Request for Proposals: TEI Conference and Members Meeting, 2011

The annual TEI Conference and Members’ Meeting takes place every fall, usually late October or early November. We are now seeking bids to host this event in 2011 and, in a separate call, 2012.

In keeping with advice from the membership at the 2010 meeting, preference in 2011 will be given to bids from outside North America (In the 2012 competition, preference will be given to bids from outside of Europe). This is to avoid holding the meeting on the same continent as Digital Humanities in any given year.

The TEI adopted the conference format in 2007. Previous conferences and/or meetings have been:

  • Zadar, Croatia. November 9-15, 2010. Hosted by the University of Zadar.
  • Ann Arbour, Michigan, U.S.A.. November 9-15, 2009. Hosted by University of Michigan Libraries.
  • London, England, November 6-8, 2008. Hosted by King’s
    College London.
  • College Park, Maryland, USA, October 31-November 3, 2007.
    Hosted by the University of Maryland.
  • Victoria, Alberta, Canada, October 27-28, 2006. Hosted by the
    University of Victoria.
  • Sophia, Bulgaria, October 28-29, 2005. Hosted by the
    Bulgarian Academy of Sciences.
  • Baltimore, USA, October 22-23, 2004. Hosted by Johns
    Hopkins University.
  • Nancy, France, November 7-8 2003. Hosted by ATILF.
  • Chicago, USA, October 11-12 2002. Hosted by the Newberry
    Library and Northwestern University.
  • Pisa, Italy, November 16-17 2001. Hosted by the University
    of Pisa.

The form of the conference is constantly evolving and considerable scope exists for local input. In recent years, however, the following has been a typical format:

  • 2 or 3 days of pre-conference workshops
  • 3 days of conference sessions, keynote lectures, poster session, Special Interest Group meetings, and the Annual General Meeting of the TEI membership.
  • A one day post conference Board meeting (often including the evening before).

The three days of the main conference normally take place between the Thursday and Saturday of the week of the conference. The TEI Board meeting (which is closed to the general public) normally begins with an evening session on Saturday and extends through Sunday afternoon. The pre-conference workshops typically include a mix of events varying from a single morning or afternoon to a full two days. The Annual General Meeting of the TEI Membership occurs as a plenary session of the conference and requires approximately two hours.

Attendance at the conference varies depending on location. Since the adoption of the conference format, the attendance has ranged from about 70 (Zadar) to about 200 (London). We recommend budgeting on an attendance of approximately 100-110.

The TEI Consortium guarantees direct costs of the conference and meeting up to a maximum of US$5200 with special provisions for funding attendance in excess of approximately 120 attendees. The conference organising committee is also expected to seek additional funds from local institutions, commercial sponsors, and other organisations (in most years the committee has raised between $3000 and $4000 from sponsors). A conference registration fee (returned to the TEI) is charged to assist in recovering its expenditure and ensure that it is able to underwrite the cost of future conferences. Pre-conference workshops are run on a cost-recovery basis.

Bids for the 2011 conference should be submitted to by no later than January 1, 2010, though institutions considering making a proposal are encouraged to contact chair of the TEI ( or any member of the board much earlier in the process in order to discuss their ideas. Bids should include the following information:

  • The name of the institution(s) making the bid
  • The name, address, email, and telephone number of the
    contact person
  • A brief description of the facilities available for the
    event (rooms, equipment, technical support, food)
  • An indication of what financial support, if any, the
    hosting institution is prepared to give (for instance,
    sponsoring one or more receptions or pre-meeting workshops;
    payment of travel expenses for one or more plenary speakers;
    etc., provision of space and equipment)
  • An initial list of proposed members of the local organising team and responsibilities
  • Any other details that may be useful in assessing the bid
    (e.g. the presence of a conference on a related topic at the
    institution around the time of the meeting; the launch of a
    new TEI-related initiative at the institution, etc., ideas
    for a particular theme or focus, ease of access and accommodation).

In submitting bids, local organisers are encouraged to be creative: the TEI is willing to work with hosts to reflect local interests and strengths.

Further information about the requirements for the conference and members meeting may be found in our document on Hosting a Members Meeting and the Board’s own Practices and Procedures document. These should be considered as suggestions rather than normative: the format of the conference changes every year.

All bids will be reviewed by the TEI board, which makes the final decision.