Guidelines for submitting, presenting, & preparing ICRA proposals

The Letter of Intent (LOI)  is limited to 1 page and can be submitted through this form by August 1 of each year. The LOI should provide basic information about conference dates, location, venue, major organizing team members and roles.

The pre-proposal is a written document of approximately 10 pages, and can be submitted through this form by September 15 of each year. The pre-proposal should address all ICRA selection criteria in sufficient detail while providing relevant details in an appendix. The pre-proposal should provide information provided in the pre-proposal guidelines.

After you receive the invitation to submit a full written proposal, you will receive detailed information and template for the full proposals.   ICRA SC members and RAS staff members will offer help and guidance, so that you and your team can prepare a great ICRA proposal before April 1.

Full proposals (approximately 20 pages plus an appendix) should expand the pre-proposal with more details, and address any feedback reviewed in the previous stage.  Full proposals should have developed an organizational management schedule, have secured preliminary commitments (space, facilities, hotels, exhibitors, PCO, vendors, etc), contingency management, and have realistic budget scenarios that can accommodate ICRA trends.

More information about the detailed structure and content of the full proposal will follow.

As a final step of the proposal evaluation process, you will be invited to present your proposal to the IEEE RAS Administrative Committee (AdCom) scheduled to take place at the ICRA conference. Only the presentation is required for this step. To keep the process lean and fair for the bidding teams, only a 20-slide presentation without any supplementary material is allowed.

The General Chair or Program Chair from each team will make a short oral presentation (10 minutes) followed by discussion (10 minutes). Other members of the team may be present, but only to answer questions directed to them during the discussion.

The organizers (i.e., the General Chair, Program Chair, Finance Chair, and any others directly involved in the writing of proposals) of other team members must leave the room during competing bid presentations.

Note that it is not appropriate to distribute any gifts or promotional items to the IEEE RAS AdCom members at any time.