[AISWorld] Call for bids to organize forthcoming instances of the International Conference on Process Mining (ICPM)

[van der Aalst, Wil]

The preparations for the International Conference on Process Mining (ICPM) are in full swing (see https://icpmconference.org/). (Please note that the abstracts deadline for research papers is tomorrow, February 1st, 2019.) The main players in process mining are supporting the event, see https://icpmconference.org/sponsors/. For sure the event taking place in Aachen in the last week of June will be another milestone in the uptake of process mining.
 
In order to be able to announce the location of ICPM 2020, we are now inviting bids for the next conference. The deadline for bids/initial expressions of interest is the end of February.  
 
We are looking forward to your input.
 
Cheers, Wil.

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Call for Organizers
International Conference on Process Mining


The International Conference on Process Mining (ICPM) invites bids to organize forthcoming instances of the conference, starting from 2020.

The ICPM conference
The IEEE International Conference on Process Mining (ICPM) aims to become the premium forum for researchers, practitioners, and developers in process mining. The objective is to explore and exchange knowledge in this field through scientific talks, industry discussions, contests, technical tutorials and panels. The conference covers all aspects of process mining research and practice, including theory, algorithmic challenges, applications and the connection with other fields.

ICPM is a five-day event, starting on Sunday and ending on Thursday. Sunday-Monday is devoted to auxiliary activities, like workshops and courses. Then Tuesday-Thursday is reserved for the plenary sessions (research and industrial tracks, tutorials and panels, demos sessions). Finally, Friday is reserved for potential co-located events.

The bidding process
Formally, the bidding process will be performed in two stages, in a two-month period: first, applicants may send a letter of intent to the preliminary Steering Committee. Then, if invited to the second stage, they may send a formal bid including all the necessary details.

Bids to host the next ICPM conferences will be considered around two years before the event, i.e., at the end of each June letters of intent should be sent to the Steering Committee. The Steering Committee will consider the bids, and select those candidates to go for the second stage, where a formal bid is required. The format and required information for both the letter of intent and the formal bid are provided at the end of this document. After the second stage, the selected host will be announced (before the next conference). Exceptionally, bids to host the 2020 conference are due on February 28th, 2019. The location of the 2020 conference will be publicly announced at the ICPM 2019 conference in Aachen.

Key requirements to host the ICPM conference

Please read the following criteria before sending in your bid:
1. The conference should be held in the period around October. 
2. The host must have the capacity to host 200+ attendees. 
3. The bidding group should be supported by an institution (e.g., the host's university).

Key responsibilities of the host
The host is responsible for all logistical and physical arrangements of the conference. The Steering Committee will offer support in the way of contacts, scientific committee organization, and similar. Due to being an IEEE Technical Co-Sponsored conference, hosts are fully responsible of the financial aspects of the conference. (This model may change in the future as the conference grows in size.)
In particular, the organizers will be required to:
- Provide the venue and conference catering, host registration, and take the lead on local publicity.
- The conference registration needs to include coffee breaks, lunches, and a conference dinner.  
- Set a registration fee for the conference which is expected to cover its costs. The organizers are supposed to actively look for sponsors to lower the registration costs. The intention is to have a non-profit event with a small positive margin.
- Find additional financial support (local and industrial sponsors).
- Arrange keynote speakers, and the logistical flow of the conference (panels, sessions, student awards, prizes, etc.).
- Report on progress to the ICPM Steering Committee, and ask for any assistance if needed.

Submitting a bid to host the ICPM conference: Letter of Intent (First Stage)
The Letter of Intent should be a maximum of three pages and address all the following:
1. Name of the venue and accommodation capabilities.
2. Proposed tentative conference dates.
3. Names of principal conference organizers and their affiliations. 
4. List of hotels that are located within convenient reach of the venue, and indicative room rates.
5. List of conferences that have been held at the venue over the last five years.
6. Names of potential sponsors, both at local or international level.
7. Names of institutions, organizations, companies, government agencies, etc. who may financially sponsor and/or technically support the conference.
8. Three suggestions for social activities.
9. Short list of potential banquet venues/options.
10. Possible "special features" due to the location and network of the organizers (e.g., excursion, co-located events, etc.).

Submitting a bid to host the ICPM conference: Formal Bid (Second Stage)
After evaluation of the Letters of Intent, some bidders will be invited to submit a full Formal bid. Each Formal Bid will include:
a) A detailed budget 
b) A full Formal Bid document which addresses in detail each of the following:
1. Proposed Conference Venue, including:
i. Rooms capabilities and equipment
ii. Booths/posters capabilities
2. International Air Access & Local Transportation
3. Accommodation for Regular and Student Participants, including:
i. Hotel rates, number of reserved rooms, distance to the conference venue, .
ii. Special room rates for students
iii. Transportation information
4. Organization team: list the organization team at various levels (from general organizers to assistants/helpers). For general chairs, include a supporting CV.
5. Link of the organization team to the process mining community: why this is the right team to host ICPM.
6. Summary of past conferences in the venue.
7. Local industrial interests: provide a list of local companies that may be interested in the conference' topics.
8. Potential financial support, and Budget, including:
i. List any expected support from government grants.
ii. List any expected support from sponsorship from companies/organizations.
iii. Include evidence of established agreements/relationships whenever possible.
iv. Include a detailed budget.
9. Social program, including:
i. List of potential banquet venues/options.
ii. List of potential social activities/excursions.
iii. List of potential pre- and post-conference full-day tours of nearby tourist attractions.

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Join the International Conference on Process Mining, June 23-28, 2019, Aachen, Germany
http://icpmconference.org/