Procedure and criteria for choosing venues for ESIL Annual Conferences
1. How many years in advance will the Board decide on a conference venue?
The decision needs to be taken in good time for the local organisers to arrange practical matters e.g. book a venue, contact sponsors, and raise funds.
In general, proposals should be sent to the Board as soon as possible, but idelly three years in advance.
The Board will aim to give firm acceptance of a proposal three years in advance of the conference.
2. How can members interested in hosting an annual conference indicate their interest?
ESIL members who wish to express interest in hosting a future conference are asked to write to the ESIL President (cc ESIL Secretariat) no later than three and a half years in advance of the event.
Please use the PROPOSAL FORM as a template to cover all the relevant points.
Expressions of interest for hosting the 2025 conference should be received by 30 June 2022.
The proposal document to be sent to the ESIL President should be 4 – 5 pages long.
3. How will the ESIL Board select the best option?
The following criteria will be considered, in order of importance:
- Geographical variation; the Board will ensure that annual conferences take place in different countries and different regions in Europe.
- The proposed theme; the theme should be of broad general interest to the Society and not about a very specific topic or a sub-branch of international law. The ESIL Board will consider themes that are able to appeal to all members of the Society.
- Institutional capacity of the organisation that would host the event, including prospects for funding. Please note that annual conferences are funded entirely from the funds raised by local organizers (through grants, sponsorship, registration fees, exhibitors’ fees, etc.) and not from ESIL funds.
- The involvement in the Society of the person(s) making the proposal.
- The ease of reaching the venue and the average cost of hotel accommodation.
All other things being equal, priority will be given to those who have sent an earlier expression of interest.
If the proposal is accepted, the content of the final programme will be determined jointly by the local organisers and the ESIL Board.
The local organiser (if not already an ESIL Board member) is co-opted to the Board for two years prior to the conference in order to keep the Board informed about conference planning. At the first Board meeting attended by the co-opted local organiser, a Conference Programme Committee will be set up, consisting of the local organiser, who will function as Chair of the Programme Committee, and three Board members, including one of the Board’s vice-presidents.
Timelines for major decisions to be taken in the run-up to the conference are listed in the Guidelines for the organisation of annual ESIL conferences.
For general enquiries about this memo, please write to: firstname.lastname@example.org.