INTERNATIONAL COUNCIL OF MUSEUMS (ICOM) INTERNATIONAL COMMITTEE FOR EXHIBITION EXCHANGE (ICEE) REQUEST FOR PROPOSALS (RFP) TO HOST THE 2018 ICEE ANNUAL CONFERENCE The International Committee for Exhibition Exchange (ICEE) invites institutional members and other organizations to submit proposals to host its 2018 Annual Conference. June 2017
Background The ICEE Annual Conference constitutes an essential part of the ICEE s efforts to provide a global forum for the exchange of ideas and experiences related to the circulation and exchange of exhibitions in all disciplines. Every year, the ICEE Annual Conference travels to different cultural scenarios around the world providing a unique multicultural and multidisciplinary platform for the discussion of relevant topics related to exhibition development, circulation and exchange. This annual event provides networking and business development opportunities aimed at developing new collaborations and strengthening current partnerships. The planning of the ICEE Annual Conference involves working in close collaboration with museums, ICOM national and/or international committees, cultural institutions and exhibition professionals in the hosting countries to showcase relevant examples of best practices and innovation in our field. During the last three years, the ICEE Annual Conference has steadily grown and evolved. Today s conference reflects a multidisciplinary set of programmatic sessions featuring local, national, and international speakers responding to current challenges and opportunities in the travelling exhibitions field. The 2014, 2015, and 2016 post-conference satisfaction survey results indicate a high level of satisfaction with the ICEE conferences. For more information about the ICEE Annual Conference, including previous locations, conference themes, attendance, overall satisfaction, testimonials, profile of participants and participating institutions please review the document The ICEE Annual Conference. Conference Programme In the past few years, the ICEE Annual Conferences have averaged 3-4 days in length and are typically hosted by museums that are actively involved in the development, circulation and exchange of exhibitions. ICEE Conferences typically draw between 120-150 participants on average during the past few years, which corresponds to approximately 20% of the Committee membership. In order to maximize networking, the annual conferences are organized mainly in the form of plenary sessions and meetings. The typical conference structure includes: Conference Sessions Keynote Presentations Special Presentations Marketplace of Exhibitions and Ideas Behind the scenes visits and off-site tours Networking social events Pre-Conference workshop or professional development activities Post-Conference special activities (optional) Typical Conference Schedule The typical Schedule for the ICEE Annual Conference includes: 2 2018 ICEE CONFERENCE Open Call for Hosting Organizations www.exhibitionexchange.com
Day 1 Welcoming Remarks, Pre-Conference Workshop, Evening Program Day 2 Welcoming Remarks, Keynote Presentation I, Conference Sessions, Evening Program Day 3 Keynote Presentation II, Conference Sessions, Off-Sites Visits & Tours Day 4 Conf. Sessions, Marketplace of Exhibitions and Ideas, Business Meeting, Off-Sites Visits Day 5 Post-Conference visits and tours (Optional) Why host the 2018 ICEE Conference? Over the last few years, a diverse and multicultural group of museums and exhibition professionals, private sector representatives and students from all over the world have participated in the ICEE Annual Conferences. Hosting the 2018 ICEE conference offers the following benefits: Benefits to the host country and city: The ICEE Conference provides an opportunity to showcase your country and city as international museum and creative hub and thus giving opportunities to local museum and exhibition professionals to interact with colleagues from all over the world. Benefits to the hosting institution: The 2018 ICEE Conference provides a unique opportunity to showcase your museum collections, touring exhibitions, and other relevant projects and programs to the international museum community. Increased visibility and exposure: By working with the ICEE, the hosting organization and other supporting institutions will receive greater opportunities for international exposure and media coverage. Host museums benefit from exposure to the ICEE membership as well as the ICOM membership at large, a community of over 30,000 international museum professionals and a network of over 20,000 museums worldwide. Conference Attendance The ICEE Conference attendance has been growing during the last few years. However, the total number of delegates expected depends on its location. The total attendance at the most recent conferences includes: Year City/Country Attendance 2016 Milan, Italy 106 2015 Cape Town, South Africa 84 2014 Helsinki/Espoo/Tampere/ Mänttä, Finland 143 2013 Rio de Janeiro, Brazil 60 2012 Toronto, Canada 50 2011 Berlin, Germany 75 The lower ratio of speakers to attendees provides more access and opportunities to engage in discussions and to explore new collaborations. The estimate for the 2018 conference is between 150-200 attendees. Information to Include in Proposals Proposals to host the 2018 ICEE Conference should address each of the seven (7) items outlined below: 3 2018 ICEE CONFERENCE Open Call for Hosting Organizations www.exhibitionexchange.com
