Conference Organization

1. Preliminaries

1.1. CLEI holds the Latin American Informatics Conference on an annual periodicity. The acronym for this conference is CLEI AA, where AA is the year in which the event is held, e.g. CLEI 98 or CLEI 1998. The acronym adopted for each year is established by the Steering Committee when awarding the venue for the event.

1.2. CLEI AA is organized by one or several members from the same country of origin, which they represent before CLEI. The Organization (i.e., the organizing members) is responsible for disseminating the event within and outside its country, promoting dedicated participation of the national informatics sector in the realization of the event.

1.3. Inside CLEI AA, the following take place:

  • An academic congress of international character.
  • An ordinary meeting of the CLEI Steering Committee.
  • An ordinary meeting of the CLEI Assembly.
  • Other activities that the local organization, with the approval of the CLEI Executive Committee, deems appropriate (parallel congresses, exhibitions, fairs, etc.).

2. Solicitud y Otorgamiento de SEDE

2.1. A request for a venue for the realization of a Panel Conference must be proposed to the Steering Committee at least two years prior to the realization of the event.

2.2. A request is a document consisting of the following items:

  • Proposal: Letters from the highest authorities of the entities requesting the venue, with the explicit commitment to support the realization of the event, from every point of view.
  • Description of the sites for the event: Determination of the physical plant for the realization of the event.
    • City, venues:
    • Maximum auditorium, with capacity to hold plenary sessions.
    • Rooms for parallel sessions.
    • Event administration offices.
  • Logistics
    • Hotel and food infrastructure.
    • Transportation.
    • Tourism facilities.
  • Experience
    • Description of experience in organizing CLEI type events.
  • Offerings
    • Funding of CLEI officers.
    • Executive Committee (3 persons: President, Secretary, Treasurer).
    • Steering Committee (1 representative per active member country).
    • Past President.
    • Funding should cover travel and living expenses. Additionally, for the Steering Committee, possible registration fees should be covered.

Funding for the stay of monitoring visit(s) Funding should be considered for at least the costs of the stay of a monitoring visit of the organization, 3 to 6 months prior to the Panel, by the Executive Committee.

  • Budget
    • Planned expenses Rental of premises
    • Tickets
    • Hotels
    • Publication of reports
    • Publication media alternatives
    • Invited speakers
    • Tutorialists
    • CLEI fees
    • Other: Mailing, advertising, extra-academic activities
    • Expected income Panel registrations
      • Estimated number of participants
      • Categories: students, members
      • Value of registrations
    • Tutorial registrations
      • Estimated number of participants
      • Categories: students, members
      • Value of registrations
    • Sponsorships, donations, etc.
    • If possible, obtain letters of intent.
    • Organizing committee: Persons who will actively collaborate in the organization.

2.3. CLEI receives an amount of US$5,000 from the Conference Organization for the rights to hold the Conference under its auspices. This payment is made during the event.

2.4. The venue is granted at least two years in advance of the event by the Steering Committee. Eventually, the commitments proposed by the prospective Organization may be reconsidered by mutual agreement between the proposers and the Steering Committee. In order to formally award the venue, the Secretary prepares a communication to the proposing members, communicating the terms under which the proposal was accepted. For their part, the proposers acknowledge receipt of this communication, accepting the eventual modifications agreed upon to the initial commitments.

2.5. If, for reasons of force majeure, the Conference cannot be held as planned, the Steering Committee shall take the necessary steps to seek alternatives to hold the Conference.

2.6. An Organization that fails to fulfill its commitments, for which it is – in the judgment of the Steering Committee – inconvenient to hold the Conference under said Organization, may be deprived of the venue. In this case, the Steering Committee shall take the necessary steps to seek alternatives to hold the Conference.

3. Commitments of the Organization

3.1. The Organization of a conference undertakes to fulfill the commitments set forth in the approved proposal for the venue, with the modifications agreed upon with the Steering Committee.

3.2. The Executive Committee, on behalf of the Steering Committee, undertakes to advise the conference organization and to monitor its performance, ensuring that the Conference is held as planned and at acceptable quality levels for CLEI Conferences.

3.3. The Executive Committee agrees to make at least one monitoring visit to the Conference Organization, 6 to 3 months before the event. The transportation expenses for this visit of the Executive Committee are paid by CLEI. The Executive Committee’s stay at the venue is paid by the Conference Organization.

3.4. The Organization undertakes to respond to the Executive Committee when it requests it regarding specific aspects of the implementation of the event.