Call for Hosts for the MEA’s Annual Convention

Invitation to Apply

The Media Ecology Association (MEA) invites applications from institutional sites around the world willing to host the Association’s annual convention. Currently, the MEA is seeking sites to host the Annual Convention for 2021 and beyond.

The convention, during which approximately 150–200 members gather, is held each June. Typically, the convention runs three full days, from Thursday through Sunday morning. The choice of weekend is generally left to the discretion of the host. (See the list of past conventions.)

All proposals will be evaluated by the MEA Executive Board. Board members are also available via email to answer questions. All proposals should be submitted electronically to our Executive Secretary Fernando Gutiérrez at secretary@media-ecology.net.

Deadlines for Applying

First preference for 2021 sites will be given to proposals received first. However, all applications will be considered until a suitable site is found.

Applicants interested in hosting for 2021 and beyond are encouraged to attend the 2020 MEA Convention during which there will be ample opportunity to meet with members of the MEA Executive Board.

Guidelines for Applying

We offer some guidelines for applying below. We also urge applicants to read the MEA Convention Planning Manual (PDF) before writing up their proposal. There is no length requirement, but please make proposals as comprehensive as possible. If additional information or clarification is needed, the MEA Executive Board may contact you directly.

Site Specifics

  1. Do you have a specific year in mind for hosting the convention? What dates in June do you propose? Describe the specific site – i.e., city, educational institution, various buildings in which the convention would be held.
  2. What is your site’s capacity? What rooms are available (e.g., classrooms for breakout sessions, meeting halls, exhibition space, banquet space) and what are their capacities? What technological support is available (e.g., Internet, projectors)?
  3. What is your location’s accessibility? Is it convenient for those traveling from points around the country and world?
  4. Though it is not a requirement for hosting, can on-campus housing (e.g., dorm rooms, university-affiliated residences) be provided? If so, for how many, and at what cost? Are nearby hotels available for members who wish to remain off campus? If so, can those hotels offer discounts to members? Can special deals with hotels be arranged?
  5. Though it is not a requirement for hosting, can on-campus dining be provided? Can you provide complimentary beverages during the course of the day (e.g., coffee, water)? Can you provide complimentary breakfast? What are the potentials for your hosting/sponsoring receptions, lunches, and dinners?
  6. Though it is not a requirement for hosting, are there special tours that can be offered and/or attractions that attendees might like to visit? Are there locations at which dinners/receptions might be held? What social events do you envision?

Support, Funding, and Affordability

  1. What kind and what level of financial support will your site provide? Are there commitments for funds for the conference? If so, are these commitments firm?
  2. Are there opportunities for partnerships and sponsorships that your site can uniquely provide?
  3. If possible, please provide a simple business plan that lays out estimated incoming and outgoing monies.

Hosting Specifics

  1. Do you have someone in mind, either from the hosting location or from another location, who can serve as Convention Coordinator?
  2. Are there any exceptions to the MEA Convention Planning Manual’s guidelines that need to be taken into account in order for you to be able to host the convention in the way you would like?
  3. Do you envision a particular theme for the convention? (A theme is optional, but if you wish to have one, your theme must be approved by the MEA.) Do you have any plenary speakers or particular sessions in mind? (Please note that some plenary events are determined by the Board; all others are determined in consultation with the Board.)
  4. Are there any special ways that your institution furthers the interdisciplinary and/or international nature of the Media Ecology Association?
  5. If you have not organized a conference before, think carefully about your organizational network and distribution of labor, as well as about contingency plans in the case of changes in people or funding arrangements.

© 1999–2019 Media Ecology Association

Powered by Wild Apricot Membership Software