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Call for Participation – In Conjunction With Events

Key Dates

Submission Due: March 22, 2025; 11:59 PM ET

Acceptance Notification: April 26, 2025

Submit your Proposal (EasyChair)

In Conjunction With (ICW) events (formerly known as Co-located Events) are meetings, presentations or lunches, etc., that convene during the conference and closely align with PEARC’s mission. ICW events are permitted to be closed-door or by invitation only. 

All organizers, presenters, and participants of ICW events that are planned to be held in conjunction with PEARC must be:

Each ICW meeting proposal will be reviewed for acceptance based on how closely its mission aligns with the mission of the PEARC conference series. Organizers of ICW events must submit their event proposal via the published submission portal EasyChair. 

Requesting Space

ICW events may request the use of unallocated space under contract by PEARC25.

  • Any unallocated venue space already under contract by PEARC25 will be allocated based on the event’s alignment with the PEARC conference mission, space availability, and space needs.
  • If space is allocated for use by an ICW event, all additional expenses incurred are the responsibility of the event organizer and must be procured and contracted separately with the venue.
    • Expenses that may be incurred include, but are not limited to, audiovisual equipment and support, special networking equipment and support, food and beverage (over and above what is provided to all conferees), office supplies (e.g., flip boards, easels), printing services, shipping and receiving services, etc.
  • If space is not available under the existing PEARC25 contract, event organizers must make separate contractual arrangements with the conference venue and/or another venue.

Logo Use

  • Only accepted and approved ICW events may use any PEARC name, logo, and/or other branding assets. Please see the branding toolkit for details. 

External Funding

  • Organizers of ICW events who intend to seek external funding from exhibitors must do so in coordination with the PEARC exhibitor committee  ([email protected]).