IFIP EGOV-CEDEM-EPART 2025 Conference

Exchanged between

KU Leuven, Faculty of Social Sciences, Public Governance Institute, Parkstraat 45, 3000 Leuven, Belgium

and

Ghent University, Faculty of Economics, Department of Public Governance and Management Campus Rommelaere, Apotheekstraat 5, 9000 Ghent, Belgium
(in the following referred to as Host Institutions),

Represented by the local co-chairs

• Joep Crompvoets (Host Institution KU Leuven co-chair-1),
• Lieselot Danneels (Host Institution Ghent University co-chair-2), 

And

Academic Conference Organization (in the following, short ACO), CH-1015 Lausanne, Switzerland, the scientific organizer of the academic conferences of IFIP EGOV-CeDEM-ePart conference,

Represented by

• Marijn Janssen, Delft University of Technology, the Netherlands (ACO President)
• Efthimios Tambouris, University of Macedonia, Greece (ACO Vice President)

Host Institution and ACO agree on the following:

ACO and Host Institution agree to jointly organize the IFIP EGOV-CEDEM-EPART 2025 conference. The name of the conference might be changed as three conferences have merged into one. While ACO will organize and manage the academic conferences, Host Institution will provide the conference premises and local support. ACO estimates a total attendance of 120 to 160 participants. The two parties further agree on the following details:

IFIP EGOV-CEDEM-EPART 2025 shall be held from Tuesday, 2 September to Thursday, 4 September, 2025 at the University of Continuing education of Krems.

ACO is responsible for the call for papers, the management with the IFIP formalities, the set-up and maintenance of the conference web sites, the management of the paper submissions (through a review system free of charge), the reviews, the acceptance and rejection of papers, agenda set up and assignment of session chairs. ACO is also responsible for the marketing to attract participants for the conference. Under the IFIP WG 8.5 rule any submitting author may register a maximum of two papers per conference. For the second paper, a reduced fee applies. This rule applies across the conferences and a maximum of three papers in total for both conferences is set.

ACO is responsible for the negotiations with the editors, the editing and the publication of the proceedings. It is intended to edit one high-level research proceeding (Springer LNCS) and a lower level proceeding (e.g., Danube University proceedings) per conference.
Some spare proceedings will be ordered in order to allow authors to acquire physical proceedings. The costs for the individual proceedings for sale will be set by ACO after all costs are known.

ACO and Host Institution will seek speakers for invited talks – one per conference day (three in total).
Invited speakers will not have to pay registration fees. While we will not pay a speaker honorarium, a maximum of 2 invited speakers parts of the costs can be reimbursed to a maximum of 1000 Euro. The invitees have to manage the organization of travels on their own.

A PhD colloquium will be held on Monday, September 1, 2025 which will be organized by PhD colloquium Chairs. For this a room will be needed during daytime. After the PhD colloquium a dinner will be held for the PhD students and faculty/conference chairs.

At the conference venue, for the duration of the conference and free of charge, the Host Institutions will provide
1. Wifi Internet access for the conference organizing team and all registered conference participants
2. A plenary hall (150+ seating capacity)
3. Three lecture halls (40+ seating capacity)
4. Lunch Hall
5. Catering spaces/hallways (for breaks)
6. Registration desk
This will allow for plenary sessions and a maximum of four sessions in parallel. All halls will be located in close proximity (walking distance <= 10 min). Host Institution will facilitate the registration and back-stage work of the conference organization in close
proximity (e.g., printing if needed).

During the conference, the Host Institutions will try to staff the registration and information desk with 1 to 2 persons all day starting one hour before conference hours free of charge. If the staffing cannot be provided by the Hosting Institution, it will inform ACO in due time so that ACO can organize the staffing at its own expense.

Conference attendees are responsible for their own accommodation and transportation. Neither Host Institution nor ACO will manage hotel reservations; however, Host Institution will provide a list of recommended hotels that have special discounts for the Host Institution visitors.

Host Institution will organize for tea/coffee breaks (morning and afternoon during the four days of the conference) as well as lunches. The current cost estimates are:
Estimated cost for tea/coffee breaks, lunches, reception and the gala dinner: €20.000 (based on about 125 participants).
The quote is to be considered integral part of this memorandum.
Audio-visual equipment and projectors are installed in the plenary hall and the lecture halls and can be used free of charge. If support is required for using the equipment, the college will charge for it. Quotes for audio-visual equipment and projectors support, easels, and flipchart paper, as well as collateral materials such as notepads, printed conference programs, pens, flyers, and carrying bags will be given separately by Host Institution.

Registration fees will be charged in Euro as shown below:

In a timely fashion, that is, when paper acceptance messages are sent to authors, ACO will have set up and operate an online registration system for managing conference registrations. ACO will also prepare for and operate an on-site registration system for processing walk-in registrations during the conference
 

ACO will carry the entire financial risk of organizing the conference with the exception of a cancellation by the Host Institutions, for example, due to unavailability of the conference center premises and aforementioned conference-related Host Institution services as specified above. In this case, Host Institution will fully support the cancellation- and conference relocation-related incurred cost (with force majeure excluded). In case of cancellation by ACO, ACO will support Host Institution’s incurred costs related to the cancellation (with force majeure excluded).

Host Institution will arrange welcome reception and dinner. If possible, an excursion during the conference, like a walking trip, smart city control room or visit to a government agency.

Both ACO and Host Institution will try to both independently and jointly find sponsors, which will cover the costs of the social program through sponsorships (industrial, city, region, etc.)

All conference chairs (including the Host Institution’s co-chairs) are exempted from registration fees. Furthermore registration fees will also be waived for invited speakers. Free admission to all sessions and events is granted to the local Host Institution staff working at the conference registration desk as well as to technical support staff as long as seating is available. For additional persons, agreement has to be achieved between Host Institution and ACO if the registration fee is waived. Host Institution employees are welcome to attend sessions and keynotes without having registered for EGOV or ePart.