Dear CAS Society member,
The IEEE Circuits and Systems Society (CASS) is soliciting proposals from all IEEE regions for hosting the 2024 edition of its Conference on AgriFood Electronics (CAFE).
Proposals should be provided by the projected local organizing committee, and local partners (venue hotel and/or convention bureau). They should be submitted electronically to the IEEE CASS Operations Manager, at (Click to show email), with the CAFE Steering Committee Coordinator, Danilo Demarchi, (Click to show email), in copy, according to the guidelines listed in the appendix below.
Please note the bid submission deadline is 31 August 2023.
Guidelines for CAFE Call for Proposals
CAFE is an annual event financially sponsored by the IEEE CAS Society (CASS). It is organized in the months of September or October. Its technical sessions last for two days. Social events for all attendees include a welcome reception and a banquet. Seated lunch must be provided to attendees. CAFE is preferably organized in locations that are close to city centers and offer opportunities for the participants to experience the local history and culture.
*Please note that when submitting a proposal to the IEEE CASS Manager via email, you must create your subject line using the following format:
"CAFE 2024 - Bid Proposal Submission - (Submitter's Last Name)"
A CAFE proposal should contain the following mandatory items:
1. A letter of commitment from the General Chair to present the proposal in person during the upcoming CAFE. The General Chair should commit to the financial closing of CAFE 6 months after its organization. In the same letter, the General Chair should acknowledge a full understanding of and a commitment to follow these guidelines, which are mandatory for the organization of CAFE
2. Proposed conference dates
3. The names of the General Chair, Technical Program Chair, and all Key Committee members, with their qualifications and current or past involvement in CASS leadership and CASS conferences
4. Any IEEE Organizational Units, other than CASS, and any other entities involved in the organization
5. Details about security needs and arrangements. The personal safety of participants is a major consideration in the venue selection process. What should participants be told about security precautions?
6. The proposed destination and venue. Based on expected CAFE paper submissions, the venue should be able to accommodate:
Up to 70 participants in plenary sessions
Up to 70 persons for banquets
One technical lecture session with a room seating 50 participants
Morning and afternoon breaks, in a common area
Meeting room for the CAFE Steering Committee
7. List of IEEE Technical Conferences previously held at the same Venue
8. Expected Weather Conditions
9. Professional Conference Organizer (PCO) credentials, if any PCO is involved
10. Support from Local Volunteers
11. Paper review system
12. Accommodation options for Professionals and Students. Estimated hotel expenses
- A short list of hotels, their distance and accessibility from the conference venue
- Estimated room rates
13. International Air Access & Local Transportation
- List of international air carriers that service nearby airports
- Examples of round-trip airfares from representative international destinations, such as London, Frankfurt, New York, Chicago, Beijing, Taipei, Los Angeles, Tokyo, Seoul, etc.
- Summarize local public transportation facilities and schedules
14. Estimated budget. The budget should have details about all aspects of the organization. Use the IEEE Budget Template. If you have any questions in preparing the budget, please direct them to the CASS Office at (Click to show email). Some details:
- The budget should have a discounted registration fee for CASS members, i.e. at least $25 USD less than the fee for IEEE members, and a further reduction in the registration fee for students
- The registration fees (including student registration) should give access to all technical sessions as well as admission to the conference lunches and banquet
- The budget and registration fees must be in local currency
- The budget should show a surplus of 20 percent and comply with the general IEEE requirements
Thanks for your participation and proposals,
CAFE Steering Committee