e invitation wlc

ILEC is seeking expressions of interest from regions worldwide to host the upcoming WLC.

Why Host a WLC?

The WLC will bring together global experts, policymakers, and environmental advocates to discuss critical issues on lake basins worldwide. Hosting the World Lake Conference offers interesting and attractive experiences for your institution and the surrounding region, including the following:

  • International recognition and contribution: Your intention to contribute to sustainable lake management will be widely recognized and appreciated nationally and internationally.
  • Community Engagement: Hosting a WLC can be an excellent opportunity for inspiring and enhancing the involvement of your local community to benefit from and contribute to addressing local and global environmental issues.
  • Strengthened Networks and Partnerships: Convening WLCs can help the host organization community to strengthen the existing networks as well as help develop new networks with international organizations, governmental bodies, and research institutions.

How to Submit a Proposal

The selection of the host of WLC is typically considered about three years prior to the event.  The submission, evaluation and eventual selection of the successful convener of the WLC host comprises the following two steps:

  1. Submission of a Letter of Intent (LoI)
  2. Submission of a WLC Full Proposal.

Letters of Intent (LoI) and Full Proposals to host WLC will be duly evaluated by ILEC (Scientific Committee, Secretariat and the Board, with participation of ILEC requested external evaluators, if so needed).

Submission, Evaluation and the Final Notification Process

e wlc process

 

Submission of a Letter of Intent (LoI) to Host WLC

To submit a Lol, please fill in the LoI form from the submission page:

  • Required Information
  • Propose period of WLC to be convened
  • Venue (City and Country)
  • Conference Concept/Theme
  • Name of Host Organization(s)
  • Name of Contact Person
  • Number of Anticipated Participants
  • Feasibility for hybrid (on-site and remotely convened) events
  • Current state of endorsement and support from your local and national governments
  • Prospective endorsement and support from your local and national governments in case of successful adoption by ILEC for you to become a host organization
  • Current state of collaboration with your network of academic institutions in support of your proposal
  • Prospective expansion of your network of academic institutions in case of successful adoption by ILEC for you to become a host organization
  • Prospective Financial Sponsors in case of successful adoption by ILEC for you to become a host organization
  • Typical World Lake Conference program:
  • Thematic Sessions (Oral and Poster)
  • Keynote Presentations
  • International Policy Forum/Colloquium
  • Relevant Workshops
  • Youth Session
  • Exhibition Booth
  • Field Trip
  • Cultural Events
  • Banquet
  • Other Programs
  • The following information would be helpful to include in the comments section of the Letter of Intent (LoI):
  • Experience in organizing international conferences (if available, please give examples)
  • Reasons for wishing to organize the conference, goals, required outputs, etc.
  • Self-assessed superiority in successfully convening the WLC

Organizations submitting Letters of Intent (LoI) to host the WLC should submit a Full Proposal by the designated date (basically within two months) after the approval of the LoI is notified.

Submitting a Full Proposal to Host WLC

ILEC will study the submitted LoI and interact with the proposing organization for possible submission of a Full Proposal. 

Organizations desiring to host the World Lake Conference should address the following matters in their Proposal:

  • State the local organizers' capacity and experience in developing and hosting a large international event, including arranging venues, helping develop the conference program, identifying keynote speakers, organizing attractive social events, and providing a hybrid-mode conference (with both in-person and online participation).
  • State the prospective support to receive from science, government, and community organizations in the proposed host country and region. It is desirable for the proposal to include letters of support from national or regional organizations, such as government agencies, universities, scientific academies, industry, and local groups.
  • State the level of accessibility and convenience for participants and the proposed conference facilities are attractive and suitable for a conference of 300+ registrants. (Previous conferences have ranged from 300 to 1500 delegates.)
  • State the level of assurance to take responsibility for all financial aspects of the conference.
  • Presents a draft budget outlining the main costs and anticipated income for the conference, including registration fees.
  • State if and how the delegates from developing countries and students might be supported to participate in the conference (e.g., offering reduced registration fees).

 

Relevant Information

Please read the following information as guidance for planning your bid, noting bidding organizations should consider these items when preparing the Proposal.

