Call for ENTER eTourism Conference hosting

Please download the requirements for the bidding of the ENTER2019 conference

Deadline for proposals: 31 August, 2017.

ENTER eTourism Conference is an annual event of the International Federation for Information Technology and Travel & Tourism (IFITT).

ENTER eTourism Conference Requirements 

ENTER is the tourism and technology annual event that offers a worldwide and unique forum for attendees from academia, industry, government, and other organizations to actively exchange, share, and challenge state-of-the-art research and industrial case studies on the application of information and communication technologies to travel and tourism (eTourism). ENTER offers three tracks, namely: Research, Destinations and Industry, which are designed to enable maximum exchange of information and interaction.

IFITT awards the rights of implementing the ENTER conference to a Host Organization who is responsible for the organization and hosting of the conference.

DATES: ENTER Conference usually takes place at the end of January, and is held over a period of three days (Wednesday, Thursday and Friday). A PhD workshop and local eTourism day take place on Tuesday – prior to the main conference.
LOCATION: Conference Centre / Conference Hotel / Educational establishment
PARTICIPATION: 300/400 attendees: 60% academics and 40% tourism industry and destinations representatives
CONFERENCE FEES: Subject to negotiation

IFITT responsibilities 

  • identifies a Host organization and monitors preparation stages
  • creates scientific content of the program
  • promotes the event on the international scale
  • provides scientific secretariat
  • provides invitations and briefings with conference speakers
  • prepares calls for papers for the Research, Industry and Destination tracks and the PhD workshop
  • selects through peer-review process academic papers and publishes them in the ENTER proceedings, published by Springer
  • selects the destination & industry speakers for the event
  • communicates extensively the event though all its communication channels

Host Organization gains

  • reputation and exposure as a cutting edge destination
  • expertise on eTourism from global experts
  • revenue share from the registration fees
  • delegate fees from local national day
  • revenue share from the sponsorship income
  • exhibition income
  • IFITT Membership for two years subsequent to the conference
  • listing on IFITT website as IFITT sponsor
  • additionally, its local tourism experts get the chance to benchmark their practices with their international counterparts

Host Organization responsibilities 

  • nominates a project manager that will be the contact person for the organization committee
  • identifies and books the conference venue
  • based on the previous event, establishes a comprehensive and dedicated responsive web site to promote ENTER2019 on www.enter2019.org. This includes also showing in due time the program of the conference with the localization of the various presentations in the different rooms (that might be done also through a mobile app)
  • contributes to promote the event using the hashtag #ENTER2019
  • writes and distributes a set of press releases
    • Announcing the selection of the destination (end of January)
    • Presenting the details of the event including the call for speakers and Industry track (April)
    • Announcing the event for the industry participants (October)
    • Inviting the press during the event
    • Presenting the results of the event
  • promotes IFITT to the local academic community and local industry, and helps IFITT increase awareness and memberships at the host destination
  • manages online registration of delegates, which should include
    • full major credit card processing
    • attendee list (global & per session)
    • badges
    • social activities
  • accommodation: host organization may like to establish preferential rates at a range of accommodation establishments in the area
  • prints and publishes on the website the final conference program
  • prepares delegate bags
  • provides good quality free Wi-Fi connection to the attendees
  • organizes two evening social events
    • welcome reception on Wednesday
    • and a gala dinner / party on Thursday night
  • prepares coffee breaks and lunches, which are included in the price of the registration
  • provides office for the IFITT-ENTER committee equipped with internet access, phone and printer
  • provides IFITT with two free exhibition spaces (one for IFITT and one for an IFITT partner)
  • organizes the national day in collaboration with IFITT
  • ensures the organization of a sustainable conference by
    • contacting an association for distributing all food left-overs to charities
    • ensuring that the catering provides water distributors, to reduce plastic waste

 Host Organization Payments 

  • provides a suitable conference venue with one large room for about 350 people + 4 parallel-sessions rooms for up to 100 people. All rooms must be fully equipped with audio, video projection, and high speed internet connection for the speakers
  • shares revenue with IFITT from delegates registrations and from the contribution of sponsors
  • pays the publisher towards the cost of the Proceedings and their transportation. Payable to Springer in November prior to conference
  • provides IFITT with up to 75 free registrations and up to 60 room nights
  • covers travel costs for 2 ENTER/IFITT board members for a site inspection before the conference
  • pays IFITT a fee of 3000 EURO as a contribution for marketing, organizational and program matters

In order to bid, please, send a document in a digital format (word/pdf) to ifitt@ifitt.org (attention prof. Lorenzo Cantoni, IFITT President).

  • motivation of your institution to host ENTER conference
  • proposed hosting time period
  • presentation of the institution, conference rooms and catering facilities
  • presentation of the destination (including transportation, accommodation and touristic attractions)
  • details for welcome reception and conference dinner
  • local organizing committee (consisting of industry and academic members)
  • a list of 10+ potential companies/speakers, linked to the eTourism domain, with their data (name, phone, email, company name).