Guidelines

Call for candidates to host the CIMAM Annual Conference
2018 / 2019 / 2020

Overview

The Annual Conference consists of a three-day program of keynote presentations, case studies (perspectives) and panel discussions, as well as visits to the contemporary art museums and other institutions in the hosting city.

This main event is followed by a post-conference tour within the region, to enable a comprehensive overview of the professional context and the diversity of local institutions.

Responsibilities

→ Either the hosting institution or its Director should be a Member of CIMAM.
→ The hosting institution is responsible for raising the necessary funds associated with the organization and production of the Annual Conference in the hosting city in order to guarantee its quality and successful development. Full details on the conference budget of previous editions are available at the annual Conference Report uploaded at cimam.org. As a general rule, CIMAM covers the speaker’s honorariums, insurance and visa expenses and the host covers around the 80% of the total conference organiaztion budget.
→ The Members of the Board of CIMAM, together with the Director of the hosting institution, conform the Contents Committee which is responsible for the conference theme and invited speakers.
→ The hosting institution should designate a person or hire a professional responsible for giving full support to the organization of the Annual Conference.
→ The local host is responsible for developing the local arrangements for the meeting. It includes:

- identify 3 days in November.
- locate and secure auditoriums for at least 200 delegates.
- identify sponsors to raise the sufficient funds to cover the Annual Conference expenses.
- locate and secure accommodation for conference delegates.
- plan and execute special events.
- plan and secure transportation.
- arrange catering for coffee breaks, lunches, receptions during the three-day conference and inaugural dinner.
- design the program of visits to explore the art scene of the hosting city. The involvement and support of the local art institutions is essential.
- identify and propose a destination for the tour – two days (1 night) after the conference. The host should also identify and secure sponsors and a program of visits during the post-conference tour.
- identify 3 days in November.
- locate and secure auditoriums for at least 200 delegates.
- identify sponsors to raise the sufficient funds to cover the Annual Conference expenses.
- locate and secure accommodation.
- plan and execute special events.
- plan and secure transportation.
- arrange catering for coffee breaks, lunches, receptions during the three day conference and inaugural dinner.
- design the program of visits to explore the art scene of the hosting city. The involvement and support of the local art institutions is essential.
- identify and propose a destination for the tour – two days (1 night) after the conference. The host should also identify and secure sponsors and a program of visits.

Organization calendar

→ November – February: Research and prepare proposals for sponsors, auditoriums, hotels and tour destination.
→ February – May: present a preliminary program of visits and set up deals with suppliers (hotels, transportation, catering, auditoriums, AV equipment, conference staff and conference giveaways, among others).
→ February – July: Contents Committee defines the theme, title and list of speakers. Speakers should be confirmed by the end of July the latest.
→ May/June – 30 September: Registration period.
→ June—November: Tie up loose ends, attend to last-minute details and finalize arrangements with all suppliers and confirm speakers’ accommodation, flights and audio-visual requirements, among others.

Selection

→ The Members of the Board review the proposals and vote for the 2018, 2019 and 2020 Conference Hosts through an online voting system. The elected Conference Hosts will be informed as soon as the voting process has ended. The location and dates of the upcoming CIMAM Annual Conferences will be announced in November 2017 at the General Assembly in Singapore.

→ The selected candidates shall sign a letter of agreement affirming their commitment to host and provide the services associated with CIMAM’s Annual Conference.

→ Application Form