Proposal to Hold the 21st International Conference of the System Dynamics Society in New York City - July 20-24, 2003

 

by

 

Michael J. Radzicki

Worcester Polytechnic Institute

 

Introduction

 

Worcester Polytechnic Institute proposes to host the 2003 International Conference of the System Dynamics Society at either the Waldorf Astoria or the Roosevelt Hotel in New York City from July 20-24, 2003.

 

Objectives of the Conference

 

Attract 500 people

Host the conference in an easily accessible and exciting/fun city

Enhance the exchange of new ideas

Facilitate networking among conference attendees

Recruit Columbia University and Fordham University as a local co-hosts

Provide a venue for the annual general meeting of the System Dynamics Society

 

Conference Theme

 

The conference theme will be decided by the 2003 President-Elect Bob Eberlein. However, Mike Radzicki is trying to attract a large number of economists who work from the "hetrodox" or non-traditional perspective to the conference. To date, some serious interest has been expressed by several prominent hetrodox economists who believe that system dynamics has something to offer the economics profession. These economists have agreed to "spread the word" about the conference. Thus, a session or two devoted to the theme of "system dynamics in economics" may be in order.

 

Fees and Costs

 

Registration:

 

Early Member Registrants

US$400

Early Nonmember Registrants

US$450

Early Student Registration

US$200

Late Member Registrants

US$475

Late Nonmember Registrants

US$550

Late Student Registration

US$250

Onsite Member Registrants

US$600

Onsite Nonmember Registrants

US$625

Onsite Student Registration

US$300


Sleeping Accommodations:

 

Guest Room Rate:

 

Single Room $155 plus taxes guaranteed at the Roosevelt

Double Room $155 plus taxes guaranteed at the Roosevelt

Adding a 3rd or 4th person to a room will cost $20 for each person at the Roosevelt

 

Waldorf room rate (single or double) at 2001 level is $149, plus 5% per year increase. In 2003 that rate will be $165 for a single or double. The Waldorf has not yet said what it will cost to add a 3rd or 4th person to a room.

Note: Both hotels will offer these room rates to conference attendees for six nights on either side of the conference (e.g., for five nights prior to the conference and one night after the conference; for four nights prior to the conference and two nights after; for three nights prior to the conference and three nights after, etc.).

 

The meeting room rental rates at both hotels are based on the following sliding scale:

 

Total Room Nights

Costs

600 plus

Complimentary Space

Both hotels will rescale these other numbers 999 – 800

Grand Ballroom $2500, Breakout Rooms $350 per room

799 – 600

Grand Ballroom $3500, Breakout Rooms $450 per room

599 – below

Grand Ballroom $8000, Breakout Rooms $750 per room

 

Conference Site

 

The conference will be held at either the Roosevelt Hotel, Madison Avenue at 45th Street, New York, NY 10017, www.theroosevelthotel.com or the Waldorf Astoria, 301 Park Avenue, New York, NY 10022-6897, http://www.waldorfastoria.com/.

 

Easy Access by car, train, bus, plane. 30 minutes From LaGuardia Airport and 45 minutes from JFK and Newark International Airports.

 

Great Location in the heart of midtown Manhattan where business meets shopping and theater. Walking distance to Broadway Theaters, Central Park, Grand Central Station, Fifth Avenue Shopping, Metropolitan Museum of Art, Empire State Building, Rockefeller Center, St. Patrick’s Cathedral, the United Nations Building, etc.

 

Helpfulness. Both hotels have shown great interest in our business.

 

State of the Art Elegant Facilities. Both hotels have more than enough space to host the system dynamics conference.

 

UN Tour or Speaker Possibility

 

In January 2002, a meeting was held at the United Nations with Ms. Gillian Martin Sorensen, Assistant Secretary General in the Office of External Relations. She indicated that she could arrange for members of the UN's professional staff to speak at the conference or, alternatively, to bring the conference participants to the UN for a half-day program. She also indicated that there is a chance that Secretary General Kofi Annan would be able to speak at the conference.

 

In terms of bringing conference participants to the UN for a half-day program, the plan is to have everyone arrive at the UN by bus by 9 am. A tour of the UN would then be conducted in small groups of about twenty persons per group. After the tour, all of the participants would gather in a UN meeting room for an hour and a half program of interest to system dynamicists. After the program, everyone would go to the Delegate’s Dining Room for a buffet lunch. After lunch, the participants would be transported back to the hotel.

 

This event can be held on any morning during the conference, but it is probably best to schedule it for the last day because it will make the logistics easier and it may induce people to stay at the conference longer. The cost of the program will be approximately $35 per person and will be open to spouses and guests. This event will be held only if the Society can get sponsorship.

