Format Guidelines for ASME International Design Engineering Technical Conference Proposals

The Executive Committee of the ASME Design Engineering Division has the task of selecting the location and dates for the Design Engineering Technical Conference. This decision is based upon considering a number of issues including:

• Travel Costs;
• Conference facilities;
• Local support available from Government and Industry;
• The opportunities available to attendees to visit the country.

The Executive Committee would prefer to have technical committees within the Design Engineering Division to submit proposals, but individuals/groups of individuals are also able to submit proposals. The following guidelines are designed to help in the organization of proposals, and will result in consistent proposals. Proposals should include the following items.

1. General Conference Chair including brief biography. This should include Chair's past experience organizing conferences, symposia, etc.
2. Description of location - climate summary for typical conference time; proximity to other cities, universities, and large industry; transportation accessibility; local attractions; etc.
3. Local arrangements - which local organizations will play a lead role in supporting the conference; e.g. Dept. of Mechanical Engineering at Univ. of XXX will provide the staff to assist in ____ and will host a welcome reception.
4. Potential Specific Conference Location - possible hotel/convention center(s) including list, if applicable, of prior conferences held at that location. Also, proximity to items listed in 2.
5. Cost Element - while we understand that detailed costs may vary by the time the conference actually takes place, we feel that it is important to get an estimate of costs and thus, the following items should be included:
   1. Air travel costs from a specific west coast, east coast, and midwest city.
   2. Lodging costs at proposed conference site. Also local range of lodging costs.
   3. Transportation availability and cost from airport to hotel.
   4. Corporate or other cost share element (if applicable).
   5. If available, conference registration costs for other similar conferences at that location.
   6. Other costs/savings of significance (if applicable).

Conference proposals should be submitted to the Executive Committee well in advance of the National Design Engineering Conference (the March conference in Chicago each year) approximately three and one-half years before the conference addressed in the proposal. For example, a proposal for the 2003 IDETC should be submitted to the Executive Committee no later than January 2000.

The ASME Meetings Department provides a very useful manual for tentative meetings hosts. The manual is available from the world wide web at: http://www.asme.org/events/guide99.pdf . In addition, the Meetings Department requires that the Chair submit a one-page proposal form, CA-1 , available on line from the same address. This form is submitted through the Executive Committee. The Meetings Department and the DETC Executive can provide you with history information to assist you in completing this form.