The Extensive Reading Foundation is seeking site hosts for the Fourth World Congress in Extensive Reading (WC4) to be held at a suitable time of year in 2017 to allow maximum global attendance.
The program is projected to include 120-150 concurrent sessions, a few commercial sessions, some colloquia and poster sessions as well as 2-4 plenary sessions plus several concurrent Featured Speaker sessions over two-three days. The vast majority of the presentations should be about ER or EL in foreign languages. One or more free workshops on basic aspects of Extensive Reading pedagogy may also be scheduled prior to, during or after the Congress as a service to the local teaching community. A social program including a Congress banquet, evening outings and/or optional tours is standard.
1. The Host must be a reputable organization, foundation or association whose purpose is to support and promote EFL/ESL. The host cannot be an individual or group of individuals.
2. The Host should also be an Affiliate of the ERF or be willing to become one. Click here for information on how to become an ERF Affiliate.
3. The Host, or the Conference Committee members, should have already hosted, or have considerable experience in hosting regional or international conferences (preferably an ER Conference but this is not required)
Responsibilities of the Extensive Reading Foundation
The ERF will take care of the following aspects of the Congress:
1. Issue the invitations to all the Plenary and Featured Speakers who will be decided in consultation with the Host. The Host should recommend 1-3 local speakers who might be suitable Plenaries or Featured Speakers.
2. Issue international calls for participation
3. Supervise the Web-based acceptance and vetting of all proposals at the Congress – without exception. All proposals for the Congress should be submitted to an online system. Proposals submitted after the deadline might be accepted in exceptional circumstances and cannot be decided by the Host alone.
4. Programming and scheduling (in conjunction with the Host).
5. Design of logos, flyers, conference handbook and adverts (in conjunction with the Host).
6. Ensure all participants and invited speakers submit their titles, short abstracts, longer summaries, contact information in a timely fashion.
7. Appointment of an ERF Liaison who will be responsible for ensuring the Congress preparations are adequate and timely.
Responsibilities of Host
1. Finding a suitable and economically viable site to host the Congress. See below for site requirements.
2. Create a Conference Committee which should include an ERF Liaison and publish contact information. The Conference Committee shall hold regular face to face meetings and submit meeting reports to the ERF Liaison. If possible the ERF Liaison should be able to attend via video conferencing
3. Ensure the ERF gets headline billing. The ERF’s logo and name will be the most prominent in all published materials and signage. The Host may also put its logo on published materials.
4. Management of the Congress finances in conjunction with the ERF including managing a web-based registration system that also takes care of the proposals under a single participant ID.
5. The Host will submit various interim progress reports at various fixed dates as agreed by the ERF and the Host. Failure to meet these dates may lead to a cancellation of the Congress or a reduced share of the profits.
6. Solicitation and management of the Site Partners (such as publishers) to attend the Congress. The Site Partners will select from 3 categories, A B and C with Site Partners A paying more but getting a more prominent location, the ability to put flyers in conference bags, a free commercial slot, ability to sponsor speakers, Conference passes etc. Site partners B and C will have lesser benefits. The benefits for each site partner type will be decided in conjunction with the ERF.
7. Solicitation of staff including students, who would be willing to help with the local arrangements, signage, posters, directions, manning desks etc.
8. Local calls for participation, publicity and advertising
9. Arrangement of the printing of flyers, conference handbook, signs, banners, etc.
10. Arranging room requirements, signage, projectors, internet, locker rooms, Conference bags (preferably sponsored), name tags etc..
11. Liaison with participants regarding relevant visas, travel arrangements and providing information about hotel accommodation (arranging hotels for participants is not necessary). The Host shall not fund or ‘invite’ any attendees as this may lead to issues with the local immigration authorities. If a participant requires a letter for visa purposes, the ERF will issue an ‘acceptance to present letter’. The Host shall also not agree to fund any participant’s registration fees, travel or accommodation expenses without prior permission of the ERF.
12. Set up and manage a dedicated WC3 bi-lingual (local language and English) website to handle proposals, registration, scholarship applications, disseminate information and answer questions from participants.
13. Translations of any non-English copy.
14. Appointment of individuals to manage the Invited speakers, pay their fares and accommodation, confirm their travel arrangements and so on.
