Statement of Work 3 rd Symposium on Space Educational Activities Background This statement of work concerns the organisation, hosting and execution of the 3 rd Symposium on Space Educational Activities. This symposium follows the successful 1 st and 2 nd Symposiums, hosted in Padua and Budapest respectively. More information on the 1 st and 2 nd Symposiums can be found here: https://ssasymposium.org/ The stated purposes of the symposium are: To enable educators (both curricular and extra-curricular) to showcase and share their experiences providing/supporting space educational activities at the tertiary education (e. University) level To enable tertiary education (e.g. University) student, and young professional, participants in space educational activities to share their educational, scientific and technical results and experiences. To provide a forum for discussion on the current and future state of tertiary level space educational activities in Europe. To enable educators (including University students and High School teachers) to showcase and share their experiences in providing space educational activities for the secondary (e.g. high school) education level which bridge the gap between secondary and tertiary education. To provide networking opportunities for both space education professionals and for participants in space education projects/activities. To elevate the understanding of academic, industrial and government institutions/organisations of the importance of hands-on activities and specialised training and learning opportunities in the preparation of the next generation of space scientists and engineers. Expected attendees: University professors and teachers, including high-school teachers providing curricular and extra-curricular activities related to space science or technology at the tertiary education level. Current, past and potential University student participants in curricular and extra-curricular space educational activities Members of student/young person (aero)space associations and clubs Educators from non-academic organisations providing or supporting space educational activities at the tertiary education level.
Representatives from industry, government and inter-governmental bodies with interests in the current and future state of space educational activities and the effect on the future space industry work force. Scope This document provides a numbered list of requirements, an associated proposed timeline, some additional guidelines and eligibility criteria for proposals to host the 3 rd Symposium on Space Educational Activities. The ESA Education Office contribution to the event is also defined. Requirements & Tasks of the host organisation: The proposer accepts to undertake the following: 1. Full project planning for the 3 day symposium (within the proposed timeline constraints below): a. Identification of an organising committee, to include at least representatives from the proposing organisation and the ESA Education Office. b. Identification of a technical committee, to include at least representatives from the proposing organisation and the ESA Education Office. c. Regular agreed reporting of planning progress to the ESA Education Office. d. Identification and procurement of a suitable venue (may be at the University). To include at least one room to host all participants for common sessions i To include at least two rooms for parallel sessions ii To include a space for posters sessions iv. To include a space for coffee breaks/catering (may be the same as the space for poster sessions) v. To include an exhibition area (may the same space as for the poster sessions) v To include at least one office for the organisers (including the ESA Education Office) vi To include one larger board-room for additional round-table discussions e. Identification of external sponsors (note that external sponsors should be agreed with the ESA Education Office). N.b. The ESA Education Office shall be represented as the co-sponsor of the event (along with the hosting organisation), and the ESA contribution shall be clearly represented in all outreach and during the event execution. f. Management of all associated finances, costs and budgets including: Identification and administration of a suitable registration fee, which may be different for students, professionals etc. The hosts may also consider the possibility of an early-bird registration fee. i Negotiation with external sponsors. g. Creation, publication and on-going management of a suitable online platform/website for information dissemination, abstract submission and attendee registration (including payment). Including links to the ESA Education Office webpage.
i Payment shall be possible with suitable secure method (e.g. paypal and/or credit card). h. Promotion of the event (may also be supported by the ESA Education Office and other identified partners/sponsors). Production and promotion of the Call for Abstracts (may also be supported by the ESA Education Office and other identified partners/sponsors). j. (As part of the technical committee) Assessment and selection of abstracts for oral and/or poster sessions (in collaboration with the ESA Education Office). k. Provide acceptance/rejection letters for all submitted abstracts. l. (As part of the organising committee) Identification of suitable keynote speakers. m. (As part of the technical committee) Identification of suitable technical sessions for students and professionals presentations. n. (As part of the technical committee) Identification of suitable technical session chairpersons. o. (As part of the technical committee) Organisation of the best Paper Award with identification of suitable jury members including one from the ESA Education Office and production of Award certificate. p. (As part of the organising committee) Production of the conference programme for three full days. q. Production of required symposium material (badges, leaflets, printed programmes, goody bags etc.). r. Organisation of appropriate facilities for catering (lunches and coffee breaks) including options for common dietary requirements. s. Identification of suitable accommodation for participants with a range of budgets. Assistance in booking hotels for registered participants. t. (in coordination with ESA), identification of a equality and diversity policy for the conference and the application of such a policy with regards to event participation (e.g. key note speakers, participants etc.) u. (in coordination with ESA), identification of a code of conduct for participations and subsequent publication of this. v. Provide, or apply an existing, data privacy policy, which is compliant with the European Act on General Data Privacy Regulations with regards to participant private data. w. Ensure appropriate public liability insurance is in place for the event, and provide a copy to ESA on request. 2. Execution of the symposium: a. Full management of symposium facilities and logistics for the whole duration of the event. b. To accommodate at least 200 attendees. Ability to host additional attendees may be considered an asset. c. Provision of a symposium goody bag containing at least the book of abstracts. Further goodies may be provided by ESA Education. d. Inclusion of 3 ESA Education Office representatives with no fee.
