Final proposals must be sent as the following 3 documents (docx/pdf format) to [email protected] by 15 January 2026. Full information is available on the ESWW website: https://esww.eu/calls/call-to-organize-esww-2028
Each bidding team is required to submit:
– A completed “Proposal Cover”. This form is identical to the previous Declaration of Interest but must be re-submitted even if no changes have occurred, and includes: Name, email addresses and affiliation of the key personnel planning to submit the proposal; The lead legal entity for the team; Identification of the host country and city (or cities if there are several options).
– A completed “Statement of Compliance” (SoC), form available on the website above. Within the Statement of Compliance, Compliant (C), Partially Compliant (PC) and Non-Compliant (N) marks shall be given to each item by the team. Marks of PC or N will not disqualify any proposal, but must be well justified in the proposal document.
– A Proposal Document. The Proposal Document shall be no more than 6000 words in text length, and shall include as appropriate tables and illustrative figures (including layout of the proposed conference venue, etc.) detailing the proposed local organization of the ESWW. The minimum requirements are outlined in the Statement of Compliance form.
Clarification requests will be accepted until 31 October 2025 by emailing [email protected]. A single combined Response to Clarification Requests will be sent to all teams who have declared an interest to form an ESWW LOC.
All teams which completed an initial declaration of interest will receive the Response to Clarification Requests on the email address of the Team Leader unless a change is registered by emailing [email protected]. Teams which did not complete an initial declaration of interest will need to make it known that they intend to submit a proposal by emailing [email protected] or they shall not receive the Response to Clarification Requests.
Timeline:
The ESWW PC will:
– Send out the full Response to Clarification Requests in November 2025.
– Issue acknowledgement of the receipt of final proposals in January 2026.
– Negotiate with the selected prospective LOC team in February 2026.
– Announce the LOC for the ESWW 2028 in March 2026.
Kamen Kozarev
on behalf of the ESWW PC