The deadline for submitting workshop proposals is Monday 31 October 2016.
The IDCC 2017 workshops will take place on Monday 20 February and Thursday 23 February, either side of the conference. Each workshop can take up a half day (3.5 hours) or a whole day. Where possible the half day workshops will be scheduled for Monday 20 February and the full day workshops for Thursday 23 February.
Workshops can be booked separately to the main conference and delegates can attend as many workshops as they would like to. The workshops are promoted alongside the conference and branded as an integral part of IDCC17. The conference registration fee does not cover the costs of attending the workshops.
Cost of running a workshop
Workshops have a fixed underlying charge which applies for up to 25 delegates. Any delegate numbers over 25 are charged on a "per person" basis. Delegate numbers include speakers/presenters. Costs are the same regardless of how the workshop will be funded.
- Half day workshop: £1300 for up to 25 people, £52 per person thereafter
- Full day workshop: £2000 for up to 25 people, £80 per person thereafter
These costs cover room hire and setup, AV provision, administration, catering and printing of badges, programmes and delegate lists. Catering includes morning and/or afternoon break and lunch for both half day and full day workshops.
- Fully funded. You can choose to pay for the workshop in full thus making it free for delegates to attend. This is a popular format for workshops being run as part of funded projects or to learn about products. You may wish to cap the total cost of the workshop in which case you will have to let us know the maximum number of delegates you are willing to accept. If you don't cap the number of delegates, you are liable for whatever costs are associated with the numbers of attendees. That could reach £6000 for a full day workshop with 100 attendees. We will invoice you for the cost of the workshop.
- Subsidised. You may choose to cover par of the cost of the workshop and pass on to delegates a reduced fee. You will have to think of the maximum number of delegates you are willing to accept on your workshop. We will need to raise the minimum to cover the cost of the workshop, so we will ask you to guarantee any shortfall.
- Delegate fees. If you are unable to provide funds, delegates will be charged entry fees. This is a popular format for training sessions, for example. However, we need to be sure we raise the minimum workshop cost so we'll ask you to guarantee any shortfall.
You must state as part of the submission process, which funding model you wish to choose. Your choice will have no bearing on whether your workshop is selected from amongst the submissions. We make those choices based on the quality of the proposal and it's relevance to the IDCC audience alone.
How to submit a workshop
The workshop proposal should be submitted via ConfTool
This is the information that you should include as part of your submission:
- Workshop title: A one-line (ideally less) description of the workshop.
- Workshop organisers: A one-line description of those organising and/or delivering the workshop - individuals, an organisation, or both.
- Brief description: a short description of the workshop's aim, content and audience. Ideally less than 60 words this should be suitable for use in an overview programme (where it may link to a fuller description) or part of the booking process.
- Long description: A fuller description of your workshop's aims, content, audience and methods that can be presented to delegates and potential delegates as part of a more detailed programme. This should fit on one side of a sheet of paper and can include any other information, such as descriptions or brief biographies of the presenters, that you think may help people to choose between workshops.
- Room layout/workshop style: There are a number of options for room layouts. The best will depend on the type of event you propose to run. You can nominate cabaret-style (presenters at front, small groups of seats around tables), classroom-style (rows of tables facing the presenters) or boardroom-style (all seated around a central table). If some other option would suit, let us know in your proposal and we can discuss it with you if it is accepted. If some other layout is critical to the success of your workshop, you must let us know this in your proposal.
- Minimum/maximum delegate numbers: The minimum number of people (excluding speakers) you need for the event to be viable, and the maximum number you can cope with before it becomes unworkable or unaffordable. Remember you will have to pay the basic costs for up to 25 delegates.
- Number of speakers: An estimate will suffice.
- Funding model: Fully funded/ part funded (subsidised) /delegate fees
- Equipment requirements: Projectors, sound, flipcharts, whiteboards etc.
- Workshop length: Half day or full day.
Once accepted, we'll promote your workshop alongside the conference - it will appear on our web pages and in other publicity which covers programme detail and it will be bookable through the same system as that used for the main conference. Workshops can be booked as stand-alone tickets or as part of a conference booking.
However, it's in your interests to take on promotion for the workshop yourself. You'll have a better understanding of your ideal audience and probably know better than us how to reach them. We assume that you'll work with us to get the best possible audience for your workshop.
If you have any questions about your submission or funding please contact firstname.lastname@example.org in the first instance and you will be directed to the appropriate person.
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