Call to Host
The CCCC Committee on Computers in Composition and Communication (7Cs) invites all interested institutions to submit proposals to host either the onsite or online (or both) Computers and Writing conference(s), which are held annually.
The Computers and Writing Conference is the main conference for those who use computers and networks to teach writing. It brings together scholars, teachers, and professionals from all over the world in an intimate, welcoming setting to discuss the problems, successes, innovations, and logistics of computer and network-based writing instruction.
Since there is no formal organization that oversees the conference and its continuity from year to year, the Computers and Writing community relies upon the generosity of institutions of higher education to host the conference. Typically, these institutions can donate time, personnel, facilities, and limited funding to make the conference a success. Proposals include information about a proposed theme, possible keynote speakers, activities, and innovations that will make the conference a success.
The 7Cs welcomes proposals from individual institutions of higher education as well as those that are collaborative across institutions, including community colleges, K-12 institutions, and non-profits. Proposals for joint-hosting of the onsite and online conferences during one year are welcome.
All dates are two years prior to target hosting dates. (e.g., for proposing to host C&W in 2015, the application should be completed during 2013).
- February: Call for Hosts posted
- March to September: If desired, talk with 7Cs to discuss interest
- September 1: Email of Intent due
- November 1: Application due
- December 1: Site(s) for conference(s) announced
- Question period. After the Call for Hosts comes out, usually in the spring or summer, look over these guidelines and decide if you need to speak with the 7Cs committee before considering your intent to host. If you have questions about hosting—anything from budgets to locations to technologies used, etc.—email the committee chair with your questions. Alternately, you can meet in person by (a) setting up a meeting during the CCCC, (b) attending the 5th C SIG during CCCC, or (c) attending the 7Cs Open Meeting during the C&W conference that year. Meeting f2f is not mandatory, nor is querying the committee prior to submitting your letter of intent. It’s just in case you have questions.
- Statement of Intent. By September 1, submit a statement of intent by sending an email to the committee chair. Indicate in the subject line which conference (onsite or online) you are interested in proposing to host. This statement can be an informal email that allows 7Cs to know who's interested and who the host-proposal contact person is, in case we have questions prior to the application due date. (This also allows 7Cs time to solicit proposals, if we don’t get any intentions by Sept. 1.)
- Application. By November 1, email the committee chair with the URL of a web-accessible version listing the application criteria, listed in the next section. (These web-versions can be password protected. If web-based versions aren’t possible, contact the committee chair in advance to arrange alternate delivery methods.) The application format, as well as previous proposal examples, may be found in the Past and Future C&W Locations. The committee may contact submitters, and in some cases ask for revisions, if it has questions or concerns about a proposal.
- Acceptance. By December 1, the committee will contact the proposer to indicate acceptance status of the proposals. Soon after, the 7Cs will announce the selected host(s) on relevant listservs, blogs, and social networking sites. After that point, the selected host(s) are responsible for all advertising, although the 7Cs is available for help and to answer questions during the lead-up to the conference(s).
The 7Cs committee will be assessing ONSITE proposals based on the following criteria:
- The stability, experience, and status of the applicant and identified staff members.
- Evidence of adequate funding and commitment from funding agencies, departments, and so forth.
- Complete budget showing well-thought out and realistic projections.
- Reasonable facilities (rooms, technology, etc.) for conference session accommodations (as well as the quality of the accommodations themselves).
- Reasonable costs for hotel and/or dorm accommodations, including concern for graduate students and others in the community who traditionally have less departmental support for professional development.
- Plans for the conference program that show a theme (if desired), variety of possible keynotes and/or session strands, appropriate focus, clear sense of structure.
- Reasonable registration costs that account for multiple kinds of attendees.
- Added value of any sponsoring events (dinners, tours, etc.).
- Facility support for disabled conference attendees and other attendees with special needs.
- Accessibility of site (geographical location) and distance/difference from recent, previous conference sites (when possible).
