EurIPS 2026: Call for Expressions of Interest & Venue Proposals

Introduction. EurIPS 2025 was a landmark experiment: a community-organized, European-based satellite to NeurIPS that prioritized sustainability, accessibility, and local innovation. With approximately 2,200 attendees, the event significantly exceeded its initial target, underscoring the demand for a high-quality European conference. As we look toward EurIPS 2026, likely to be held in the first half of December in parallel with NeurIPS, we anticipate attendance to grow to 3,000–3,500 participants.

The EurIPS 2025 organizational report highlighted that while community spirit is vital, the logistical complexity of this scale requires robust infrastructure. We are looking for a host team and venue that can support a unified budget, massive workshop participation, and seamless logistics.

In your bid, please include the following criteria form to help the assessment committee judge the viability of your bid.

Part 1: Vision

Please describe the vision of your proposal, including but not limited to the following:

• Overall vision. What is your overall vision for the conference? Please describe what makes your bid special.

• Target audience. Please describe your target audience. For whom do you organise the conference?

• Dates. What are your proposed conference dates?

• Programme overview. Please describe your scientific programme, including your ideas for keynote speakers.

• Openness. What are your plans regarding the code of conduct and activities to promote diversity and an open atmosphere?

Part 2: Team & Governance Structure

EurIPS 2025 succeeded due to a strong volunteer team supported by a Professional Conference Organiser (PCO). In your description of your team and governance, please include:

• The core bidding team. Please list the General Chairs, their affiliations and their previous experience organising local and international conferences. We strongly encourage a coalition that spans multiple local institutions.

• Your broader scientific team. Please describe your broader scientific team and their affiliation, e.g., program chairs, workshop/tutorial chairs, marked as confirmed or tentative. We strongly encourage spanning institutions across Europe and different scientific subdisciplines.

• Institutional Backing & ELLIS Alignment. EurIPS 2025 relied heavily on close collaboration with ELLIS. Please describe how you are planning to work with ELLIS for your event. 

• Operational Support (PCO). Have you identified a Professional Conference Organizer (PCO) to partner with? If yes, who? If no, what is your plan for professional administrative support? 

Part 3: Venue & Infrastructure

Please describe your main venue, including any special features that you will use to make the conference special. Note, in particular, that at EurIPS 2025, workshop interest was underestimated (85% attendance), leading to room overcrowding and the need to use multiple venues.

In your description, please include:

• Description of Main Venue.

• Integrated Campus Capacity. Can your proposed venue(s) host the Main Conference (Plenary) and Workshops under one roof or within a 5-minute walk?

• Workshop & Breakout Scalability. How many parallel workshops will you be able to host at your proposed venue? What is the capacity (total and individual) for these workshops? Do you have any ideas on alternative workshop formats or how to integrate the workshops differently with the main conference than was done in 2025?

• Networking & "Lobby" Space. Does the venue possess sufficient foyer/atrium space for 3,000+ people to network, cater, and view posters simultaneously?

• Accessibility. Will your venue be accessible for participants with disabilities?

Part 4: Financial & Legal Framework

Please include a conference budget and financial/legal framework that includes:

• Finances. Details on confirmed and expected financial support.

• Fee structure. Projected participation fees for junior and senior academics vs. industrial participants.

• Unified Legal Entity. What legal entity will sign the contracts and handle the bank account? Are you able to run a single unified budget that covers both the Main Conference and the ELLIS UnConference?

• Sponsorship Ecosystem. Beyond global tech sponsors, how do you plan to involve startups and other industries? 

Part 5: Strategic Alignment & Logistics

Please include:

• Visa & Border Accessibility. We are conscious of potential visa difficulties. What is the current estimated visa processing time for your country for non-EU attendees (e.g., from Africa or Asia)? 

• Accommodation & Connectivity. Is the venue accessible via public transport from a major international airport and train station? Is there sufficient hotel capacity (3,000+ rooms) nearby or within a short commute?

• Inclusion (Childcare). Are there local providers or venue facilities that can facilitate on-site or near-site childcare?

Selection criteria

Bids will be assessed broadly based on their scientific, financial, and organizational quality as well as creativity and potential in growing the European AI community. Particular attention will be given to the following aspects:

• Diversity in the organizing team, including scientific and geographic diversity across the European AI landscape, as well as gender and seniority

• Financial accessibility, especially for PhD students

• Plans for engagement with industry

• Plans for creating diversity and an open atmosphere

• Experience of the organizing team with large-scale events

• Logistical readiness of the setup

• Attractiveness of the location

• Engaging and balanced scientific programme

• Financial soundness of the proposal

• Practical aspects of the venue

• Established relationship with local craft brewery ecosystem for conference beer 🍺

For any questions related to this call or your proposal, please contact events@ellis.eu.