IEEE VIS General Chair Applications & Bid Process

IEEE VIS welcomes applications from candidates who would like to act as General Chairs in hosting future conferences.

The Visualization Steering Committee (VSC) is responsible for selecting future IEEE VIS conference locations and General Chair teams. Those who are interested should use the IEEE VIS General Chair Application Form to contact the VSC with their ideas, credentials, and possible host cities.

We are looking to hold IEEE VIS in well-connected cities around the world that can provide the facilities and backdrop for an excellent conference.

Former General Chairs describe the role, offering some experience of Being General Chair of IEEE VIS to inspire others to lead our community into the VIS future.

Process

IEEE VIS conferences are established through a two-stage process.

STAGE 1. INITIAL APPLICATION: General Chairs and General Location

Potential General Chairs express their interest in hosting the conference by submitting a short VIS General Chair Application Form.

The form asks for:

1. Names and credentials in terms of the applicants’ contributions to visualization and their planning and delivery of previous projects to tight budgets and timelines
2. When you might be able to host VIS - which years
3. Initial ideas about the region or city in which VIS may be held
4. Any local support that might be provided
5. A high-level vision for the conference (e.g., anticipated format(s), potential structural differences from prior conferences, and strategies to engage, diversify, and strengthen the VIS community)

The VSC reviews applications and provisionally approves strong and creative proposals. Approved applicants are invited to submit a detailed bid establishing a specific location, venue, and timeframe for the conference.

STAGE 2. DETAILED BID: Specific Location and Venue from Provisionally Approved Chairs

Provisionally approved General Chairs will be introduced to IEEE contacts and will work with the IEEE and conference Finance Chairs to identify and secure suitable venues, accommodation, and associated facilities needed to develop a detailed proposal for delivering IEEE VIS on a particular date and location.

IEEE will provide support in assessing venues, negotiating contracts, identifying accommodation options, and developing a financially viable conference proposal. The level of support provided may vary depending on the location. The VSC will evaluate detailed bids and select future conference locations and General Chair teams in accordance with the IEEE VIS Charter.

Expectations

• The role of General Chairs may be fulfilled by an individual or a small team of up to three people who work closely together with clearly defined responsibilities.
• The conference will be run by the General Chairs in partnership with the Visualization Steering Committee in accordance with the roles and responsibilities described in the IEEE VIS Charter.
• Dates should generally fall within the mid-October to early-November timeframe.
• The VSC may retain flexibility regarding the conference year in order to support geographic diversity, venue availability, and the long-term interests of the conference.
• If you have questions about the process or would like to discuss a potential bid, please contact the VSC at vsc@ieeevis.org.

Important Dates

Explanation

Y -n refers to n years before the conference in year Y. Example: “Step 6, VSC: Decide & Inform, Oct 31, Y -3” means that location for VIS X+3 is decided during VIS X, i.e., 3 years before. Y -0 is the year of the VIS conference.

GPF Chairs refers to the General Chairs, Program Chairs, and Finance Chairs.

Timelines

The target timeline is intended to confirm both the General Chair team and conference venue three years in advance. If the target timeline is not achieved, the VSC and the broader VIS community may need to work together to accelerate planning and decision-making. The timeline provides a framework for planning while allowing flexibility when circumstances require earlier or later decisions.

Procedure Details

1. Potential General Chairs: Express Interest

Inform the VSC of your interest in acting as General Chair for IEEE VIS by submitting a short VIS General Chair Application Form.

2. VSC: Review

The VSC reviews applications and provisionally approves candidate General Chair teams and locations for further development.

3. VSC Chair: Connect

For bids within North America, the VSC Chair (or designated VSC representative) connects provisional General Chairs with the IEEE Liaison, Program Chairs, and Finance Chairs to begin venue exploration.

For bids outside North America, the VSC Chair (or designated representative) provides relevant templates, guidance, and IEEE contacts to support venue identification and bid development.

4. IEEE Liaison: Request and Respond

Venue requests, proposals, and responses are coordinated between the IEEE Liaison, General Chairs, and the VSC Chair (or designated VSC representative).

5. Provisional General Chairs: Submit Detailed Bid

General Chairs prepare and submit a detailed bid proposal to the VSC Chair, who distributes the materials to the VSC for review and discussion.