1. Hosting Institution Please include institution name, address, city, country, and website. Briefly describe your institution profile and how the mission/vision is connected with the ICEE Institutional goals. 2. Strategic Alliances and Collaborations A successful proposal will present a network of organizations willing to support the planning and implementation of the 2018 conference, including the hosting institution, an ICOM National Committee, a national museum association, and other supporting organizations such as government, public/private foundations, academia, and potential sponsors among others. 3. Potential Conference Dates ICEE Conferences are usually held between mid-october and early November. The current 3-4 days schedule is expected to continue for the next few years. As potential dates, please provide 3-4 days not to coincide with major national, international, religious holidays or other museum related conferences or major local events. 4. Conference Venue and Facilities Please describe the potential conference venue and facilities. The ICEE Annual Conference is traditionally held in a museum with conference facilities such as auditorium for 150-200 participants, spaces for coffee breaks, and several meeting rooms for breakout sessions. If possible, the venue should have meeting rooms with Wi-Fi access so mobile phones can function effectively. Ideally, the conference venue should be conveniently located in an area close to public transportation, hotels, restaurants, and banks. 5. Behind-the-Scenes, Off-Sites Visits and Tours What behind-the-scenes visits to museums and other related organizations are suggested that present best practices and relevant experiences to conference attendees? What additional tours are suggested that highlight the cultural landscape of the city? 6. Accommodations Please provide information regarding potential accommodation for attendees ranging from student hostels and bed and breakfast accommodations to three and four star hotels, ideally walking distance to the conference venue. All attendees, or their respective sponsors, are responsible for arranging and financing their own travel and accommodations. 7. Overview of Costs and Responsibilities As an ICOM International Committee, the ICEE has a limited operating budget for the annual conferences. The Committee strives to hold annual conferences that will break even or create a small surplus that may be used to assist in organizing future annual conferences and in underwriting scholarships for delegates and students from emerging economies and underrepresented countries to attend the Annual Conference. Through the ICEE Travel Grant Program, we support participants from ICOM country categories 3 and 4 including young museum and exhibition professionals (under 35 years old). In the past, ICOM National Committees, national, state and local government have made financial contributions to the conference, and many hosting organizations have raised money from private 4 2018 ICEE CONFERENCE Open Call for Hosting Organizations www.exhibitionexchange.com
organizations. It is the expectation of the ICEE that the hosting organization will be able to provide financial and in-kind support to the conference, as well as to raise local funds to secure the conference. Typically, the hosting institution is responsible for local logistics and operating costs related to the conference facilities (auditorium, meeting rooms) conferences lunches and coffee breaks, two evening programs, off site visits and tours (including transportation). In-kind support includes conference programme design, staff & volunteers and general support. ICEE is typically responsible for the content of the conference including call for papers, submissions, proposal review and selection, and identification of keynote speakers, as well as conference website and online registration. Also, ICEE is responsible for marketing the Annual Conference through printed pieces (Save the Date postcard, and final conference program), e-marketing (website, monthly newsletter, and social media), and through its partnerships and participation in several national museum associations including the AAM Annual Meeting. Additional marketing by the hosting organization is welcomed and encouraged. In addition, ICEE is typically responsible for leading fundraising efforts outside the hosting country, and soliciting contributions to fund the Travel Grant Program. The ICEE will work with the hosting institution to ensure there is no conflict by either partner in approaching sponsors. Based on the above considerations, please provide a brief description of the costs and responsibilities that you institution is willing to assume. Timeline Open call for proposals: June 29, 2017 Deadline for submissions of expressions of interest: August 31, 2017 Notification of shortlist of selected candidates: September 15, 2017 Deadline for submissions of final proposals: September 22, 2017 Notification of selected hosts: October 2, 2017 Letter of agreement signed: October 10, 2017 Official announcement of the 2018 ICEE Conference venue: 18 October 2017 in San Juan, Puerto Rico. Official Presentation of the 2018 Hosting Organization during the 2017 ICEE Conference in San Juan, Puerto Rico The Chair of the Host Committee or one representative of the selected hosting organization will be expected to attend the ICEE Business Meeting on October 19, to make an official presentation of the venue for the 2018 ICEE Conference. Submit Your Proposal Proposals should be addressed to Antonio Rodríguez, ICEE Chairman of the Board, and Anne-Marie Raymond, ICEE Secretary, and sent to programs.icee.icom@gmail.com no later than August 31, 2017. The ICEE board is seeking a 2-3 page outline in order to assess potential hosting organizations. Questions? Contact us at programs.icee.icom@gmail.com 5 2018 ICEE CONFERENCE Open Call for Hosting Organizations www.exhibitionexchange.com