Moon Village Association

Preliminary Announcement and Call for Expression of Interest to host the 2021 (5th) International Moon Village Workshop & Symposium in the Americas

Background

The 1st International Moon Village workshop, organized by Moon Village Association (MVA) together with International Space University (ISU), took place in Strasbourg on 19-21 November 2017 and gathered more than 150 participants (final report is downloadable from https://moonvillageassociation.org/).

The 2nd International Moon Village workshop & symposium was organized by MVA in cooperation with the University of Southern California (USC) and the National Space Society (NSS) and took place at/near the USC campus on 4-5 November 2018. It had about 120 attendees.

The 3rd International Moon Village workshop & symposium was held on December 5-8, 2019 in Tokyo and Kyoto. It was organized by MVA in cooperation with the Tokyo University of Science, Keio University and Kyoto University. The event gathered a record number of participants so far, about 250 (final report is downloadable from https://moonvillageassociation.org/).

The 4th International Moon Village workshop & symposium is scheduled for November 9-12, 2020 in Nicosia, Cyprus. It is being organized by MVA in cooperation with the Cyprus Space Exploration Organization (CSEO).

In accordance with the currently adopted MVA policy regarding the Association’s annual event, its location is to be alternated between Europe, the Americas and Asia. As a consequence, the 2021 event will be held in the Americas.

This preliminary announcement aims to draw attention of eligible organizations and individuals in the relevant part of the world to the existing opportunity, to invite them to express potential interest to seize this opportunity and to give them enough time for weighing possibilities to submit a bid in reply to the Call for hosting the 2021 event, when it is announced, in due time and form.


Brief event description

The workshop & symposium is the major annual forum organized by MVA. It is devoted to discussions of different aspects of the exploration and utilization of the Moon, and is focused on the most recent progress achieved by the MVA along the lines of its ongoing activities and on the future planning.

Typically, the event is held during November time frame and lasts for 2.5 days. It starts with an evening special and/or social events and continues through the following two full days. The program consists of both Plenary Sessions (that are held in a large hall) and Splinter/Working Sessions (that are held in smaller rooms). An outreach event prolonging the whole duration for 0.5-1 full day is welcome.

Foreseen are two catered lunches and a catered dinner on the first full day, as well as coffee breaks every day and a cocktail reception the first evening. Total number of participants and accompanying persons can typically be in the range of 150-200 people, but the bigger number is welcome and should be envisaged.


Eligibility for participation in the Call

A proposal can be made by an MVA institutional or individual member, or a group of members, possibly in cooperation with non-member organizations.       


What is expected from a proposer

  1. Tentative dates of the event.
  2. Proposed event venue with:
    • a large room for Plenaries, with the capacity to accommodate at least 150-200 people;
    • 5-7 small rooms for Splinter/Working Sessions to be held in parallel, with the capacity to accommodate 20-30 people each;
    • halls for coffee breaks, lunches and dinner (the dinner can be held in a separate venue, but this must be indicated).
  3. Proposed hotels in the vicinity of the venue, including the main one with which special prices for participants are going to be negotiated, and indication of what prices are expected.
  4. Tentative fees for different categories of participants, what they include (to mention specifically whether the dinner cost is included, and if not – how much per person one should pay) and how they are going to be collected.
  5. Indication of a capability to attract sponsors, both local/national and international ones.
  6. Indication of a possibility to engage the host organization’s and/or its partners’ staff and volunteers to help with logistics (e.g. computers, presentations-related issues etc.)
  7. Indication of how visa issues are going to be handled.
  8. Proposals (if any) for accompanying persons to have tours, and related costs


What is expected from MVA vis-à-vis a bidder-winner

  1. Creation of IPC
  2. Creation of a dedicated event website
  3. Confirmation of the dates and venue, as well as schedule for event planning and preparation
  4. Confirmation of registration fees
  5. Handling of abstracts (uploading and selection) and papers
  6. Relations with speakers
  7. Advertising campaign, in particular using the MVA website and relevant international mass media, as well as massive emailing etc.
  8. Information for the event leaflet to be published by the host
  9. Permission to use the MVA logo in the event-related materials


Contractual aspects

A contract between MVA and Local Organizing Committee (LOC) regulating above mentioned as well as other financial and liability aspects will be signed at least 6 months before the event.

Regardless of whether the event is profitable or not, MVA will get 50% of all the paid registration fees, however not less than 8000 Euros. The percentage rule applicable to any sponsor contract, be it negotiated by the host or MVA, is subject to separate negotiations.


Submission deadline for expression of interest and subsequent procedure

Letters with expression of interest by potential bidders should be submitted to (oleg.ventskovsky@moonvillageassociation.org, copy to mva-aso@cseo.org.cy) by April 30, 2020. Their receipt will be acknowledged by the MVA, and some recommendations might be given if deemed necessary.

The Call for proposals to host the 2021 (5th) International Moon Village Workshop & Symposium is expected to be issued in the middle of May 2020, with a deadline of September 30, 2020.

The selection result will be announced on November 11, 2020 during the closing ceremony of the 2019 (4th) International Moon Village Workshop & Symposium in Nicosia.