DiGRA Call for Conference Hosts – Digital Games Research Conference 2013 – 2014 – 2015

DiGRA Call for Conference Hosts
Digital Games Research Conference 2013 – 2014 – 2015
www.digra-old-site.local | www.gamesconference.org

The Digital Games Research Association (DiGRA) has as a central goal the support of an international conference on digital gaming. Five world conferences have taken place, the first in Utrecht, the Netherlands (2003), the second in Vancouver, Canada (2005) and the third in Tokyo, Japan (2007), the fourth in Brunel, UK (2009) and the fifth in Utrecht, the Netherlands (2011)

This is a call for proposals for a committee and location to host the next series of DiGRA’s international games research conferences. There is an agreed aim to move towards an annual conference so we are actively seeking proposals for 2013 and 2014. Proposals for conference hosting in 2015 and beyond are also welcome.

Details after the jump

Institutions wishing to put themselves forward should consider the following aims of DiGRA when putting their proposal together and highlight how the event they would organise would achieve these:

• To support digital games research as an interdisciplinary field
• To encourage dialogue between researchers, practitioners, commercial organisations and policy makers
• To support digital gaming students and curriculum development
• To disseminate work produced by the association’s community

DiGRA is keen to receive proposals that tackle these issues in an innovative manner and build upon established conference practices.

It is envisaged that DiGRA conferences will each have a central theme but that this will in no way compromise the inclusiveness of research into digital gaming from a wide range of researchers, disciplines and empirical domains. The official language of the conference will be English.

To support this, DiGRA places emphasis on rigorous and appropriate peer review for abstracts submitted to the conference and the support of ethical practice.

The successful hosting institution will be provided with some key guidelines for the management of the peer review, the planning and preparation of the conference.

There is no compulsory format for conference hosting proposals but is it highly recommended that they deal with the following:

• Location: Institution, town/city, country.
• Background: What is the host city like? Attractions for visitors?
• Entertainment options: Location for visiting other areas before/after conference? Proximity to local game industries or other relevant sites?
• Venue: Description, facilities, access, lecture theatres, meeting rooms, exhibition space, technical resources, translation services etc.
• We would also like to see evidence that the hosting institution is responding to some of the innovations brought to the DiGRA conference at Utrecht in 2011. It is not mandatory that this approach be emulated but some engagement with the aims to address greater participation would be required.

• Programme structure *
• Overview of themes *
• Draft Call for Papers*
• Type and Format of abstracts requested and review process*
• Potential keynote/plenary speakers*
• Range of presentations – posters, symposia, workshops, student mentoring, round table? Diversity and inclusivity should be fostered in the identification of multiple modes of participation.
• Special events: any special thematic days and/or collaborative events organised in connection to the conference?
• Social events: What? When? Where? Are they particularly digital gaming relevant or locally typical? Commissioning a conference game or suitably ‘playful’ activities would lend specificity to the event.
• Delegate packs: Contents. Proceedings

* The DiGRA executive committee has a responsibility for ensuring the quality of the delegates’ conference experience and the academic credibility and reputation of the conference. As such it will be involved, and have the right of veto, in the final decisions about programming and other aspects of content. Once hosts are decided a programming committee will be formed with representatives from the hosts and nominated members acting on behalf of the DiGRA executive board.

Travel and Accommodation:
• Distance from international airport/s?
• Access by bus, cab, coach, train, etc
• Travel between conference venue and accommodation
• Estimated travel costs from a range of major cities
• Costs & Finance (in €,US$ as well as in local currency)
• Conference registration: Full & Day rates, student rates, DiGRA member rates (Note: as a standard practice DiGRA membership will be included in the DiGRA conference registration fee, with those membership monies directed afterwards to the association by the organiser, thereby guaranteeing its basic funding and continuity; those conference delegates who are already DiGRA members will have a lower registration rate)
• Accommodation: Description, university/hotel options, location in relation to conference venue, facilities, capacity, etc. Per person, room share scheme? Discount for DiGRA delegates?
• Meals/Conference Dinner
• How will booking be handled?
• What bursaries or discounts will be offered to graduate students in the field.?

• Conference committee: Details of organisers, responsibilities, administrative support, etc. It is expected than key individuals in the proposal and proposed conference committee will hold current DiGRA membership. Identify one member of the host team who is the main contact with DIGRA.
• Outline means of keeping in regular, consistent communication with the DIGRA board.
• Scientific committee: Details of lead researchers, practitioners and policy makers who have agreed to sit on an international committee.
• Short research biographies. Plan for coordination of duties within committees as well as with DiGRA executive board; estimate of deadlines for conference planning schedule.
• Institutional support: Level and nature of department/institution
involvement and funding.
• Additional support: Details of finance, facilities, sponsorship or other
involvement from additional organisations at a regional, national or international level.
• Dates: Proposed conference dates, deadline for abstracts, etc. (It is strongly recommended that proposers avoid dates conflicting with events such as AoIR, DAC, Future Play, FDG , etc)

Publicity & Dissemination:
• Conference proceedings: How will they be made available – in book format and/or electronically? When will they be available to delegates? (Note that all DiGRA conference papers need to be archived in the online DiGRA Digital Library, and conference organisers are expected to collaborate in this.)
• Publications: Are special editions of journals planned for after the conference? Are publishing contracts for edited collections planned? Who will edit these? What is the planned timescale?
• How will conference publicity be planned?
• Hosts will need to liaise with the editors of the new DiGRA Journal to discuss the publication of key articles from the conference.

It is recommended that proposers produce a simple business plan to estimate incoming and outgoing monies for the conference depending on different levels of attendance and financial support. Issues such as how any loss will be accounted for should be dealt with, as DiGRA cannot currently offer any financial guarantee. Procedures should be in place so that in the event that the conference makes a profit DiGRA will receive 30% of this. The association will use this towards developing funds to support conference costs for some students or researchers coming from economically unstable countries.

A Conference License Agreement will need to be signed by the representatives of the conference organiser and the DiGRA. This will detail all the arrangements and specifications of the planning and execution of the Conference. The Agreement must be signed before the actual conference arrangements are set in motion.

The DIGRA executive board require a letter of intent by March 17th 2012 and a full proposal by April 20th 2012.
Letters of intent, completed proposals or general enquires about the conference hosting call, and details of the License Agreement etc. should be directed to Helen Kennedy (Helen.Kennedy@uwe.ac.uk) and Esther MacCallum-Stewart (neveah@gmail.com)

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