fee should fall within the 400-500 euro range for ISDRS members
• Discounts of approximately 25% should be offered for PhD students and low income country participants
• There should be a surcharge for non-ISDRS members, which is payable to ISDRS.
• ISDRS will retain a fee for the cost of the conference platform and 4 000-6 000 euros for administrative support.
• A 10% fee on the total of paid fees after deducting the costs to ISDRS (platform + administrative support) and non-members fees is payable to ISDRS.
• Up to 5 percentage of anticipated conference attendance should be offered as waived conference fee or as a scholarship.
• There should be an early bird rate offering a discount on each category.
• You should budget for a safe estimate of paying participants; the host retains any profit if additional participants are attracted, but equally faces the loss if numbers are fewer than predicted.

13. Anything else you would like the ISDRS Board to know about your plans?