BAAL conference potential host check-list of requirements

Please contact the Meetings Secretary (contact details on ‘Committee’ page) if you are interested in hosting the BAAL Annual Meeting. Below is a check-list of normal requirements:

1. Participant numbers

  • 250-300 participants: 200 full registrations, 50 one-day registrations
  • Thursday 200, Friday 300, Saturday 200

2. Venue

  • Plenary room with 300 seating capacity (this is also for AGM)
  • 10 break-out rooms: three to seat 30, four to seat 60, and three to seat 100
  • Posters room or space
  • Publishers’ room, secure/lockable, with space for about 14 display stalls – in the coffee room or at least very near by.
  • Tea/coffee/biscuits tables for intervals, preferably in the publishers’ room
  • Reception areas for registration, BAAL Book-prize, pre-dinner drinks
  • Luggage room, secure/lockable, mostly for Saturday morning
  • The plenary room, break-out rooms and the BAAL AGM need Powerpoint/OHP/video. Ensure all presentation rooms are fully equipped, with the technical specification of the computers up-to-date enough to enable Powerpoint and videos to run properly – this is especially important. Some rooms with internet connection is a bonus. Have a technical helpdesk during the conference to which speakers have recourse in case of problems.
  • All rooms should be accessible for people with limited mobility.
  • Email and photocopy facilities are very desirable, but not essential
  • Wifi should be available to all delegates, where possible

3. Accommodation

  • 150 en-suite and other student halls
  • B&Bs and/or hotels
  • Halls of residence should be close to the conference venue. All must be within easy walking distance; if not, a shuttle bus to and from the venue is essential.

4. Catering

  • 150 breakfasts Friday and Saturday
  • 160 lunches Thursday, Friday and Saturday
  • 150 Thursday evening meals
  • 150 Friday conference dinners (off-campus with entertainments)
  • Catering venues must be easily accessible from the conference venue, and if the Friday conference dinner is very far, a shuttle bus is essential

5. Support

  • A local conference office is essential (e.g. university Conference Centre).
  • An on-site easily-contactable audio-visual support team is essential.
  • Sign language interpreters should be available for plenaries and papers.
  • It is essential to have volunteers during the days of the conference.
  • There should be enough active members in the department to get involved in conference preparation (e.g. at least six are needed for abstract reviewing).

6. Finances

  • The conference costs around £70,000, is attended by 300 delegates, and usually makes a surplus of around £5,000, which adds to BAAL’s ability to support Applied Linguistics activities. The LOC should build a 10% contingency into their budget to cover unforeseen costs and to ensure a small surplus.

7. The host bid

  • You will need to submit a detailed host bid addressing all the points above. In addition to the host bid, send the BAAL Meetings Secretary a detailed breakdown of predicted incomings and outgoings, in two versions:
    • a) for university venue and accommodation,
    • b) for hotel/conference venue and accommodation.
  • Examples of a host bid and breakdown of costs are available on request.
British Association for Applied Linguistics (BAAL)