#IDCC16 - late workshop submissions welcome

12 November, 2015 | in DCC News
By: Lorna Brown

The Programme Committee is still accepting late submissions of workshop proposals. 

Although the deadline has now passed, we can confirm that there are some additional slots available on Monday 22 and Thursday 25 February 2016. If you didn't prepare your proposal in time to submit before the deadline, or if you have since thought of a good idea for a workshop which would fit well, we'd like to hear from you.

Please read the information below and email us to register your interest in submitting a late workshop proposal

Each workshop can take up a half-day (3.5 hours) or a whole day. Workshops can be booked separately to the main conference and delegates can attend as many workshops as they wish. The workshops are promoted alongside the main conference and branded as an integral part of IDCC16.

The conference registration fee does not cover the costs of the workshops, though. You have two choices when making a workshop submission as to how it will be funded:

  •     Delegate fees, with a possible guarantee of minimum paymemt from you, or
  •     Fully-funded or subsidised by you.

You must state, as part of the submission process, which option 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 its relevance to the IDCC audience alone. More information on the funding options is provided in the section below.

Please see below for what other information you should submit with your proposal:

  •     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. It should be less than 60 words and suitable for use in an overview programme (where it may link to a full description).
  •     Long description: A full description of your workshop's aims, content, audience and methods that can be presented to delegates in the programme. This should fit comfortable on one side of a sheet of paper and can include any other information, such as brief biographies of the presenters, that you think may help people choose your workshop.
  •     Room layout/workshop style: There are a number of options available depending on the type of event you propose to run. You can choose between 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 there is another option that would suit you better, let us know in your proposal and we will discuss it with you later. 
  •     Minimum/maximum delegate numbers: This is 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.
  •     Number of speakers: An estimate will suffice.
  •     Funding model: See below.
  •     Equipment requirements: Projectors, sound, flipcharts, whiteboards etc. - let us know what you need now, not on the day of the event.
  •     Workshop length: Half day or full day. This is important, and you would be surprised how many people forget to tell us this!

Publicity

Once accepted, we'll promote your workshop alongside the conference; it will appear on our web pages and in other publicity which covers the programme in detail. It will also be bookable through the same system as the one 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 best interest to promote the workshop yourself. You have a better understanding of your ideal audience and may 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.

Cost of running a workshop

Workshops have a fixed underlying cost which applies to up to 25 delegates. The venue then charges us an additional per-delegate cost, which we need to recover. Delegate numbers include the speakers/presenters. Costs are the same regardless of how the workshop will be funded:

  •     Half-day workshop: €2000 up to 25 people, €50 per person thereafter.
  •     Full-day workshop: €3000 up to 25 people, €80 per person thereafter.

These costs cover room hire and setup, AV provision, administration, catering, printed programmes and delegate lists. Catering includes morning and/or afternoon break and lunch for both half-day and full-day workshops. If a workshop is cancelled sufficiently early, no costs will apply. After a cut-off date, full costs are payable.

Funding models

If you have funds available to run the event, you can choose to pay for the workshop and therefore make it free for delegates to attend. This is a popular format for workshops run as part of funded projects.

If you wish to cap the total cost of the workshop to you, you must let us know the maximum number of delegates you are willing to accept, and we will ensure that no more than that register. If you don't cap the number of delegates, you are liable for whatever costs are associated with the number who register. That could reach €9000 for a full-day workshop with 100 attendees. 

If you don't have money to fund a workshop, delegates will be charged to attend instead. This is a popular format for training sessions, hack events. However, we need to be sure we raise the minimum workshop cost so we'll ask you to guarantee any shortfall. There is a simple way to avoid having to be liable for this cost, through cut-off dates.

Whichever way you choose to fund your workshop, we'll let you know what is the cut-off date. We can give you the details of the numbers registered shortly before the cut-off date and give you the opportunity to withdraw at that point if numbers are too low. If so, there's no need to pay (funded workshops) or to cover the shortfall (charged workshops).

If the numbers are already sufficient, those running charged workshops can proceed knowing that it's all paid for. Only if you choose to proceed even though numbers aren't yet sufficient, you run the risk that you'll be asked to pay for a shortfall.

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