15. Compilation of the Congress handbook including schedule, welcome addresses, and details of each session.
16. Compilation of a Proceedings of the Congress no later than three months after the event is held
17. Arrange (and gain consent) for the video taping of all the main speeches to be made available to the ERF for its You-tube channel
18. Apply for and administer applications for grants or sponsorship from local institutions to support the Congress.
1. At least 8-10 rooms of varying sizes are required for concurrent sessions that can be (or are) equipped with data projectors and computers and internet access. All air conditioned if necessary.
2. An air-conditioned auditorium capable of seating 400-500 people, or whatever the projected capacity of the Congress might be. Two of the rooms should be large lecture rooms for Featured Speaker talks. These rooms must have Internet access and a projection system.
3. An exhibition area in an air conditioned environment nearby the presentation and/or plenary session rooms sufficiently large to accommodate the projected number of exhibitors.
4. Internet (preferably wifi) access to all participants on site
5. Ready availability of refreshments and access to meals for lunches.
6. An evening banquet (at or within walking distance of the site) on the first night of the Congress made available for free to all participants
7. Hotel space nearby that would be affordable to both local nationals and international colleagues.
1. The ERF and the Host will jointly decide how to collect fees from local or international attendees, site partners etc.. Some may be collected locally or some by the ERF.
2. The Registration fees will be decided in conjunction with the Host. A dual free-structure may be established – a “local fee structure” for cases where the average income of teachers in a given country is considerably below the expected average income of those travelling from abroad, and a “standard fee structure” for other participants.
3. The standard fees may be quoted and paid for in an International currency such as Euros or U.S. dollars.
4. The budget should be established based on a very conservative estimate of the probable number of attendees, in order to establish a “break even” point for attendance. Participation above that target will thus produce a profit.
5. The budget should include a site visit by a non-local ERF Board member. (A video-conference call might suffice).
6. At all times, the finances (projected budget and daily accounts) of the Congress shall be made viewable online by the ERF liaison
7. No additional non-budgeted expenses shall be made without the approval of the ERF Liaison.
8. The budget should include flights and accommodation for the invited speakers, the ERF liaison, the ERF Chair, the local WC3 Organizing Committee and the scholarships recipients.
9. Only the Invited speakers, Scholarship recipients, ERF Liaison, ERF Chair and WC3 Organizing Committee can have conference fees waived. In some cases the fees may be waived for attendees from poorer regions.
10. At the end of the Congress a full statement of accounts will be sent to the ERF within one month including full details of all transactions and a profit and loss statement.
11. Within 2 months after the end of the Congress, 60% of any profits will be remitted to the ERF with the local Host keeping 40%.
12. The ERF does not usually offer a gratuity to invited speakers, but may do so depending on local customs. If so this must form part of the budget.
In order to further develop the support offered by the ERF to participants from underserved countries through the Scholarship Program, Congress organisers are requested to work to the following procedures:
1. A financial framework for the provision of a minimum of 2 scholarships for participants from underserved countries should be part of the budget.
2. Members of the Congress Planning Committee will serve on the Congress Scholarship Committee sharing responsibilities for the acquisition of sponsorship support to tie in with the framework provided in (1) above.
3. The Chair of the Congress Scholarship Committee will be selected by the ERF Executive.
4. The Congress Scholarship Committee will review all the applicants and will decide the recipients.
1. Presenters can only present in English or the local language (to be indicated in the schedule and handbook.)
2. Two organizations may apply to be Host. In that case they will share any profits.
3. The proposal should suggest potential dates for the event. Preferably these dates should fall during times when overseas presenters are free to travel, ie. between terms.
Interested institutions are encouraged to contact the ERF as soon as possible if help is required with the specific details of the proposal. Some of the above is negotiable and applicants are invited to request changes if so desired.
The deadline for full proposal submissions is 31 March 2014. Please address expressions of interest to firstname.lastname@example.org.
The following documents should be submitted.
1. A full outline of the site, with pictures or video
2. An outline of how the Host will meet the above conditions
3. The case why the Host should be selected
4. A very detailed budget projection with anticipated attendee numbers, expected grants, number of site partners etc. The budget should state how the Host plans to manage the registration fees and how much they may be. Fees need to be determined for early-birds and regular registrations, students, members of affiliate organizations and so on.
5. Suggestions for features the Host may which to offer attendees (e.g. the BookLook at WC2 or a tie in with an International Literature festival).
6. A timeline of target dates
7. A list of the Conference Committee members, their roles and responsibilities
8. Details of previous conferences the Host or its Committee Members have helped organize
Feel free to submit draft documents for discussion prior to the deadline. Applications will be reviewed only once the deadline has passed.