Call for Annual Conference Host

The International Association for Research on Service-Learning and Community Engagement (IARSLCE) invites proposals from institutions and organizations interested in hosting a future IARSLCE International Conference.

Our annual conference brings together global scholars, practitioners, and community partners committed to advancing the field of service-learning and community engagement (SLCE). We typically host our annual conference in the fall quarter, in October. For consistency, we hope that a host institution can host the conference during a similar time frame. 

To ensure a transparent, equitable, and collaborative selection process, IARSLCE has adopted a two-phase proposal submission. The process allows IARSLCE’s Executive Committee (ExCo) to assess feasibility early, provide formative feedback, share the proposal with the General Board for feedback, and ensure alignment between the host’s vision and the Association’s strategic direction before a full proposal is developed. To download a PDF copy of the full bidding process, click here.

IARSLCE’s Mission Demonstrated via Conference

The mission of IARSLCE is to promote the development and dissemination of research on service-learning and community engagement internationally and across all levels of the education system.

IARSLCE seeks a host institution that:

  • Demonstrates a strong commitment to campus–community engagement.

  • Can host a large international gathering of 250–300 global scholars, practitioners, students, and attendees.

  • Can leverage diverse sponsorships to offset general costs (receptions, registration, meals, community tours).

  • Mirrors IARSLCE’s values of research-driven engagement, inclusivity, and collaboration.

  • Supports IARSLCE’s broader mission to sustain research, publications, and global programming through intentional partnership.

IARSLCE Conference Support

As co-partners in planning and hosting the international conference, IARSLCE will steward the following responsibilities:

  • Collaborative Planning: Co-develop the conference theme, proposal tracks, and overall program structure with the host institution.

  • Operational Support: Provide administrative management for key logistics, including the online conference platform (proposal submissions, registration, and awards), schedule development, on-site registration, and volunteer coordination.

  • Promotion & Outreach: Lead communications and conference promotion through IARSLCE’s international networks and platforms.

  • Advisory Role: Offer guidance on logistics, sponsorship strategies, accessibility, and engagement best practices.

  • Conference Committee Participation: Engage IARSLCE members in proposal review, program planning, and on-site support.

  • Membership: Promote and recruit IARSLSCE membership to attend the conference.

  • Awards & Recognition: Purchase and coordinate awards for annual honorees.

  • Financial Support: Contribute funding for conference planning (amount to be determined in partnership with the host).

Timeline and Process Flow (tentative)

  • Late November: Expressions of Interest submitted.

  • December – January: ExCo reviews submissions; follow-up Q&A with interested hosts.

  • End of February: Full proposals due from invited institutions.

  • Early March (ExCo): Review and selection of host site.

  • End of March (Board): ExCo presents the selection to the Board for input.

  • Early April (ExCo): Meeting with the confirmed host site to finalize the partnership.

  • October: Announce the location of the following year’s conference at the fall annual conference.

Phase 1 – Expression of Interest (Initial Brief)

  1. Rationale for Hosting – Why your institution, your country, and your region?

  2. Proposed Year of Conference - 2028, 2029, 2030

  3. Regional SLCE Ecosystem – Overview of the service-learning and community engagement movement in your area that warrants hosting an international gathering.

  4. Vision for the Conference – Thematic direction, goals, and anticipated outcomes.

  5. Potential Sponsors and Resource Considerations – Outline of possible funding partners or sponsors.

  6. University Leadership Support – Indicate preliminary support (Yes/No). A formal letter will be required in Phase 2.

  7. General Timeline Alignment – Confirm readiness for an October site review and full proposal submission by the end of January.


To express your interest, complete this form.

Meeting with the IARSLCE Executive Committee (ExCo)

After submission of the Expression of Interest, potential hosts will be invited to meet with the ExCo to:

  • Gauge institutional interest, readiness, and capacity to host the IARSLCE annual conference.

  • Discuss the feasibility of hosting the conference.

  • Review the Expression of Interest and request additional details if needed.

  • Clarify IARSLCE’s contributions and responsibilities for co-developing and co-hosting the event.

  • Offer early feedback and guidance before the full proposal phase.

Phase 2 – Full Proposal Submission

The Phase 2 Full Proposal serves as a guide and framework for your submission. While not every question requires a word-for-word response, the proposal should offer a comprehensive narrative describing how your institution will embody the mission, values, and essence of IARSLCE.

Your submission should reflect how the proposed conference will be:

  • Welcoming to a diverse global community of scholars and practitioners,

  • Scholarly in its attention to research, rigor, and impact,

  • Engaging through meaningful campus–community connections, and

  • An invitation to learn from your region’s unique context and contributions to service-learning and community engagement.