 

Columbia University Local Co-Host

 

Preliminary discussions with Professor Nelson Fraiman at the Graduate School of Business at Columbia University indicate that Columbia would be pleased to host a pre-conference workshop and/or a Ph.D. Colloquium as in-kind sponsorship and/or recognition as local co-host. Weekday scheduling of Columbia University facilities is preferred.

 

 

Fordham University as a Local Co-Host or Major Sponsor

 

Preliminary discussions were also held with Dr. Nicholas Georgantzas and some of his colleagues about ways that Fordham University could be involved in the 2003 conference. Possible actions that will enable Fordham University to gain co-host and/or co-sponsor status include:

 

1. Audio-Visual Support. Fordham may be able to provide the audio-visual equipment needed for the conference. This might entail a small fee to cover basic costs, but it will be minimal compared to the 35K that the New York hotels require for audio-visual equipment. Dean Najdzionek is currently exploring the possibility of Fordham providing its audio-visual equipment for the 2003 conference.

 

2. Pre-Conference Ph.D. Colloquium. Fordham can host the pre-conference Ph.D. Colloquium.

 

3. Tuesday Night or Wednesday Night Reception. Fordham may be able to host a wine and buffet reception on Tuesday the 22nd or Wednesday the 23rd, 2003. The estimated cost for such an event is 30K, which includes the cost of transporting 500 people from the conference hotel to Fordham by bus.

 

4. Pre- and/or Post-Conference Workshops. Fordham may be able to organize and host a pre- and/or post-conference workshop alternatively titled "Fordham's System Dynamics for Consultants" or "Fordham's Management System Dynamics" or "Fordham's System Dynamics for Strategists". The purpose of this half- or full-day workshop will be to promote Fordham University's newly formed System Dynamics Consultancy Concentration to the Academic and Business communities in New York City.

 

5. Free Parking at Rose Hill. Fordham can easily provide free parking at its Rose Hill campus for those few conference participants from Canada, Mexico and USA who will choose to drive to New York City for the conference.

 

6. Conference Participant Workshops. Fordham can also host other System Dynamics workshops by conference participants, such as, for example, Kim Warren's (London Business School) "Strategy Dynamics Survival of the Fittest: Building Tomorrow's Business".

 

Fordham is also willing to work with the Society to recruit potential contributors and volunteers to help with the conference.

 

Organizing Committee

 

Mike Radzicki (Conference Chair, WPI)

Roberta Spencer (System Dynamics Society)

Bob Eberlein (VP - Meetings)

Allen Boorstein (Local Host)

Khalid Saeed (WPI)

Kent Rissmiller (WPI)

Jim Doyle (WPI)

Vedat Diker (SUNY Albany)

 

Proceedings

 

The conference proceedings will include full papers on a CD-Rom and a book of printed abstracts. These materials will be distributed to each participant during the conference. One hundred and fifty volumes of the conference proceedings will also be shipped to the Society's principal office within three months of the conference. The originals from which the proceedings are made will be retained at the Society's principal office. The proceedings will remain the property of the Society with individual authors retaining their copyrights. The Society will be free to reprint and distribute the proceedings at its convenience.

 

Publicity

 

A conference announcement and "Call for Papers" will be distributed at the 2002 International Conference of the System Dynamics Society in Palermo.

 

In the fall prior to the conference, a "Call for Papers" will be mailed to all members of the System Dynamics Society and other interested people. The "Call for Papers" will allow generous time to meet deadlines.

 

In the fall prior to the conference, a "Call for Papers" will be printed in the System Dynamics Review, the Journal of Post Keynesian Economics, the Journal of Economic Issues, the Journal of Economic Perspectives, and other relevant journals.

 

Several months before the conference, an announcement and registration form will be mailed and e-mailed to all members of the System Dynamics Society and other interested people.

 

Conference planning and updates will be continuously posted on the web.

 

Finances

 

See attached spreadsheet.

 

All conference organizers will actively pursue sponsorship for the conference.

 

The System Dynamics Society home office will collect all conference fees and be responsible for all bookkeeping aspects of the conference.

 

Submission Format and Deadlines

 

Deadlines will follow patterns from previous conferences, for example:

 

July 2002            Conference Announcement. Call for Papers and Sessions.

January 2003            Deadline for extended abstracts (4 pages) and workshop proposals.

March 2003            Notification of acceptance. Invitations to submit full paper for consideration for plenary session.

May 2003            Final CD-ROM material due. Deadline for plenary papers. Session proposals due.

June 2003            Deadline for conference pre-registration.

July 2003            Conference in New York City!

 

Benefits

 

Both hotels are offering a “Bonus” Weekend to give away in Italy, to create interest in the hotel and excitement for the conference.

 

Both hotels will add an Act of God clause and a Construction Clause that will benefit the Society. The Society would have the opportunity to renegotiate all prices should either clause become relevant.

 

Both hotels will give conference participants a 15% discount at hotel owned restaurants for food (not alcohol) purchased outside of conference activities.