Merge pull request #843 from music-encoding/conference-mou

Add memorandum of understanding template

Author: musicEnfanthen

conference/hosting-guidelines.md

@@ -32,6 +32,8 @@ The ideal location will be one well-connected with the rest of the country throu
 * 19-22 May 2022: Halifax, Canada (hosted by Dalhousie University)
 * 4-9 September 2023: Paderborn, Germany (Joint conference for TEI and MEC, hosted by Universität Paderborn)
 * 20-23 May 2024: Denton, Texas (hosted by University Libraries, University of North Texas)
+* 3-6 June 2025: London, United Kingdom (hosted by Goldsmiths University of London and City University of London)
+* 26-29 May 2026: Tokyo, Japan (hosted by Tokyo University of Science)
 
 Nevertheless, hosting proposals are welcome from any location.
 
@@ -49,7 +51,7 @@ The OC is responsible for creating and managing a conference website where all i
 
 ### Financial considerations
 
-The conference host (represented by the Chair of the OC) is responsible for all expenses generated by the conference. In addition, the conference should not generate a profit for the hosting institution. Funds that remain after all bills are paid should be transferred to the MEI account at the Mainz Academy of Science, to be used for the following year’s conference. After each conference, the MEI Board will inform the incoming Chair of the OC about the availability of funds, but in making the initial budget, it should be assumed that no funds will be available. As a rule, registration costs for fully paying attendees should be around $100-120 and not exceed $150. It is expected that students will be charged a reduced fee. Payment of the appropriate registration fee should provide all attendees with at least:
+The hosting institution (represented by the Chair of the OC) assumes full financial responsibility for all expenses incurred in connection with the conference, such as staffing, keynote speaker costs, conference management system. In addition, the conference should not generate a profit for the hosting institution. Funds that remain after all bills are paid should be transferred to the account provided by the MEI Board. These funds will be reserved for use in organizing the subsequent Music Encoding Conferences. After each conference, the MEI Board will inform the incoming Chair of the OC of any available funds. However, for the purposes of initial budget planning, it should be assumed that no carry-over funds will be available. The MEI Board can offer advice on preparing a working budget, drawing on its previous experience. MEC is expected to be an affordable conference therefore it is expected that registration costs stay in the range of previous conferences with minor increases as necessary. Past conference registration costs will be provided by the MEI Board. It is expected that students will be charged a reduced fee. Payment of the appropriate registration fee should provide all attendees with at least:
 
 * light refreshments for morning and afternoon breaks for the entire duration of MEC;
 * lunches, at least during the two days of the main conference (days 2 and 3);
@@ -103,6 +105,9 @@ The proposal should come from the person who will eventually chair the organizin
 
 **Submit your proposal via [this form](https://forms.gle/oYKoz9TTimo4sXWD7).**
 
-Bids are assessed by the MEI Board, which makes the final decision based on the suitability of the location and venue proposed, the level of support being committed by the institution and sponsors, the existence a suitable plan to reach financial break-even, and other factors which may affect the overall success of the conference. Successful bidders must prepare a short presentation introducing themselves and the conference location to be delivered at the conference immediately following their selection.
+Bids are assessed by the MEI Board, which makes the final decision based on the suitability of the location and venue proposed, the level of support being committed by the institution and sponsors, the existence a suitable plan to reach financial break-even, and other factors which may affect the overall success of the conference. Upon selection, the hosting institution (represented by the Chair of the Organizing Committee (OC)) will be asked to sign a [memorandum of understanding](conference/mou-conference-hosts.html), which sets forth the terms and responsibilities agreed upon by the Music Encoding Initiative (MEI) and the hosting institution regarding the organization and hosting of the annual Music Encoding Conference. 
+
+Successful bidders must prepare a short presentation introducing themselves and the conference location to be delivered at the conference immediately following their selection.
 
 ***Approved by the MEI Board, February 2017***
+***Updated on December 8, 2025***

conference/mou-conference-hosts.md

@@ -0,0 +1,44 @@
+---
+layout: default
+title: "Memorandum of Understanding Template"
+---
+
+# Memorandum of Understanding Between the Music Encoding Initiative (MEI) and [Hosting Institution Name]
+
+This Memorandum of Understanding (MOU) sets forth the terms and responsibilities agreed upon by the Music Encoding Initiative (MEI) and [Hosting Institution Name] regarding the organization and hosting of the annual Music Encoding Conference. Full guidelines are available at [https://music-encoding.org/conference/hosting-guidelines.html](conference/hosting-guidelines.html). 
+
+## 1. Conference Details
+The [Year] Music Encoding Conference will be held at [Hosting Institution Name], located in [City, Country], from [Start Date] to [End Date].
+
+## 2. Responsibilities of the Hosting Institution
+The Hosting Institution, represented by the Chair of the Organizing Committee (OC), agrees to:
+* Organize and manage all aspects of the conference, including but not limited to venue arrangements, registration, program coordination, and local logistics.
+* Assume full financial responsibility for all expenses incurred in connection with the conference, such as staffing, keynote speaker costs, conference management system.
+* Ensure that the conference does not generate a profit for the Hosting Institution.
+
+## 3. Finances 
+### Budget Planning
+The MEI Board will inform the incoming Chair of the OC of any available funds. However, for the purposes of initial budget planning, it should be assumed that no carry-over funds will be available. The MEI Board can offer advice on preparing a working budget, drawing on its previous experience.
+
+### Registration
+MEC is expected to be an affordable conference therefore it is expected that registration costs stay in the range of previous conferences with minor increases as necessary. Past conference registration costs will be provided by the MEI Board.
+
+### Surplus Funds
+Should any surplus funds from the registration fees remain after all conference-related expenses have been paid, the Hosting Institution agrees to transfer the remaining balance to the account provided by the MEI Board. These funds will be reserved for use in organizing the subsequent Music Encoding Conferences.
+
+## 4. Agreement
+This MOU reflects the mutual understanding of the responsibilities and expectations of both parties. It is not intended to create any legally binding obligations but serves as a framework for cooperation and accountability.
+
+Signed:
+
+**Chair, MEI Board**
+Date:
+
+Signed:
+
+**Chair, Organizing Committee**
+[Hosting Institution Name]
+Date:
+
+ 
+