Proposal Information

1. Host Site Information

  • Proposed City / Country:

  • Lead Institution / Organization:

  • Primary Conference Venue: ☐ University ☐ Hotel ☐ Hybrid (explain)

  • Proposed Year to Host Conference (after 2027)

    • 2028, 2029, 2030

  • Conference Program Coordinator (name, title, contact):

  • Local Conference Team Members (names + roles):

2. Local Sponsorship & Partnerships

Sponsorships ensure a high-quality experience and help keep registration fees accessible to global scholars. IARSLCE will promote sponsor recognition on its website, in programs, and during the event. 

  • Local Sponsorship(s): Describe in-kind or financial contributions (receptions, cultural events, community tours). To keep conference cost down for attendees.

  • University Sponsorship: Detail anticipated institutional support (facilities, staff, volunteers).

  • IARSLCE Resource and Development Committee Support: Identify support from this subcommittee to identify and solicit local and general sponsors to host special sections of the conference.

  • Other Sponsorship Opportunities: (corporate, foundations, NGOs, local organizations).

  • Required University Leadership Support: Attach a formal letter of commitment from a Vice Provost, President, or equivalent confirming institutional approval and support.

3. Conference Facilities & Logistics (Average attendance: 250-300 participants)

  • Main Venue: Describe facilities (plenary space, breakout rooms, accessibility, A/V capabilities).

    • Include a minimum number of 8-10 breakout rooms with 15-40 people

    • Plenary space for 250-300 people

  • Hotels & Accommodation Options: Include range of costs, distance to venue, and potential room blocks.

  • Catering: On-site options, dietary accommodations, and sustainability practices.

  • Transportation: Availability and costs for local transit, airport transfers, and community tours.

  • Gala Dinner Venue: Capacity, location, and local cultural features.

  • Translation & Interpretation Services: Availability, languages supported, and estimated costs.

4. Program & Community Engagement

  • Community Tour Options: Describe potential partners or community-based learning experiences.

  • Cultural Events: Highlight opportunities to feature local art, music, or cultural performances.

  • Proposed Keynote or Featured Speakers: Include local and global names (if known), speaker topics related to scholarship or trends in SLCE, and anticipated honoraria.

5. Budget Estimate (Spreadsheet) | Provide in both local currency and USD

  • Conference Expenses:

    • Venue / Facility Rental

    • Catering / Coffee Breaks

    • Tour Transportation

    • Gala Dinner

    • Honorariums for Speakers

    • Community Tour Honorariums

    • Printing / Materials / Swag

    • Translation & Interpretation Services

    • Local Conference Planner / Staff Support

    • AV / Technology

    • Other (please specify)

  • Attendee Expenses

    • Projected Registration Fees (Participant Registration Fees (member / non-member / student tiers/community):

    • Average Room & Board Costs (per night, per person):

    • Estimated Food & Drink Costs (outside provided meals):

    • Local Attractions & Cultural Experiences:

    • Estimated Attendance (domestic + international):

  • Revenue Sources:

  • University Sponsorship

  • City or Government Sponsorship

  • Corporate / Community Sponsorships

  • Gala Dinner Ticket Revenue (if separate)

  • Other

6. Financial Expectations and Partnership Principles

  • IARSLCE aims for a minimum net profit of $60,000 USD to sustain programs, research, and engagement initiatives. This comes largely from registration fees and conference sponsorships.

  • IARSLCE provides financial support for marketing and programmatic collaboration, and will co-develop the conference theme and tracks.

  • IARSLCE Resource and Development Committee will work with the host site to identify and solicit local/regional and general sponsors.

  • If the host university covers a significant portion of costs, IARSLCE may redirect funds to support travel grants for global scholars.

Final Proposal Summary: Host Institution Meeting with ExCo and Board

Following the submission of a Full Proposal, potential host institutions will meet with the IARSLCE Executive Committee (ExCo) and Board of Directors to present their proposal and discuss partnership details.

Meeting Objectives:

  • Present Institutional Interest and Readiness

    • Share the host institution’s vision for the conference.

    • Demonstrate capacity to host 250–300 international participants.

    • Highlight alignment with IARSLCE’s mission, values, and engagement priorities.

  • Discuss the Feasibility of Hosting

    • Review logistics, facilities, and local partnerships.

    • Outline potential sponsorships and financial planning.

    • Address any questions or concerns from ExCo and Board members.

  • Clarify Roles and Partnership Responsibilities

    • Define IARSLCE’s co-stewardship in planning, promotion, and operations.

    • Identify the host institution’s responsibilities for on-site coordination, logistics, and community engagement.

  • Request Board Support

    • Seek endorsement of the proposed host site.

    • Confirm resources, guidance, and support for successful conference delivery.

The meeting ensures transparency, alignment, and shared understanding between the host institution, IARSLCE leadership, and Board, setting the stage for a successful, collaborative international conference.