1. Conference venue, solicitation of bids 

The ADHO Conference Coordinating Committee (CCC) will solicit bids for the 
conference venue according to the following procedure: 

Invitations to bid will be issued six months and three months before 
the conference that occurs two years before the target conference date 
for the bid cycle. For instance, for the conference in 2011, the invitation to 
bid would be issued three months before the 2009 conference. Preference will 
be given to bids which enable the CCC to rotate the conference geographically,
for example if the 2009 conference is held in North America, the 2010 conference 
would preferably be held in Europe. The CCC will discuss bids with the bidders to 
enable them to present the most viable bids possible. 

Bids will be discussed by the ADHO steering committee at the conference 
two years prior to the target venue, and a decision will be made at that time. 

Guidelines for Local Organizers including information for bidders are available 
on the ADHO website with advice on funding, and other details. 

2. Program Committee 

The International Program Commitee (IPC) consists of not more than 12 and not 
fewer than 8 members (not including the Program Chair or Local Organizer) 
designated by the executive councils of the constituent organizations. Each 
organization may designate members up to a maximum determined by dividing 12 
by the number of constituent organizations. With approval of the ADHO steering 
committee, the CCC determines the number of members per constituent organization.
As of 2008, with three constituent organizations participating, each constituent organization 
may designate up to four members to the IPC.  In the event that any constituent 
organization elects to designate fewer than the maximum number of members to the IPC, 
unused slots will remain unfilled. Designating members of the IPC is a right of 
the constituent organizations, not a requirement. 
 
In selecting members of the IPC, constituent organizations should take care to verify 
that the members are willing and able to take on the time commitment required, have sufficient 
experience in reviewing proposals for ADHO Conferences and are reasonably likely to be 
able to attend the intervening conferences. At least one member from each constituent 
organization needs to have served on a prior IPC. However, new perspectives are also valuable, 
and the IPC should implement rotation of committee members. 

ADHO and in particular the CCC will try to explore new methods of communication for the 
IPC, such as video-conference, conference calls, and perhaps face-to-face meetings, to 
facilitate discussion.

3. Program Committee Chair 

It is expected that there will be discussion and cooperation between the constituent 
organizations and the steering committee in coming to a decision about the appointment 
of the Program Chair. It is important that the Program Chair be experienced in running 
such a process, and it is highly desirable that a Program Chair should have served on 
prior program committees in this community. Continuity may be established by appointing as
Vice-Chair the person who will be IPC Chair for the following year.

4. Local Organizer

The LO is a non-voting member of the IPC and should participate in all discussions
relating to the academic programme and its requirements.

The Program Chair and LO should have a face-to-face meeting, either 
at the conference the year prior to the one they are planning, or at some other time.

5. Keynote speakers 

The Local Organizer or IPC may suggest keynote speakers. The IPC approves
keynote speakers. The financial burden of the speaker costs rests with the LO, 
it is important that the IPC consult with the LO about feasibility of speaker 
choice. The LO should have veto power in this matter. 
Choice of keynote speakers has an important impact: it sets the tone for the 
conference and affects how the conference is promoted; keynote speakers should be 
chosen with these goals in mind. Keynote speakers should be selected well in advance, 
so as to make it possible to announce keynote speakers at the conference a year in advance. 
Invitations to keynote speakers are issued by the LO.

6. Reviewers

Authors of accepted papers from the past two years should be invited to serve 
as reviewers; reviewers should also be encouraged to recommend additional 
reviewers. A call for reviewers should be sent out every two years. In collaboration 
with the current IPC Chair, the CCC to maintains an up to date list 
of reviewers and their areas of expertise, using the support database provided 
by ADHO. Authors of accepted papers from the past two years may be invited to 
serve as reviewers. 

Draft 15 June 2008