Call for hosts

Future Conference Hosts

The Steering Committee regularly seeks hosts for upcoming UbiComp editions. Regional preferences rotate across the Americas, Asia Pacific, and Europe/Middle East/Africa on a three-year cycle, and proposals are typically due approximately two years before the conference.

Rotation

A three-year regional cycle

Region 1 of 3

Americas

Region 2 of 3

Asia Pacific

Region 3 of 3

Europe, Middle East and Africa

Proposals due: approximately two years before the conference Preferred dates: early October

What to include

Proposal contents

Host proposals should be lightweight but comprehensive.

City details

Introduction to the city
Flight times and costs from major hubs, and airport-to-venue accessibility
Nearby accommodation options and pricing

Venue requirements

Accommodates 2-day workshops and a 3-day main conference for 700-900 attendees
Supports workshops on consecutive days (before or after the main conference)
Provides AV facilities and WiFi for 1000+ devices
Includes ISWC-specific spaces (for example, the Design Exhibition)
Offers lunch, coffee, reception, and banquet facilities
Ensures accessibility for attendees with disabilities
Accommodates various types of presentations, including plenary oral, posters, and panels

Conference dates

Early October is preferred (after the CHI submission deadlines), though alternatives are welcome.

Additional elements

Potential colocation opportunities beyond ISWC
A proposed conference schedule covering all tracks
General chair biographies for UbiComp and ISWC (emphasizing diversity)
Budget estimates for 600, 700, and 800 attendees, with the breakdown assumptions (50% professionals, 45% students, 5% free registrations)

Budget considerations

Major expenses include venue and AV, food and beverage, reception and banquet, credit card fees (assume 5% of registration income), travel support, and ACM overhead (16% of total income).

16%

ACM overhead, of total income

credit card fees, of registration income

Attendee assumptions for the 600, 700 and 800 attendee budgets

50% professionals45% students5% free registrations

Resources

Resources for prospective hosts

Recommended materials:

ACM Conference Organizers Manual ACM SIGCHI's Guide to Organizing a Conference ACM Conference Financial Management guide ACM sponsored conference TMRF Guidelines

Submission

Submission process

Prospective bidders should email the steering committee chair to discuss proposals, request past bid examples, and receive guidance.

UbiComp is a volunteer-driven community, and bids from convention bureaus or centers without the leadership of researchers for the community are likely unsuccessful.

We aim to keep registration and attendance costs minimal to maximize participation.