[agents] AAMAS2015 CfB - call for bids to host AAMAS 2015

[Onn Shehory]

		   CALL FOR BIDS TO HOST AAMAS-2015
		   ================================

This is a call for bids to host the fourteenth International Conference
on Autonomous Agents and Multiagent Systems (AAMAS) in 2015.  We will
consider bids from all geographical regions; however, for the 2015
conference, we particularly encourage bids from Asia and the Pacific Rim.

Please note that we seek bids from volunteers from the scientific
community, though they may be supported by paid meeting
professionals.

BACKGROUND

The initial AAMAS conference (AAMAS-2002) was held in Bologna, Italy
as a joint event comprising the 6th International Conference on
Autonomous Agents (AA), the 5th International Conference on Multiagent
Systems (ICMAS), and the 9th International Workshop on Agent Theories,
Architectures, and Languages (ATAL).

Subsequent AAMAS conferences have been held in Melbourne, Australia
(July 2003), New York City, NY, USA (July 2004), Utrecht, The
Netherlands (July 2005), Hakodate, Japan (May 2006), Honolulu, Hawaii,
USA (May 2007), Estoril, Portugal (May 2008), Budapest, Hungary (May
2009), Toronto, Canada (May 2010), Taipei, Taiwan (May 2011), Valencia,
Spain (June 2012). AAMAS 2013 will be held in May in
Saint Paul, Minnesota, USA, and AAMAS 2014 in Paris, France.

AAMAS is now firmly established as the largest and most influential
conference in the area of agents and multiagent systems, routinely
attracting several hundred participants.  AAMAS brings together
researchers and practitioners in all areas of agent technology such as
software agents, multiagent systems, synthetic agents, robotic agents,
and human-agent interaction.  The AAMAS conferences include a variety
of activities, including technical sessions, tutorials, associated
workshops, and social events.

AAMAS is the flagship conference of the non-profit International
Foundation for Autonomous Agents and Multiagent Systems (IFAAMAS); the
Foundation's website: http://www.ifaamas.org/ provides links to each
of the conferences.  The Foundation's Board of Directors is elected by
the AAMAS research community, membership in which is defined based on
attendance at AAMAS conferences.  (The next elections for the IFAAMAS
board will be held at the beginning of 2014.)

IFAAMAS underwrites the conference.  The IFAAMAS Board can provide
advance payments as might be necessary for booking venues.  The Board
seeks neither to obtain a surplus nor a deficit, but wishes to
shepherd the community's funds with the best care.

The Board has well-defined processes not only for selecting conference
hosting bids, but also for nominating and selecting general chairs,
who go on to select program chairs with Board approval, and fill out
the remaining organizing committee positions.  Those wishing to
participate in an AAMAS conference in any capacity should contact a
Board member for advice.

CONSTRAINTS ON TIMING AND SIZE

The IFAAMAS Board now invites bids for hosting AAMAS-2015.  The Board
has a strong preference for May.  Based on past experience and trends,
we expect the attendance of AAMAS-2015 to be between 600 and 800
people.  Plenary sessions should preferably be scheduled in a sufficiently
large hall.

In recent years, AAMAS conferences have included the following
components:
-- A main conference program of just under three days (Wednesday to
   Friday), including
  o six parallel presentation sessions
  o poster sessions interspersed with the presentation sessions
  o an opening reception with an entertainment program
  o a banquet including an entertainment program and awards ceremonies
-- A preconference program of two days (Monday and Tuesday) consisting
   of several workshops and tutorials and needing about 20 rooms
-- An additional preconference day (Sunday) for doctoral mentoring

Bidders can sometimes lower expenses by using University facilities
for the preconference programs if not for the main conference.


BIDDING PROCEDURE AND IMPORTANT DATES

All correspondence regarding bids should be directed by email to the
IFAAMAS Conference Committee Chair (Onn Shehory <onn at il.ibm.com>).

Bids should be made by individuals or small groups, with the backing
of a host institution (typically a university or research center).
Groups or individuals who are planning to submit a bid should notify
Dr. Shehory of their intention as soon as possible.

