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
- 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
- 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.
- 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
- 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).
- 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.
BAAL is a professional association, based in the UK, which provides a forum for people interested in language and applied linguistics. We have an international professional membership of around 1000 members.
To read more about what applied linguistics is and does, click here.