Calls for an Expression of Interest (EOI) to host either the EPSC 2020 or the EPSC 2021

Through this letter, we call for Expressions Of Interest (EOI) to host either the 2020 or the 2021 European Planetary Science Congresses (EPSC). EPSC is the largest dedicated European planetary science conference, and in 2017 was attended by 808 participants from 40 countries in Riga, Latvia. EPSC is the annual meeting of the Europlanet Consortium and hosts the Europlanet General Assembly. Note for information that we intend to host the 2022 EPSC jointly with the American DPS, most likely outside Europe.

Top level requirements: The EPSC 2020 and 2021 should be hosted by a Research Institute/Research Organisation in a European city under the responsibility of a very motivated and very capable LOC (Local Organisation Committee). The proposed venue should have the capability to accommodate up to 800-1000 participants. It should have a large room for up to 500 participants, 2-3 rooms for up to 200 participants, and in addition several smaller rooms for splinters, workshops, etc. All rooms should be of high-quality and accessible to all attendees, including wheelchair users and those with mobility problems. In addition the venue  should have the capability to display up to 200 posters during the whole Congress. The venue should be easily accessible, in a safe and attractive location with excellent public transport links. Low cost transportation and suitably priced accommodation for students should be available. An indication of the level of commitment for the Host Institute/Organisations, the LOC, and the local/National Education and Governmental authorities to accommodate the EPSC would be appreciated, although not mandatory at the EOI stage.

Candidate host Institutes/Organisations are welcome to apply for either or both 2020 and 2021.

In order to respond to this call for EOI, please send, by E-mail to the addresses identified below, a maximum two-pages document that will be the basis of an initial evaluation by the EPSC Executive Committee. Applicants that successfully pass this initial evaluation stage will then be invited to submit a full proposal. To assist potential hosts a set of guidelines has been developed drawing on experience of earlier hosts. These are available from the Europlanet office and will be given to all applicants invited to submit a full proposal.

Tentative calendar:

  • EOI letter by 1st June,
  • Issuance of the call for a full proposal around mid-June
  • Early site visit: end of June-early July, (to be confirmed)
  • Full proposal: early September.
  • Site visit: to be completed by end of October
  • Proposal evaluation October/November
  • Host selection: end of November

We look forward to receiving your EOI letters by the strict deadline of 1 June 2018.

Jean-Pierre Lebreton, EPSC Executive Committee chair
Nigel Mason (member of the EPSC Executive Committee, Europlanet Scientific Co-ordinator)
Athena Coustenis (member of the EPSC Executive Committee, Europlanet Deputy Co-ordinator)
Mario Ebel (Copernicus)
Jean-Pierre Lebreton,
(On behalf of the EPSC Executive Committee)

Friday, April 27, 2018 to Friday, November 30, 2018