* Now: Expression of interest and queries.
* January 14, 2013: Submission of final bid.
* January 15, 2013-February 28, 2013: Potential discussions with
  bidders; internal discussions in the IFAAMAS Board.
* March 1, 2013: Decision.


BID CONTENT AND PURPOSE

Bids are geared towards determination of responsibility for local
arrangements and designation of Local Arrangements Chair.  Bids will
be reviewed by the IFAAMAS conference committee and Board.

A bid should consist of a short statement that explains why you meet
the criteria below.  A bid should include estimates of
- Charges for the conference venue
- Charges for food and drinks (coffee, lunches, reception, banquet)
  for 700 attendees
- Typical hotel and student housing costs
- Airfare from a few cities (Beijing, Frankfurt, Los Angeles, Moscow,
  New Delhi, New York, Sao Paulo, Sydney, Tel Aviv, Tokyo, Toronto)


Each bid should identify the proposed team of organizers, and include
full contact details.  The bid should be led by a member of the
scientific community.  At least one of the organizers should remain
available to respond to clarification requests, which often come up
during review.

CRITERIA FOR ASSESSING AAMAS BIDS

The following criteria will be used for evaluation.

* _Site Location_: attractiveness to conference attendees, as well as
  those accompanying the attendees (i.e., nearby attractions, tours,
  restaurants, and night clubs).  Will people *want* to attend?

* _Accessibility_: location with respect to major air routes and local
  transportation (trains, buses, automobiles).  Since AAMAS attracts
  world-wide participation, it is important that the venue be
  conveniently reachable for international (and intercontinental)
  attendees.

* _Dates_: relation to possibly conflicting special or local holidays;
  to conflicting or synergistic conventions or special events at the
  same time or immediately before or after the conference.

* _Climate and Season_: particularly as these factors affect (1) the
  availability of rooms and rate structure (and provide some
  negotiating edge with the hotels); and (2) attendance by the local
  community.

* _Facilities_: quantity, quality, flexibility, availability of
  meeting rooms, meeting support services, and exhibition hall.  This
  factor is linked to the choice of accommodations, as it may be
  desirable to colocate meeting facilities and accommodations.  Please
  include preliminary information regarding any space and equipment
  rental fees that may be incurred by the conference.

* _Accommodations_: ability to accommodate the anticipated numbers of
  conference attendees, with a range of income levels.  In other
  words, accommodations should range from business or luxury hotels to
  student housing.  Please include ballpark figures for hotel room
  rates.

* _Experience_: ability of the local organizers in organizing and
  handling projects of comparable size and complexity.  The use of a
  professional conference organization company may be included as part
  of the bid, with associated estimated costs, benefits, and
  suitability.

* _Supporting Scientific Community_: the presence of regional and
  local research communities to support the conference and which will
  benefit from its occurrence.  Interest of the community in hosting
  or supporting synergistic colocated conferences.  Since the AAMAS
  area touches upon several other areas, it would be worth exploiting
  synergies by colocating with related events.

* _Backing of Host Institution_: does the organizers' institution
  support the conference?  Host institutions sometimes can provide
  free or low-cost facilities for the entire conference or for the
  preconference program.  They can loan equipment such as PC
  projectors and wireless routers.  They can provide access to
  their housing facilities.  The use of institutional facilities or
  equipment would typically constrain the schedule, but it might be a
  worthwhile tradeoff.

* _Supporting Local Industry_: is there local or national industry
  that may be willing to support the conference in some way?  Please
  estimate how many participants the conference would attract from the
  local industry.

* _Supporting Local Government_: is there a government agency, such as
  a Ministry of Science or a Ministry of Tourism that may be willing
  to support the conference in some way?

* _Volunteer Labor_: availability of an active local group willing to
  help out before, during, and after the conference.

* _Special Needs_: ability to accommodate various special needs of
participants,
  including dietary restrictions (e.g., Kosher, Halal, vegetarian, vegan)
and
  physical disabilities (e.g., wheelchair access, facilities for
hearing/visual
  impaired individuals).

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Dr. Onn Shehory
IBM Haifa Research Lab