Event Sponsorship Rules

OBJECTIVES:

MAIN: To encourage the realization of quality events for the scientific and technological development of Informatics in Latin America, fostering collaboration and synergy among researchers, teachers, students and professional members of CLEI, with strong emphasis on the deepening of “specialized human resources networks” between different member countries.

SECONDARY: To benefit CLEI’s member institutions, supporting international, regional and even national events, encouraging their realization and increasing the visibility of the organization.

RULE:

  1. In the following, a calendar year shall be considered from January 1 to December 31 of each year as the period in which sponsorships are granted. When the term “year” is used, it shall always refer to a calendar year.
  2. Each year the Steering Committee may modify the total amount to be allocated to the support of events in the following year.
  3. The total amount allocated to the support of events may not exceed 50% of the amount of dues collected in the previous year. It is the Treasurer’s responsibility to ensure compliance with this policy.
  4. Sponsorship requests for the following year must be submitted in writing to the Executive Secretariat, signed by a member institution and supported by the country representative, demonstrating the level of responsibility of each organizing institution up to one week prior to the annual CLEI conference.
    • The sponsorship request document should include:
      • The name of the event, dates, who it is intended for, and a brief description of the purpose of the event and the activities to be held.
      • The amount being requested.
      • Specify in the document if CLEI has supported you in other occasions with sponsorships and with what amount, for the organization of previous events.
      • The use of the resources, briefly describe where you plan to use the requested support.
    • If sponsorship is granted to the institution:
      • The institution within the publicity material (such as poster, event notice information such as web page, etc.), should include within the CLEI logo, specifying that CLEI is a sponsor, or as part of the sponsors of the event.
    • The institution must submit a report on the use of the allocated resources. The person responsible for the organization of the event must submit the following information:
      • A written report with the results of the event, which must contain the number of students and academics who attended, the number of papers presented.
      • Poster or any other material to publicize the event, photographs of the event, and a copy of the receipts for the use of the resources allocated by CLEI.
      • A sample report template is available on the CLEI website.
  5. If the funds allocated for sponsorship are not exhausted in this call for proposals, a complementary call for proposals may be made for the remaining amount or part of it during the month of May of the following year, at the discretion of the Executive Committee with the approval of the Steering Committee by simple majority.
  6. Support decisions will preferably be made at the annual face-to-face meetings of the Steering Committee.
  7. The type of events to be sponsored will be characterized by their quality and their impact on the region and the country, considering the categories of Schools, International Meetings, Regional Meetings, National Meetings and others, and in accordance with the main and secondary objectives already stated.
  8. In the event that there are more requests than can be met, priority will be given to requests based on the following order of importance:
    1. Up to 70% of the amount defined for the year, to meet requests from member institutions that are up to date with their quotas and have paid the annuity for 3 years. The total number of quotas paid over time will be the decision parameter. In the event that an event is sponsored by more than one member institution, the number of quotas paid shall be considered as the number of quotas paid by the institution with the longest standing, to which may be added up to 20% of the number of quotas paid by the other organizers.
    2. Up to 50% of the amount defined for the year, to attend international events of great international prestige and strong repercussion in the region.
    3. Institutions that have received some type of sponsorship in the last 5 years will have lower priority than those applying for the first time.
    4. In addition, in order to have the opportunity to support the organization of other events requesting a grant, the following should be taken into consideration:
      • Preference should be given to countries that have not previously applied for support (amount to be determined by the CLEI).
      • When a country representative submits a grant application for more than one event. Only one event will be selected and the country representative will comment on the suitability of supporting one of the events.
      • The support to events cannot be repetitive year after year to the same event, this in order to give the opportunity to support other events in other countries.
  9. The Steering Committee may decide at any time to allocate amounts different from those stipulated in these regulations, for special events. These special cases need not conform to these regulations.
  10. The decisions of the Steering Committee in this regard are not subject to appeal.

Guidelines for categorizing events

  1. Schools related to computer science. Priority will be given to those that bring together students from the organizing country as well as students from neighboring countries and that have visiting professors from abroad. Examples of this type are the pioneering ECI or Río organized by the UBA or the Universidad Nacional de Río Cuarto, respectively, in Argentina, or ERTIC by the UNA of Paraguay, or the EVI held in Mérida in 2013.
  2. Symposiums, congresses or conferences of international character such as La Web, WCC, ACM SAC, etc., held in Latin America and whose organizers include member institutions. These events are easily identified, since they are held sporadically in Latin America.
  3. Symposiums, congresses or conferences of a regional nature such as CIBSE, LATIN, IBERAMIA, etc. that are organized by member institutions. These events are easily identified, since each edition is held in a different Latin American country. They therefore have an itinerant character.
  4. Symposiums, congresses or conferences of national character such as JAIIO, Congress of the Peruvian Society of Computing, Conferences of the Chilean Society of Computing, Symposiums organized by the SBC, etc. In these cases the participation of an international program committee and the trajectory over time of the event will be considered.
  5. Other types of events could be those aimed at bringing together specialists to agree on study plans, define standards, technical advice, etc. Examples of this could be meetings of one of the IFIP Technical Committees in countries of the region, IEEE or ACM meetings, dissemination meetings, etc.