Destination Barcelona 6th RDA Plenary Destination Barcelona

Local host: BSC Spanish national supercomputing centre and Severo Ochoa Centre of Excellence Hosting member of PRACE research infrastructure and coordinator of the Spanish Supercomputing Network (Red Española de Supercomputación) Internationally recognized research centre employing over 350 members of staff with portfolio of 75 competitively funded projects

Local host: BSC Extensive experience in organizing large-scale and strategic international events (ECRI 2010 , EESI final conference, PRACEdays14, Grand Challenges in Bioinformatics, HiPEAC conference, etc.) Organization of a wide range of HPC and big data conferences, workshops and training events Knowledge of the most appropriate venues in Barcelona Supported by professional event organizers

Why Barcelona? The city of choice for international events 2,400 events and nearly 700,000 attendees every year Fourth city in the ICCA (International Congress and Convention Association) ranking in 2013. Fully equipped to host the largest international business, technology and research conferences and exhibitions (Mobile World Congress, Smart City Expo, World Architecture Festival, Expoquimia, Barcelona meeting point, etc)

Why Barcelona? A welcoming city Competitive rates for congress venues and hotels with well connected international airport, and excellent public transport network First city in the world to be awarded Biosphere certification (sustainable tourism destination) Scientific European hub: Biopharma, Supercomputing, Genetics, Material science (synchrotron), Fusion for Energy, … Presence of major IT industry: IBM, Yahoo, Microsoft, Intel, NVIDIA, … Wide range of world-class cultural and recreational activities: Picasso, Miro, Dali, Antoni Gaudi, ...

Why Barcelona? An open, connected city A hub for cultural and commercial exchange from ancient times to the present day Named European Capital of Innovation (iCapital award) 2014: open data initiatives and research-centre connections praised Home to a number of prestigious research centres specializing in fields relevant to RDA, such as biomedicine (Institute for Research in Biomedicine, Centre for Genomic Regulation, etc.)

Suggested dates The local host suggests the following dates: Week 38 (14-18 September) (preferred) – 15-17 Sept Week 40 (28 September – 2 October) – 29 Sept – 1 Oct Very busy week in Barcelona (congresses) To be considered: Bank holiday in Barcelona: 11 and 24 September

Venue The suggested venue for the RDA plenary is Barceló Sants Hotel due to its central location, considerable capacity, multifunctional space and direct links to the airport

Venue: RDA Plenary 14 meeting rooms with capacity of 1,500 people: Plenary seesions (rooms 10-11) , aula style ~490 pax Two levels for breakout sessions Level 0: rooms 01-04 Level E: rooms 05-14 More than 600 m2 of versatile space for poster and exhibition areas, catering and networking opportunities: Sponsor & exhibition areas Orbital Bar and Show Room Poster exhibition Corridors two levels Restaurant: level E

Social dinner We suggest to host the social dinner at the Royal Shipyards of Barcelona, which houses the Maritime Museum The Royal Shipyards is one of the most representative historical monuments of the city waterfront and one of the largest Mediterranean shipbuilding. The social dinner will be partly sponsored

Hotels 250 pre-booked rooms at Barceló Sants Hotel**** (conference location): Double room: 140€ (breakfast included) Double single use: 130€ (breakfast included) Torre Catalunya Hotel**** (150 m. from venue): Double room: 110€ (breakfast not included) Double single use: 100€ (breakfast not included) Expo Hotel **** (200 m. from venue): Double single use: 85€ (breakfast not included) Plaza Hotel **** (1200 m. from venue): Double room: 203€ (breakfast included) Double single use: 165€ (breakfast included) Abba Numància ****(400 m. from venue): Double room: 128€ (breakfast included) Double single use: 115€ (breakfast included) AC Hotel Sants by Marriott ****(100 m. from venue): Double room: 153€ (breakfast not included) Double single use: 142€ (breakfast included)

Venue: Pre & Post event Facilities for hosting Pre and Post plenary RDA meetings: 5 pre-booked meeting rooms in level E with capacity from 40 to 140 pax RDA for newcomers WG, IG & TAB meeting RDA Council meeting RDA Governance meeting Other rooms available for side events (booking required) 07-08 rooms are merged in a single room with larger capacity, and 06, 12, 13 are used as separated rooms

Venue: How to get there Barcelona Prat airport is about 20 minutes away of the venue by Train, 8.20€ two ways and 20 minutes Taxi, about 30€ and 15 minutes AeroBús, 5.90€ one way, 10.20€ two ways. 15 minutes walk from Plaça Espanya to the venue.

Misc. Local support: Supported by RDA Europe Registration: 2 professionals Students Supported by RDA Europe Printouts Lanyards/Badges Registration support Signage

Estimated cost breakdown RDA Plenary costs Meeting rooms & facilities RDA Plenary (14 rooms) Rate (2 ½ days) Meeting room hire (auditorium + breakout rooms) 25.500 € Projectors (x14) 10.935 € PA System + micros 9.330 € AV technicians 5.250 € Wifi 10.000 € Hostesses 330 € Poster panels 500 € Catering service RDA Plenary (500 persons) 3 Morning coffee break 13.500 € 2 Afternoon coffee break 8.000 € 3 Lunches (lunch boxes) 30.000 € 1 Reception Cocktail 11.000 € Social dinner (500 persons) Room rental 6.000 € Catering 35.000 € Keynote Speakers travel & Subsistence 4 keynote speakers (flight + 4 nights hotel) 7.440 € 172.785 € Pre & Post Plenary meeting costs RDA for Newcomers (75 persons, 1/2 day) - Monday afternoon WG, IG chairs & TAB meeting (100 persons, 1 day) - Monday Council meeting (15 persons, 1 day) - Monday RDA Governance meeting (40 persons, 1/2 day) - Friday morning Meeting rooms & facilities Rate Meeting rooms (5 meetings rooms, 40-140 pax) 2.550 € Projectors (x4) 660 € PA System + micros 370 € AV technician 500 € Catering services Morning coffee break (155 persons) 1.395 € Afternoon coffee break (190 persons) 1.520 € Lunch (lunch box) (155 persons) 3.100 € 10.095 € TOTAL COSTS 182,880 €

Estimated cost breakdown Estimated Income RDA Europe contribution 30.000 € Registration fees (~480 paying attendees) Early registration (60% of participants) 225 € 64.800 € Regular registration (30% of participants) 250 € 36.000 € Late registration (10% of participants) 300 € 14.400 € Social Dinner Attendance (25€ per participant, 480 participants) 25 € 12.000 € 157.200 € TOTAL COSTS 182.880 € TOTAL INCOME 157.200 € Minimum sponsorship required 25.600 € (to sponsor the social dinner)

For further information please contact Thank you! For further information please contact fabrizio.gagliardi@bsc.es sergi.girona@bsc.es