IEEE TCLT Conference and Workshop Proposal Guidelines

IEEE TCLT welcome proposers to email their proposal for hosting an existing IEEE TCLT sponsored conference like IEEE TCLT’s annual flagship international conference IEEE International Conference on Advanced Learning and Technologies (IEEE ICALT, https://tc.computer.org/tclt/icalt-about/) as well as hosting new workshop or conference in the emerging and important areas for IEEE TCLT to consider according to IEEE’s policy and requirements (https://www.ieee.org/conferences/organizers/conference-sponsorship.html).

[NOTE] For proposal of hosting an ICALT event, please note that an ICALT event should consider to be held in July first.

Proposers need to meet all of the three criteria:

  1. Membership: at least one of the proposers should be an Active IEEE Computer Society as well as an Active IEEE TCLT member.

[NOTE] IEEE membership yearly dues are from US$160 to US$208 depending on your country and region. You may check it out at https://www.ieee.org/membership/join/dues.html. Join IEEE during March to the mid of August, the membership fee is even cheaper and for some countries will even see 50% of regular fee.

[NOTE] To join IEEE Computer Society Technical Committee on Learning Technology for free at any time. Join IEEE CS TCLT via the shortened URL at https://tinyurl.com/joinieeetclt or via the original URL: https://www.ieee.org/membership-catalog/productdetail/showProductDetailPage.html?product=CMYLT716

  1. Research Area: at least one of the proposers should work in a field related to advanced learning technologies.
  2. Service: at least one of the proposers has served as one of the following roles in IEEE TCLT’s conferences and workshops:

(a) conference/workshop chair, program chair, doctoral program chair, publicity chair, or local chair;
(b) track program chair coordinator, track program co-chair, or track program committee member;
(c) participant who has attended at least two of IEEE TCLT’s conferences and workshops.

The proposal should contain the following information:

  1. Proposer(s): name, affiliation, phone number, URL of his/her home page and e-mail address.
  2. Please provide for at least one of the proposer’s proof of having Active IEEE Computer Society and IEEE TCLT membership. The membership status and information can be accessed by signing in at https://www.ieee.org/ and then click the member’s name (at top right hand side just beside the Sign Out link). Then a link “View Membership and Subscription Information” can be seen and clicked. Please print the page to a PDF file and attached the PDF file to the proposal.
  3. CV of the proposer(s): Both academic career and experience in organizing international conference are key factors in the evaluation process.
  4. Advantages of the proposer(s): a short paragraph.
  5. Relations to the research areas of IEEE Technical Community of Learning Technology
  6. Benefits to members and researchers in the research areas of IEEE Technical Community of Learning Technology
  7. Prospective Local Organizing Committee (LOC) members. The aforementioned TCLT member(s) must be included in the LOC.
  8. Prospective Conference/Workshop Chair from local organizer. In general, local organizer will need to have ONE proposed name for being the conference chair along with
    • the other TWO conference chairs appointed by IEEE TCLT ExCom [for financial sole-sponsorship event]
    • the other ONE conference chair appointed by IEEE TCLT ExCom [for financial co-sponsorship event]
    • the other ONE conference chairs appointed by IEEE TCLT ExCom [for technical co-sponsorship event]
  9. Prospective Program Chair from local organizer. In general, local organizer will need to have ONE proposed name for being the program chair working with
    • the other TWO program chairs appointed by IEEE TCLT ExCom [for financial sole-sponsorship event]
    • the other ONE conference chair appointed by IEEE TCLT ExCom [for financial co-sponsorship event]
    • the other ONE conference chairs appointed by IEEE TCLT ExCom [for technical co-sponsorship event]
  10. Prospective Finance Chair from local organizer.
    • For financial sole-sponsorship or financial co-sponsorship event, the local organizer will need to have ONE proposed name for being the fianance chair working with the finance chair appointed by IEEE TCLT ExCom as well as IEEE Conference Planner, Conference Support Services and Conference Registration Service.
    • [NOTE] For financial sole-sponsorship event, the event needs to use IEEE Conference Publishing Services (CPS), IEEE Conference Registration Services (CRS), IEEE Computer Society EasyChair license, IEEE NextGen Banking Account and its Concentration Bank card.
  11. A supporting letter from his/her institution or academic organization.
  12. Proposed location: geographic location and conference facilities with estimated price ranges.
  13. Proposed date: date range options of organizing the conference/workshop.
  14. Financial plan including registration fee and mode(s) of conference fee payment (Note: It is mandatory to offer online credit card payment method).
    • [NOTE] For financial sole-sponsorship event, the event needs to use IEEE Conference Registration Services (CRS), IEEE NextGen Banking Account and its Concentration Bank card.
  15. Conference promotion and publicity plan at both international and domestic levels.
  16. Advantages and challenges of the proposed location: a short paragraph including information on nearby hotels with estimated price ranges and public transportation system.
  17. Other arrangements, activities, and plan that could attract participants, make participant perceive convenience and easy to reach the venue, and enjoy the conference and workshop.

Important dates:

  1. Expression of Interest (EoI) should be sent directly to TCLT chair, via email maiga.chang(at)gmail.com, by
    • [for financial sole-sponsorship event] at least 12 to 15 months prior to the proposed hosting dates, e.g., if proposers want to host a TCLT conference/workshop in July 2023, they have to send their EoI via email by July 2022 to April 2022 or earlier.
    • [for financial co-sponsorship event] at least 8 to 12 months prior to the proposed hosting dates.
    • [for technical co-sponsorship event] at least 6 to 8 months prior to the proposed hosting dates.
  2. Detailed proposal has to be sent to TCLT chair, via email, by
    • [for financial sole-sponsorship event] at least 12 months prior to the proposed hosting dates, e.g., if proposers want to host a TCLT conference/workshop in July 2023, they have to send the detailed proposal via email by July 2022 or earlier.
    • [for financial co-sponsorship event] at least 8 months prior to the proposed hosting dates.
    • [for technical co-sponsorship event] at least 6 months prior to the proposed hosting dates.
  3. For hosting an existing TCLT financial sole-sponsorship event series,
    • proposers must lead a small group (expenses are not going to be covered by TCLT) to attend the conference/workshop held in the year immediately before the proposed hosting year, e.g., if proposers want to host an existing TCLT financial sole-sponsorship conference/workshop like ICALT in 2024, they should lead a small group to attend the same conference/workshop held in 2023; it would be better for the proposers to lead the small group to attend the proposed hosting conference/workshop twice in a series before the year they are going to host the conference/workshop.
    • proposers are required to do an informative and attractive presentation during the TCLT Annual Meeting in the IEEE TCLT flagship ICALT conference held in the year immediately before the proposed hosting year.