Proposals should contain a mandatory document organized as follows:
Part A – The proponent(s)

• the names of the steering committee with roles (e.g. conference chair, co-chair, manager, secretariat, etc.)
• the names of the scientific committee (people who will be responsible for the scientific content  of the conference)
• the names of the local organizing committee members
• in case there is more than one entity involved in the organisation, please describe the “consortium” and clarify the internal organisation and the distribution of responsibilities
• a statement of 500 words that describes the connection between the research team and ESERA (e.g. participation in committees and events)  a statement of 500 words that outlines  the motivation to host an ESERA conference 

N.B.: create an annex with the applicants’ names, institutions, and a brief CV (maximum of 2 pages with relevant info) only for the members of the team.

Part B – The scientific vision of the conference
A rationale (800-1000 words) explaining why the proposal should be selected, including a vision for a theme.

Part C – The logistics, the technicalities, and the budget 

• the proposed dates for the conference (with flexibility, if possible)
• the proposed location of the conference with a detailed description of the venue (including numbers, types, capacity of rooms, technical equipment, etc.)
• if the proposal includes support  from a Professional Conference Organizer (PCO), include details about their role in the conference as well as any relevant experience in event organization
• proposed locations for social events
• an indicative  budget (including a table with estimated income and expenses) considering that the conference budget has to include 25.000 EUR of fellowships

Important to note: 

•  Plans for the conference must include three possible formats:
• full in-person attendance (traditional arrangements)
• full virtual participation (in case of unforeseen situations) 
• a hybrid conference with a mixture of in-person and virtual attendees.
• Since a full virtual or hybrid conference will require extra planning beyond traditional arrangements, the organizing group needs to have the personnel resources and extra time as a part of their proposal. If the organizers plan on including a Professional Conference Organizing (PCO) group in their plans, that group needs to be identified in the proposal. The group’s experience and ability to simultaneously plan for all three types of possible conference arrangements, up until the summer of 2027, has to be assured.
• Countries where the conference has not previously been held are especially encouraged to apply.
• The Board is interested in locations accessible (both geographically and financially) to a large number of European science educators. This includes a sufficient extent of economical accommodation in the community for attendees with limited funds. 
• A venue near or at the organizer’s university facilities can help organize and plan.
• Sustainable transportation and venues are valued.
• The venue must be able to accommodate approximately 1600 attendees with a plenary room for about 900, 25 parallel session meeting rooms, and dining facilities.
• Digital facilities for a full virtual or hybrid conference need to be explained. 
• Ability to create an inclusive, equitable, and accessible physical and digital environment for all conference attendees (e.g. wheelchair accessible rooms, vision and hearing accommodations, gender-neutral restrooms, quiet room, baby-feeding/family room, captioning of presentations, etc) 
• WiFi needs to be widely available in all meeting rooms and common  areas 
• The conference is mainly self-funded with a small percentage of the funding provided by ESERA.
• Two members of the organising team are expected to attend the ESERA 2025 conference in Copenhagen, Denmark.
• A brief description of the organising team’s vision for how the conference will advance research about science education needs to be included.
• ESERA aims to have a conference proposal submission platform that will be used in future years. The cost of the platform has to be included in the conference budget. The organisers should note that they will work with the ESERA Board to use the platform.
• ESERA will propose a contract to be signed by the organising team that will legally formalise the agreement 
• A review of recent conferences can provide examples of fees and costs: https://www.esera.org/conference

The timeline for selecting the ESERA 2027 conference organizers:

• Announcement call November 2024 
• Applications due January 31, 2025
• Decision made at ESERA Board meeting in March 2025
• Announcement of the ESERA2027 conference for the community will be done in August 2025 at the ESERA2025 conference
• Two organisers of the ESERA2027 conference will attend the ESERA2025 conference in Copenhagen, Denmark (August 25th – 29th) and the conference chair is invited to participate in the in-person Board meeting after the conference and all the board (online and in-person) meetings until the ESERA2027 conference.