Call to host the 8th World Conference on Research Integrity
The World Conferences on Research Integrity offer a unique opportunity for all stakeholders with an interest in fostering research integrity. The meetings are highly interactive and are attended by researchers, institutional leaders, policy advisors, editors, publishers and represents of funding agencies and professional organizations. We want to be relevant to all disciplinary fields and are especially keen to involve early career researchers. The conferences provide a way for hosting countries and institutions to highlight and boost efforts to promote research integrity in their region.
Past conferences have been held in Lisbon, Portugal (2007), Singapore (2010), Montréal, Canada (2013), Rio de Janeiro, Brazil (2015), Amsterdam, Netherlands (2017) and Hong Kong (2019). The 2022 edition will be in Cape Town, South Africa. Preference will be given to bids from regions of the world other than the site of the most recent conference.
Hosting organizations are responsible for local arrangements (conference site, hotel, banquet and other meals, conference website and registration, etc.), for raising funds to support the conference and for the joint planning of the conference program. The Governing Board of the World Conference on Research Integrity Foundation will appoint the Conference Co-Chairs. The Chair of the local organizing committee will be one of the Co-Chairs of the 8th WCRI and will work with the other Co-Chairs of to formulate the programme, invite speakers and otherwise plan the conference.
Based on the experiences of the Covid-19 pandemic we opt for a hybrid conference design with the intention to hold an on-site event with the plenary keynote lectures streamed but with the option to switch if circumstances require a fully digital event, with all concurrent sessions also streamed.
More detailed information can be found on the website of the World Conferences on Research Integrity Foundation (WCRIF) and in the draft agreement between the organizing institution and the WCRIF. For a quick glance at the expectations, please review the conference website of the 7th WCRI.
SCHEDULE FOR SUBMISSION AND REVIEW
Each of the following documents should be addressed to the Chair and Secretary of the Governing Board of the World Conference on Research Integrity Foundation and sent to
Letters of intent are due on 1 December 2021
Letters should specify the hosting institution(s) and contact information (name, title, email address, phone numbers, mailing address) for the principal contact(s) at each institution.
Preliminary bids are due on 1 March 2022
Preliminary bids should include the following:
- confirmation or update of the hosting institution(s) and principal contact(s), as presented in the letter of intent
- a description of the proposed conference venue
- information on travel options for conference attendees
- availability of a wide range of accommodations
- information on streaming facilities and on switching to a fully digital conference, including the concurrent sessions, if needed
- information on the possibility of hybrid (on-site and on-line) format and details regarding inclusion of on-line attendees and interactivity.
- information on funding sources that will be approached for support for the conference.
The members of the Executive Committee of the Governing Board of the World Conference on Research Integrity Foundation will review the preliminary bids, formulate their comments and recommendations and then work with the applicants that decide to finalize full bids.
Full bids are due on 1 May 2022
Full bids should address all of the points listed below. The full proposals for the 6th and 7th WCRI are available as examples upon request from the WCRIF Chair (
The members of the Governing Board of the World Conference on Research Integrity Foundation will review the full bids. Two or three members of each bid team will be invited to present their bid during the WCRIF Governing Board meeting on Saturday 28 May 2022 preceding the 7th WCRI in Cape Town. The decision on the next conference location will be made by the WCRIF Governing Board and will be announced during the final plenary session of the 7th WCRI.
Date of Conference
second half of May or first half of June 2024.
Conference format
The conference begins with pre-conference activities on Sunday and an opening session followed by informal reception on Sunday evening. The conference ends on Wednesday late afternoon. The schedule for past conferences can be used as a general pattern for subsequent conferences. Following the pattern of the WCRI Digital Event held in 2021, a digital bridging event may be planned for 2023 (May – June) to provide momentum and encourage attendance during the 2024 conference.
Anticipated attendance: 500-800 on-site participants.
Venue
Facilities should include space for:
- plenary sessions (seating 800)
- concurrent sessions (6-7 rooms per session, each seating between 50 and 250)
- poster displays (accommodating 150 posters)
- venue for opening reception, lunches, coffee breaks
- Host institutions are expected to provide conference management, audio-visual equipment and support and communication including excellent WiFi connectivity.
Hotel accommodation
Accommodations for 500-750 participants at a range of different price levels. Include information on:
- availability of rooms
- distance to the conference venue
- price ranges
- banquet facilities for the conference dinner
- contract deadlines for hotels and banquet facilities
Local features: Include information on:
- accessibility by direct flights
- visa requirements
- local transportation
- safety situation
- likely weather conditions
- local attractions
- competing events at the planned time
Conference planning organization
Include information on any organizations and services that will help to plan the conference, including experience and fees.
Local Committee members: Include names, background and contact information of people who have agreed to serve as members of the Local Committee (approximately 4-6 people). The Chair of the Local Organizing Committee will serve as the primary local contact for the conference, and the Chair and one other member of the Local Organizing Committee will serve on the Program Committee.
Proposed budget
The budget must include all anticipated expenses and provide a realistic assessment of the funding already obtained or expected, with letters of commitment as available. All of the following entries should be considered when drafting the budget.
Costs
- Hotel facilities
- Conference planning agency fee
- Opening reception
- 3 buffet lunches
- 6 coffee breaks
- Banquet
- Banquet venue
- Banquet transportation
- Music, lighting, decorations at conference dinner
- Audio-visual at conference dinner
- Website development and maintenance
- On-site computer facilities
- Marketing
- Conference packets, bags and name tags
- Materials and supplies
- Audio-visual rental and support, including video recording of plenary lectures and making the videos available in mp4 format
- Streaming plenary keynote lectures with the possibility of shifting to a digital event for all conference sessions (please detail costs for digital event)
- Equipment rental
- WiFi access in conference centre
- Photographer
- Planning Meeting of the WCRIF Governing Board and the Programme Committee one year before the conference
- Registration waivers, hotel accommodation and travel support for the WCRIF Governing Board and the Programme Committee
- Registration waivers, hotel accommodation and travel support for plenary keynote speakers (with the expectation that plenary keynote speakers attend all or most of the conference to interact with attendees)
- Registration waivers and travel support for participants from Low- or Middle-Income Countries
- Comprehensive conference insurance (unless the hosting organisation provides evidence that it will and can bear the risk)
- Other expenses related to the conference
- Other expenses unique to conference site (e.g., transportation)
- Contingency fund of 20% of entire budget
Income
- Bids need to include firm expressions of intent by sponsors for a total of at least USD 100,000 and to offer a plausible strategy to secure the sponsoring needed in the amount of USD 300,000 to 350,000. (Sponsors should be informed that funds may be used for an in-person / digital / hybrid event, depending upon circumstances.)
- Contributions from organizations in the host country (letters of support when available)
- Contributions from previous conference supporters (letters of support when available)
- Contributions from new conference supporters (letters of support when available)
- Include paid registrations from 500 participants at approximately USD 700 each
