Hosting RSS

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Hosting

If you are interested in hosting RSS, send an e-mail to rssconfboard@gmail.com in order to obtain specific details and particular constraints. Generally, bids are usually submitted via an e-mail to the same e-mail address in the May or June time frame, two years prior to the conference year. However, the locations for RSS 2026, 2027, and 2028 have already been determined.

The next bid would be to host RSS 2029, with a selection being made by the Foundation in 2027. A proposal should include information about the following, but you are strongly encouraged to send an e-mail to the above address first to inform us of your intent to submit:

  1. Conference Venue and accessibility
    RSS typically requires the following: 
    • Auditorium to seat at least 1000, and overflow spaces to accommodate additional participants, as RSS has had up to 1300 attendants in the USA. The overflow space should have a live stream of the main auditorium and technology in place to be able to ask speakers questions.
    • Open space to host a poster session. In the past several conferences, daily poster sessions held approximately 25 posters.
    • 15–20 workshop rooms ranging in size from approximately 20 to 100 seats. Ideally, there should be at least 4 rooms that can accommodate more than 75 participants.
    • Sufficient Infrastructure to ensure attendees can get (buy or catered, with options) lunch, eat in comfort in all weather, and return back to the session within 90 minutes.
    • Exhibition space for sponsors to set up booths.
    • Conference banquet that can accommodate all participants.Please provide information regarding the venue, including all the items above, the way you envision sponsors to interact with participants, and the venue’s accessibility to people with disabilities.
  2. Timing
    Please provide several preferred dates for RSS, with a preference for the last week of June, while avoiding conflicts with other relevant conferences in robotics, AI, computer vision, and machine learning. RSS has historically had 3 days of a plenary session, 2-3 poster sessions, a banquet, and 2 days of workshops. However, not every RSS has had this structure and we are happy to consider alternate models.
  3. Accommodation
    In proximity to the conference venue, there should be sufficient accommodation capacity (including hotels, AirBNB, and student dormitories) for at least 1000 people (at least 800 for the main conference, 200 additional for the workshops).  Please include information about student dorm housing.  For all accommodation options, please indicate an approximate price range.
  4. Location
    Please provide information about the city or area the conference venue is situated in.
  5. Online offering
    While RSS is primarily an in-person meeting, given the experiences of 2021 and 2022 we would like future conferences to enable remote participation in parts of the program, in order to increase accessibility for people who may not be able to travel. Please provide information on infrastructure that would enable remote participation. For example, the ability to live stream the main conference, and whether workshop rooms have teleconference set ups.
  6. Budget and emergency cancellation information
    Please provide a budget estimate with the major items identified (for example venue fees, banquet, transportation, estimated registration fees, etc) for the conference and a cancellation fee timeline for situations where the physical conference needs to be canceled (for example, due to a global pandemic). The Foundation can provide historical data on the sponsorship revenue.

From RSS 2023 and on, proposals for hosting RSS will be discussed by the RSS board during the RSS conference and decisions will be communicated to the proposers shortly thereafter.

View past conference locations & details