Responsibilities of the WLC Local Organizing Committee (LOC)

  1. Assigning local/national members to comprise the LOC.
  2. Coordinating and implementing all logistical aspects connected with the conference organization.
  3. Management of the conference finances and budget.
  4. Coordinating and implementing advertising and promotion of the conference.
  5. Coordinating and implementing the conference social program.
  6. Ensuring access to the conference venue and managing it throughout the conference.
    • A theater-style main plenary hall capable of accommodating all conference participants is required.
    • Meeting rooms with video projector, sound system, and internet access are required to accommodate parallel sessions (either theatre or classroom set-up) are required.
    • A room or hall for lunch breaks and the conference reception is needed.
  7. Providing necessary audiovisual equipment, including a simultaneous interpretation system if needed.
  8. Providing and managing the conference registration system, including credit card and other electronic payments of the conference fees.
  9. Providing and managing the content of the conference website, including information about the conference venue, hotels, transport, registration, program, call for abstracts, etc., and updating the website as needed.
  10. Coordinating with invited speakers on their participation, travel, accommodation, other conference support, etc.
  11. Providing invitations and other necessary support to participants requiring visas.
  12. Prepare the conference proceedings and a report promptly after the conference is completed. They will be published on the ILEC and the conference websites.
  13. Producing WLC’s main visuals:
    • Conference logo and posters. 
    • Publicity materials (flyers, programs, website, etc.), to include the conference logo and the logos of the local host organization and ILEC.
    • The conference Logo should follow previous editions of the WLCs.

Responsibilities of ILEC

  1. Assisting in overseeing the conference organization and program, ensuring the signed Memorandum of Understanding (MoU) with the proposing parties is respected, as well as other agreed-upon terms.
  2. Assigning the ILEC Scientific Committee Members to join the LOC following formation of the LOC that will:
    • Issue the call for abstracts, evaluate the abstracts, and decide on the final themes of the thematic sessions.
    • Decide on the invited speakers and other program elements.
    • Contact invited speakers and invite them to the conference.
  3. Providing conference information on the ILEC website and social media to advertise and promote the conference.
  4. Promotion of participation in the conference through ILEC’s international network.
  5. Providing session chairs and keynote speakers from the ILEC Scientific Committee as appropriate.
  6. Coordinating with the LOC on various matters related to planning and operations for WLC.

Finances

  1. The LOC is responsible for managing the conference budget, including incoming revenue, expenses, sponsorships, reimbursements, etc. At the conclusion of the conference, the LOC will ensure all reimbursements and invoices are settled. The LOC will also provide ILEC with a final financial report.
  2. The registration fees proposed during the proposal evaluation shall not be changed significantly without prior consultation with ILEC.
  3. The LOC is responsible for all fundraising efforts. Sponsorship packages or funding cases are developed by the LOC in consultation with ILEC before being made public.
  4. The LOC will be the sole recipient of the revenues accruing from the main part of the WLC. It will not include the payments made by participants to the subsidiary convened events organized by ILEC (for example, separately convened workshops in connection to WLC outside the WLC period).

Changes, Delays, Cancellation and other Generic Aspects 

  1. Any changes to the conference arrangements must be discussed between ILEC and the LOC before implementation, assuming mutual agreement shall be reached.
  2. The LOC cannot change the venue, term, or other logistical aspects that hinder the already agreed-upon conference program. If there is an absolute need for changes, they shall be discussed and acted upon by the parties.
  3. Should the conference not be implemented as agreed in the formally settled LOA (e.g., dates because of unforeseeable circumstances), ILEC and LOC shall discuss the feasibility of delaying it. Considerations for delaying the conference must include the safety of the participants and financial and/or reputational impacts on the organizers, the LOC and/or conference participants.
  4. Any decision to cancel the conference under any circumstances will be made only after ILEC and LOC have reached a discussion and agreement. All parties will make all efforts to identify alternative means by which the conference may proceed in place of its cancellation, including delays.
  5. The official language of WLC is English. Local language speakers are allowed and welcomed, depending on the nature of the program. In the case of formal sessions, simultaneous interpretation in English should be provided.