Hosting the iLRN Annual Conference

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Hosting the iLRN Annual Conference

Overview & Vision

Hosting the iLRN Annual Conference is a distinguished opportunity to anchor your institution and geographic region as a global leader in immersive learning. Through partnership with iLRN, host sites become springboards for scholarly exchange, design innovation, and elevated institutional visibility. As the backdrop for cutting-edge XR, simulation, and immersive education research, your venue becomes a hub for international collaboration across disciplines and sectors.

Strategic Benefits for Hosts

• Global Visibility & Reputation: Hosting the conference dramatically raises the international profile of your institution within the immersive learning and educational technology communities.

• Community Building & Networks: You gain direct access to a global network of researchers, practitioners, and funders in XR and immersive education.

• Local Capacity & Catalysis: The conference galvanizes local faculty, students, and partners, stimulating new research and grant proposals.

• Institutional Leverage: Hosting can serve as a foundation for long-term partnerships, external sponsorship, and new programmatic initiatives (e.g., labs, centers, curriculum).

Timing & Format Expectations

• The iLRN conference typically occurs in the first week of June, spanning five days (Sunday through Thursday).  (Immersive Learning Research Network) - theConference dates have varied by as much as 3 or 4 weeks depending on host availability of the physical accommodations. 

• The series alternates between North America and Europe, although proposals from other global regions are welcome—provided they can deliver on necessary infrastructure and appeal to the community. (Immersive Learning Research Network)

• Past editions have blended in-person and virtual modes (hybrid), adapting to global circumstances and broadening accessibility. (Immersive Learning Research Network)

What We Expect in a Host Proposal

To ensure a successful, high-quality conference, prospective hosts should include the following in their proposal:

1. General & Institutional Information

• Preferred years for hosting (ranked). (Immersive Learning Research Network)

• City, venue, and host institution(s). (Immersive Learning Research Network)

• Academic lead(s) and track record in organizing events of scale. (Immersive Learning Research Network)

2. Venue & Facilities

• Venue details: meeting rooms, lecture halls, workshop spaces, exhibition areas. (Immersive Learning Research Network)

• Technical infrastructure: projectors, sound, networking, Wi-Fi, AV needs. (Immersive Learning Research Network)

• Relationship between the venue and the locality (e.g., distance to airport, transportation). (Immersive Learning Research Network)

3. Accommodations & Logistics

• Lodging options (hotels, dorms, low-cost) with proximity to the venue and negotiated rates. (Immersive Learning Research Network)

• Strategies to manage visa, travel, and international participation. (Immersive Learning Research Network)

• Import/export considerations (for immersive tech or exhibition materials). (Immersive Learning Research Network)

4. Outreach, Attendance & Support

• Plans for attracting regional, national, and international attendees. (Immersive Learning Research Network)

• Identification of local and institutional support (funding, in-kind contributions). (Immersive Learning Research Network)

• Proposed sponsors, partnerships, and promotional strategies. (Immersive Learning Research Network)

5. Financial Planning & Budget

• A realistic budget: venue, staffing, catering, social events, merchandise, insurance, marketing. (Immersive Learning Research Network)

• Revenue projections: registration, sponsorship, exhibitor fees, workshop income. (Immersive Learning Research Network)

• Scenario planning with best-case, likely-case, and worst-case figures. (Immersive Learning Research Network)

6. Local Team & Governance

• Names, roles, and short bios of local organizing team (chairs, logistics leads). (Immersive Learning Research Network)

• Proposal for how local and iLRN leadership will coordinate (e.g., an 18-month planning horizon). (Immersive Learning Research Network)

7. Supporting Materials

• Suggested keynote speakers (regional/regional) with profiles. (Immersive Learning Research Network)

• Potential sponsor leads. (Immersive Learning Research Network)

• Any additional supporting documents, letters of commitment, or visual plans. (Immersive Learning Research Network)

Process & Timeline

• iLRN solicits proposals at least two years in advance of the intended hosting year. (Immersive Learning Research Network)

• Once a host is selected, a formal Partnership Agreement is executed, defining roles, resources, and shared investment (in-kind, financial, institutional). (Immersive Learning Research Network)

• The local host enters into a co-planning relationship with iLRN leadership (Steering Committee, General Chairs, Program Chairs) to jointly design the conference. (Immersive Learning Research Network)

Commitments & Expectations for Hosts

• Demonstrated institutional investment—whether via campus support, staff, facilities, or external sponsorships.

• Balanced ownership and partnership: the host must be willing to cede programmatic design to iLRN leadership while providing local resources.

• Responsiveness to global equity and accessibility: hosts must help lower barriers to participation for underrepresented regions.

• Adherence to the standards of scientific rigor, inclusion, and innovation that define the iLRN community.

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For more information and access to host proposal interest and application forms visit  Immersive Learning Research Network Annual Conference page