The detailed bid should address venue suitability, accessibility, transportation, accommodation, local support, sponsorship opportunities, community engagement, financial considerations, risks, and contingency planning. Bids may also propose innovations or structural changes to the conference.

6. VSC: Evaluate and Inform

The VSC evaluates detailed bids based on factors including venue suitability, geographic diversity, accessibility, financial viability, community impact, and alignment with the long-term needs of IEEE VIS.

Following discussion and approval, the VSC Chair notifies the selected General Chair team, IEEE Liaison, and relevant conference leadership.

7. Liaison: Release/Confirm

IEEE Liaison releases options for un-chosen venues. IEEE Liaison confirms with the chosen venue that it has been selected and that final contract negotiations will now begin.

Deadline: December 15 Y -3

8. Liaison + GPF Chairs: Negotiate

IEEE Liaison is responsible for negotiating the venue (hotel or convention center) contract and obtaining all required documentation for contract submission to the IEEE Contracts Department.

For locations outside North America, responsibility for negotiation may be transferred to or shared with the General Chair. Local Staff will be included in this process.

Deadline: March 31 Y -2 Steps 8-10 run in parallel

9. Liaison + GPF Chairs: Site Visit 1

There will be an initial site inspection with GPF Chairs and IEEE Liaison. The AV contractor might also join for this visit. The site visit should take place between January and March, the earlier the better.

Deadline: March 31 Y -2 Steps 8-10 run in parallel

10. Finance/General: Forms

The Finance Chairs will begin work on creating the conference application form, which must be endorsed by the VGTC Chair before being submitted to the IEEE. The General Chairs must also submit the COI (Conflict of Interest) form to the IEEE. Both forms must be submitted to the IEEE before sending the contract to Legal for signing (step 11).

Deadline: March 31 Y -2 Steps 8-10 run in parallel

11. GPF Chairs: Approve

IEEE Liaison will send a copy of the final hotel/convention center contract to GPF Chairs for their review and final approval.

Deadline: April 15 Y -2 (18 months before conference minimum)

12. IEEE Legal: Sign

IEEE Liaison sends the finalized contract to IEEE Legal. IEEE Liaison sends approved hotel/convention center contract(s) to the IEEE Contracts Team for review, processing and signature.

Turnaround Time for IEEE Liaison: 3 business days (once approvals are received)

Turnaround Time for IEEE Contracts/Legal Team: 4 weeks for domestic contracts or 6 weeks for international contracts

(except during the Nov/Dec blackout period when contracts should not be sent to the IEEE Contracts team unless deeply urgent)

Deadline: May 31 Y -2 (17 months before conference minimum)

13. Liaison + GPF Chairs: Additions

GPF Chairs and IEEE Liaison will revisit the contract annually to consider addenda based on lessons learned from the latest VIS, including whether to retain any ROFR (right of first refusal) space that had been reserved in case of attendance growth.

Deadline: March Y -1 (19 months before conference; No later than Q1 of the following conference year)

14. Liaison + GPF Chairs: Site Visit 2

Second site visit with Program Chairs, General Chair, Finance Chairs, AV contractor, and IEEE Liaison.

Deadline: April Y -0 (6 months before conference)

15. All: IEEE VIS Conference

Deadline: October Y -0

Change Log

• May 2026

• Updated to reflect the merger of the Visualization Executive Committee (VEC) and Visualization Steering Committee (VSC) into a unified VSC governance structure.
• Clarified ownership of the General Chair selection and conference bid process.
• Updated roles, responsibilities, and terminology throughout the document to align with the IEEE VIS Charter.

• 1 Jan 2026 - VEC: updated following 2024 VGTC Conference survey and VIS Conference Futures panel at VIS 2024
• 30 June 2021 - VEC : updated to add Important Dates and Procedure Details
• 26 April 2021 - VEC : updated in light of General Chairs page
• 23 April 2021 - VEC : updated in light of reVISe governance changes
• 26 Sep 2017 - Converted to markdown, update years approved & email addresses
• 15 Nov 2016 - Further amendments approved by VEC
• 24 October 2016 - Amendments approved by VEC
• 5 August 2015 - Approved by VEC