[Rigf_program] Framework for APrIGF hosting proposal evaluation

[Paul Wilson]

Dear all,

I agreed to provide some thoughts on hosting proposal evaluation, and my apologies for the late result.

Below is a checklist/template of various aspects of a hosting proposal, that can be used to compare proposals in a systematic way.  This can be used as a starting point for evaluation, and to structure an evaluation discussion.  It could be extended with more "fields" for important information, and with some more structure to assist in comparison and evaluation, but I think this can be determined by an evaluation committee.

To assemble a committee, I suggest an identical process to that which was used for programme proposals, and this would be launched after the proposal deadline has passed.

For discussion at today's meeting.

Paul.

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APrIGF Proposal Evaluation Template
 
1. Summary
 
Proposal submitted by (organisation)
Host organisations
Primary sponsors
Dates
 
2. Venue
 
Conference venue (name and address)
Meeting rooms (number and sizes)
Venue/main accommodation (location and rate)
Alternative accommodation (locations and rates)
Internet access – hotels  (availability and cost)
 
3. Travel
 
Visa requirements (countries and fees)
International connections (hours from main cities)
Domestic connection (hours and cost)
Airport transfers (distance and cost)
 
4. Programme
 
Social Events (details)
Internet access (bandwidth and facilities)
Simultaneous interpretation (languages)
Transcription (onsite or online)
Fellowship program (included)
Keynote speakers/dignitaries (confirmed)
 
5. Other
 
6. Budget
 
Expenses:
 
  Room Rental
  Catering
  Opening Reception
  Social Event
  Closing event
  Internet Connectivity
  Other
 
Revenues:

  Sponsorship (target)
  Other income
  Underwriting
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