The African Astronomical Society (AfAS) invites bids from institutions in South Africa to host the AfAS Annual Conference in 2027. This prestigious event provides a platform for the African astronomy community to showcase research, foster collaboration, and promote the advancement of astronomy across the continent and beyond.
Conference Objectives:
- Promote Astronomy in Africa: Highlight recent advancements, research outputs, and developments in astronomy from across Africa and the African Diaspora.
- Facilitate Scientific Exchange: Provide a forum for discussions on current scientific discoveries, opportunities, and challenges in astronomy.
- Enhance Collaboration: Strengthen partnerships among African countries and international collaborators in the field of astronomy.
- Support Astronomy Outreach and Education: Encourage interest in astronomy among the public, students, and educators, with a focus on retaining youth and promoting gender diversity in the field.
- Strengthen Astronomy in the host country and the region: Through the AfAS conference, strengthen the development of astronomy in the host country and the region, foster new collaborations, inspire early-career researchers and students, and create opportunities.
Host Institution Responsibilities:
The selected host institution will be responsible for the following key tasks:
- Establish the Local Organising Committee (LOC): Form a committee in collaboration with the AfAS Secretariat to manage the event logistics, operations and funding.
- Conference Venue: Secure a suitable venue capable of accommodating between 150 – 250 in-person attendees and at least 200 virtual delegates. Ensure facilities for two daily parallel sessions, including the main venue, two side event meeting rooms, and a central control room to manage hybrid event activities.
- Digital Platform: Deploy a comprehensive digital platform to support virtual and in-person participation, including live presentations, e-posters, interactive Q&A sessions, and chat room networking. In addition, provide detailed guidelines for virtual presenters and attendees. Ensure that the Digital Platform has the capabilities of recording all virtual attendees per session and install a recording system for in–person attendance per session.
- Conference Management: Establish and manage a user-friendly conference website for event details, online registration, abstract submission, and session scheduling. Provide daily refreshments, including morning and afternoon tea/coffee breaks and lunch. Lastly, organise a welcome reception and a Gala Dinner.
- Exhibition: Provide a dedicated exhibition space and arrange for the setup of exhibition stands, including a service provider for exhibition setup.
- Communications and Media Relations: Oversee media relations to ensure adequate press coverage for the event. This includes putting together a communications plan in collaboration with the AfAS Communications Committee and Secretariat.
- Participant Logistics Support: Identify and display hotels on the website with reasonable rates nearby the conference venue and arrange transportation logistics. Where needed, provide shuttle services between the conference venue and the airport/hotels. Offer a delegate welcome package to each in-person attendee. Cover accommodation expenses for the 12 AfAS Executive Committee members throughout the conference. Ensure accessibility arrangements for attendees with disabilities.
- Financial Management: Develop a comprehensive budget outlining all costs and funding sources, including any sponsorships. Consult with AfAS to decide on exhibitor charges and sponsorship categories. It is recorded that AfAS does not currently levy a delegate registration fee for the conference, and the annual conference should ideally be self-funded with contributions in cash and kind from the host institution, as well as sponsorships/donations. A comprehensive plan on how the funds for the conference will be secured to be included in the bid response.
- Tourist Information: Provide information on tourist attractions in the host city for conference delegates. Advise the delegates on South African visa requirements inclusive of lead times for visa applications.
- Conduct Risk Assessments and establish emergency response protocols.
- Arrange for Outreach/Education activities involving schools and the broader public, during the conference week.
AfAS Secretariat Responsibilities:
- Should registration fees not be levied to recover some of the conference costs, AfAS is willing to contribute no more than R400K (Four hundred thousand South African rands)) to help defray a portion of the conference expenses.
- Issue of notice of the confirmed conference dates to the broader community.
- Set up the Scientific & Outreach Organising Committees (SOC) in consultation with the Executive Committee, relevant committees, and the LOC.
- Work with the LOC to formulate the conference’s Concept Note and associated timelines for approval by the AfAS Executive Committee.
- Coordinate and confirm keynote speakers in consultation with the SOC, LOC, and AfAS Executive Committee.
- Issue the Call for Abstracts and Registration.
- Oversee online registration processes in partnership with the LOC.
- Draft an initial program outline, including the business meeting agenda.
- Acquire the final list of talk and poster presenters from the SOC and notify the respective individuals.
- Craft and refine the comprehensive program, ensuring content alignment and coherence.
- Lead an extensive marketing initiative for the conference, in collaboration with the LOC.
- Establish a system to collect post-conference feedback from participants for future improvements.
Bid Submission Requirements:
Interested institutions are required to submit a comprehensive bid proposal addressing the following key points in addition to the requirements outlined above.
- Institutional Profile: Overview of the institution, including expertise and experience in hosting international conferences.
- Motivation for Hosting: Explain the institution’s motivation for hosting the conference, including the expected benefits for the local astronomical community. Describe initiatives to promote participation from local, regional, and international attendees and how the event will engage and involve the local community.
- Innovation and Impact: Include novel ideas for enhancing the conference experience and contributing to the advancement of astronomy in Africa.
- Proposed Venue: Description of the proposed venue, its facilities, and suitability for hosting a hybrid conference.
- Digital Platform Capability: Description of the digital platform to support comprehensive virtual participation and interactive sessions.
- Participant Support: Provide details on available accommodation options near the conference venue. Offer information on available transport options, including public transportation and taxi services, between the conference venue and hotels. Ensure accessibility arrangements for attendees with disabilities.
- Budget Proposal: Detailed budget covering all aspects of conference organisation, including the funding of delegate travel grants, revenue sources, expenses, funding plan and contingency plans.
- Supporting Documentation: Letters of support from stakeholders, endorsements from the institutional leadership, and additional information demonstrating the institution’s capacity to host the conference.
THE BID SUBMISSION MUST BE CO-SIGNED BY THE HEAD OF THE INSTITUTION THAT WILL BE HOSTING THE CONFERENCE. BIDS NOT ADHERING TO THIS REQUIREMENT WILL BE DISQUALIFIED.
Format Requirements:
- Length: The bid proposal should not exceed ten (10) pages, excluding supporting documentation.
- Font Size and Type: Use 12-point Arial or Times New Roman font for the main text.
- Spacing and Margins: Use single spacing and 1-inch margins on all sides.
- File Format: Submit the proposal as a PDF document.
Note: Preference will be given to institutions that demonstrate strong institutional support, financial capability, and a commitment to advancing astronomy in Africa.
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All bids should be submitted electronically to the contact below by the specified deadline. All queries can also be addressed to the same e-mail address.
Project Manager-AfAS
e-mail: yunus.manjoo@afasociety.org
THE CLOSING DATE FOR THE RESPONSE TO THIS CALL IS 31st January 2025. THE SUCCESSFUL HOST WILL BE ADVISED PRIOR TO THE COMMENCEMENT OF THE ANNUAL CONFERENCE 2025 IN SOUTH AFRICA WITH A PUBLIC ANNOUNCEMENT TO THE GENERAL AFRICAN ASTRONOMY COMMUNITY AT THE AFAS-2025 GENERAL ASSEMBLY AND ANNUAL CONFERENCE.
We look forward to receiving your bids and collaborating towards a successful AfAS Conference in 2027.
