Conference Protocols for the TEI-C

Timeline
Planning for the TEI-C annual Members' Meeting and Conference begins at least 18 months in advance, with a call for hosts issued in spring of the year before the meeting:


 * Spring: Call for Hosts posted to TEI-L, TEI-Members, and Humanist etc.
 * May: Deadline for application submissions by prospective hosts
 * June: TEI-C Board reviews proposals
 * July: Hosts are notified of the decision
 * September/October/November: Formal announcement of the following year's meeting venue at current year's TEI Conference and Members' Meeting
 * January: Chair of the Conference Program Committee and Conference Correspondent are appointed by the TEI-C Board of Directors
 * Other key dates to be identified


 * 2018 and 2019 Call for Host Timeline

Sample Call for Hosts

 * Sample Call for Hosts (in progress)

Reviewing Host Proposals

 * Host Proposals Review Criteria and Guidelines
 * Host Sample Acceptance Letter
 * Host Sample Decline Letter

Program Committee
The programm committee (PC) should consist of the program organizer, the Executive Director, the TEI Chair (or another board member if so designated), the TEI Treasurer, and the local organizer. The TEI meeting mailing list should be updated the composition of the PC.

The roles of each of these people in organizing the meeting are as follows:

Program organizer

 * leads the development of the meeting program, including choice of speakers, schedule, reviewing process if any
 * invites speakers
 * coordinates with local organizer about necessary space and schedule
 * works with Chair and local organizer to recruit sponsorship for the meeting
 * sends public notices and registration reminders

Executive director

 * manages information about members, attendance, conduct of the elections
 * coordinates the provision of name tags, printed programs, membership lists for registration, and other necessary paper * generated from membership records (either providing these things him/herself or ensuring that the local organizer provides these things)

Local organizer

 * takes care of all local arrangements, room reservations, catering, equipment
 * works with Chair and program organizer to recruit sponsorship
 * provides some facility for registration (ideally the TEI would have a permanent registration system as part of the TEI web site)

Treasurer

 * provides information on available budget
 * pays invoices for local arrangements as necessary

Chair

 * works with local and program organizers to recruit sponsorship
 * signs paperwork if necessary (e.g. hotel contracts)

Preparation for Members' Meetings
The Chair prepares an annual Consortium report which is checked with the Executive Director and approved by the Board before it is presented at the members' business meeting and discussed. After that the report may be revised and finally approved by the Executive Director and the Board.

Papers presented at members meetings should as much as possible be available on the Web well in advance and in different languages.

Participation in Members' Meetings
Travel and lodging expenses are paid by the TEI for the following types of attendees:
 * Invited speakers
 * Board members (if there is a Board meeting held in connection with the Members' Meeting)
 * Council members (if there is a Council meeting held in connection with the Members' Meeting)

TEI members and subscribers must pay their own travel and lodging, but pay no registration fee for the meeting. Non-members pay a registration fee as well as travel and lodging. With the consent of the Programme Committee, the local organizer may invite a reasonable number of people from the local institution hosting the meeting to attend the meeting at no cost; this is both a recruiting opportunity for the TEI and a way of expressing gratitude to the hosting institution.

Guidelines for conference programme chairs and local hosts
Please familiarize yourself with the TEI-C’s code of conduct and bear it in mind as you plan all aspects the conference.

Being mindful of the spirit and letter of the code when organizing these aspects of the conference is particularly requested in consideration of:
 * Physical access to all conference venues
 * Diversity of representation in all areas over which organizers have control—particularly welcoming and closing ceremonies, keynote speakers, session chairs
 * Consider positive ways to improve diversity, e.g. by encouraging early career and graduate student participation, providing translators for presenters and audience
 * Identifiable local team responsible for safeguarding welfare and signposting complainants to help (including medical and code of conduct violations)