e. Inclusion of an ESA Education Office exhibition stand with no fee (provision of tables, space, power sockets etc.) f. Inclusion of up to 24 delegates of the ESA Education Office s Advisory Committee on Education with no fee. g. Provide daily emails/updates to all participants. h. To include at least one social event (including a visit and a drink/dinner). Provide local registration desk. j. Ensure audio-visual material (computer, microphone, speakers etc.) is available for each session and IT support during the different sessions. k. To collect oral presentation material (slides) for each session upfront and upload them on the corresponding local computer. 3. Follow up of symposium a. Execute a post-event survey for all participants to be delivered to ESA Education within 2 months of the symposium b. Provide a post-event report to ESA including lessons learned and budget report to be delivered to ESA Education within 3 months of the symposium. 4. To provide symposium proceedings: a. Collation of the papers and introductory notes and index preparation. b. Collation of all the participants postal address and production of the list of participants for distribution of proceedings. c. To produce symposium proceedings after the symposium. The hosting organisation must accept to implement reviews for all published material to check for basic technical/scientific/education competence and that no defamatory statements are included. i The hosting organisation manage the publication with a registered ISBN or ISSN number in continuation of proceedings from previous symposia. d. Publication and distribution of the symposium proceedings in a digital format to all participants within 3 months of the symposium. e. Optionally offer the possibility to individual participants to purchase the conference proceedings in a paper format (possibly with additional costs to the participants). Target Timeline Selection process for hosting organisation: 22 nd August 2018 Open of call for proposals for hosting organisation 14 th September 2018 Close of call for proposal for hosting organisation 21 st September 2018 Announcement of selected hosting organisation
Preliminary symposium organisation schedule (to be agreed with the selected hosting organisation): November 2018 January 2019 April 2019 May 2019 September 2019 December 2019 Online platform/website available and first round of promotional activities. Call for Abstracts Online registration open Close of call for Abstracts Notification of acceptance/instruction to authors Issue of preliminary programme Execution of symposium Publication of symposium proceedings. ESA Contribution The ESA Education Office will provide support as follows: At least one member of the organising committee. At least one member of the technical committee. Ad-hoc advice/feedback on the symposium organisation and execution as a member of the organising committee. Support with symposium promotion through email and web article and social media. A symposium stand to feature ESA Academy opportunities in the exhibition area. TBD goodies for the symposium goody bags. A subsidy of 10,000 towards the cost of symposium execution. o N.b. this 10,000 shall be clearly outlined for direct symposium costs e.g. usage of the conference facilities, social event(s), production of symposium material, production and distribution of the proceedings, and not including wages of organisers. Furthermore the ESA Education Office may contribute as follows: Assisting with first contact for potential sponsors such as national space agencies. Sponsorship of a TBD number of students from ESA Member and Associate States to attend the symposium. Proposal The hosting organisation s proposal shall include at least the following: The completed information sheet (web-form) A description of the proposed venue and facilities. A description of the local organisation team and tasks distribution. A proposed social event(s). A preliminary schedule, outlining the technical and poster sessions, coffee breaks, lunches, social event etc.
A preliminary budget showing expected costs and incomes (e. sponsorships and registration fees). Any information regarding previous experience of conference/symposium organisation or hosting. A signed letter of commitment from a rector, director, vice-chancellor, CEO or equivalent clearly stating the organisation is willing to support such the proposal and has the organisational and financial means to do so. The completed Requirements/Tasks Compliancy Matrix. Eligibility The hosting organisation shall be an Institute of Higher Education (e. a University), located in an ESA Member or Associated State 1. 1 ESA Member States: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland and the United Kingdom. Associated states: Slovenia, Canada.
Requirement/ Task Full Compliance Partial Compliance No Compliance Comments 1 a. b. c. d. i ii iv. v. v vi e. f. i g. i h. j. k. l. m. n. o. p. q. r. s. t. u. v. w. 2 a.
b. c. d. e. f. g. h. j. k. 3 a. b. 4 a. b. c. i d. e.