- Reviewers who are knowledgeable of the subject area.
- Uniqueness, ability to enhance or improve the conference.
- Depth and substance of plans to collaborate with online conference organizers
In addition to the above, proposers for the ONLINE conference will need to address the following criteria in their proposals:
- Technical expertise of applicant team
- Range of electronic media to be used, including their accessibility to users from around the world
- Quality of interactional opportunities to be provided for presenters and participants
- Depth and substance of plans to collaborate with onsite conference organizers
When applying, consider the above criteria when answering the Required Application Questions in the next section. Your application can include links to material about the speakers, hotel, local attractions, technologies being considered, and so forth. The more information you can provide for the Selection Committee, the better.
Required Application Sections
The sections below are relevant for both onsite and online host proposals. In the case where a section or item isn’t applicable, please indicate so.
- Date Application Posted
- Name of Organizing Committee Chair/Lead Applicant
- Institution (if applicable)
- Postal and Email Address
- Name, Affiliation, and Contact Information for All Other Organizing Committee Members
- Clear indication of which conference—onsite, online, or both—that you are proposing to host
- Year & Proposed
- Source of funding
- Amount of funding
- How will you allocate funding? (Please attach detailed preliminary budget)
- Approximately what will you charge for registration? What will additional events (e.g., special tours or trips) costs?
- In the past, up to 400 people have registered for the Computers and Writing onsite conference. Please list hotel(s) or dorm(s) and number of rooms to be set aside for attendees.
a. Main facility providing accommodations
b. Number of rooms reserved
c. Additional Hotels
d. Number of rooms reserved
- What will you do to provide a location and adequate exposure for exhibitors? How will you guard against uneven placement and ensure traffic for the exhibits?
- What will be the cost of hotel or university accommodations for attendees?
- Why are you a good site for the conference in terms of excellence of faculty planners, computer/conference facilities, and accommodations?
- How far is the conference site from a major transportation hub? Identify any potential travel agency connections.
- What computer support can you provide for attendees drafting papers, printing documents, checking email, and so forth? Are labs available on campus? What kind of Internet access will be available?
- The ideal site will be in a location that offers a safe environment for conference attendees regardless of their race, disability, gender identity, sexual orientation, religious belief, or cultural background. To your knowledge, are there any legal, social, or cultural reasons that your site may pose a problem? How does your site ensure accessibility?
(Note: This section is typically included for online host proposals, but may be applicable for onsite hosts as well.)
- What electronic media does your team plan to use?
- How accessible are these media for computer users around the world? Please include hardware specifications and required software, if appropriate.
- What specific experience does each member of the proposed organizing committee have with each of these media?
- What support structures are in place to ensure the successful operation of the specific technologies (servers, applications, etc.) to be used?
Conference Program and Events
- Past conferences have sponsored as many as 55 hour-and-15-minute sessions over a two- or three-day period. These are concurrent sessions with approximately four speakers for each session. Conferences have commonly begun with workshops, registration, and (sometimes a) keynote or reception on Thursday, held concurrent sessions all day Friday and Saturday and on Sunday morning, and occasionally ended with a brunch or lunch and final speaker on Sunday, followed by an open 7Cs meeting and/or area tours. Briefly describe your plans for the conference program—its structure, focus, and/or theme.
- Who will you ask to review proposals to ensure high quality?
- Are you planning on sponsoring other events (dinners, tours) that attendees might participate in? If so, please list, with cost above in the Funding section.
- What specific features are you planning to make your meeting unique or to improve or enhance the Computers and Writing conference?
Conference Management and Staff
- What kind of help or advice from past organizers would you find most useful?
- Would you be willing to serve as a non-voting member on the CCCC's Committee on Computers and Composition for the year preceding and following your sponsoring the conference, to receive and then provide counsel about sponsoring the conference?
- Which previous Computers and Writing Conferences have you and/or your Co-Chairs attended?
- Please add any other comments you might have regarding plans for Computers and Writing.