EuroSciPy typically takes place in the last week of August, before the start of the academic semester. Occasionally, the conference can start a couple of weeks earlier.

• Primary consideration: Ensure that the proposed dates do not overlap with other major Python or scientific conferences, particularly within the same region. Please research and list any potential conflicts.
• Additional information: Mention any significant local events or holidays that coincide with the proposed dates, as these could impact accommodation availability or pricing.

Provide a brief description, including the city's population, main industries or academic institutions, and any relevant cultural or technological attributes that might be attractive to conference attendees. Mention if the city has hosted any similar events in the past.

Please describe the proposed city or town in terms of its ability to support a large international conference.

• Accommodation: Number and range of hotel rooms available (from budget to high-end). Please specify any major hotel chains and their distance from the proposed venue.
• Transportation: Accessibility of the city via public transport (airports, train stations, local transit). Mention any direct international connections.
• Safety and Inclusivity: Describe the city’s reputation for safety, particularly for diverse attendees (e.g., different nationalities, religions, genders, sexual orientations, and identities). Include any relevant local initiatives or policies that promote inclusivity and safety.

The conference is typically attended by 250–350 participants. The following spaces are required:

• Lecture Rooms (main days):
  • One large lecture room for keynotes and announcements (capacity for all participants).
  • Two additional rooms (each with a minimum capacity of 100 people).
• Tutorials Setup (first two days):
• Rooms must be equipped with sufficient electrical outlets for all participants (2 rooms, at least 40–50 people in each).
• These rooms might be the same as the main days lecture rooms.
• Catering & Exhibition Space:
  • Adjacent or nearby space for catering, sponsor booths, and poster sessions.
• Internet:
  • The venue must provide fast, reliable Wi-Fi, particularly for international attendees.

• Equipment to record and potentially stream sessions, including video of the speaker, presentation, and audio from various sources (speaker, Q&A, speaker’s laptop).
  
• It's OK (and might be the cheapest option) to record everything pre-mixed: so all audio from all channels and video of a presenter near their presentation in a typical conference presentation frame layout.
• The ability to record in at least two rooms during the main conference days.
• It's optional, but nice to have video recordings of the tutorials and the third room (dedicated to panels and maintainer track).
  

EuroSciPy hosts a large poster session, with up to 20 posters.

• Space Requirements: Describe the proposed space for the poster session, ensuring it can accommodate at least 20 A0 portrait posters with adequate standing space for all attendees during the session.
• Proximity to Catering: The poster area should be close to the catering area to encourage interaction during breaks.
• Equipment: Specify any equipment available for displaying posters, such as stands or boards.

EuroSciPy is a diverse conference, and the catering provider must be capable of accommodating various dietary needs, including allergies and religious requirements.

Specific Needs:

• Allergies: For example, food prepared for individuals with nut allergies must be cooked in a nut-free environment.
• Diverse Meals: Experience with sourcing specific dietary requirements (e.g., kosher meals) is crucial.
• Vegetarian/Vegan: It’s acceptable to offer fully vegetarian or vegan menus, especially if it helps reduce costs or serving time. Just don't leave our participants hungry!

Please, describe the catering options, including the ability to meet diverse dietary needs. Please provide a link to a typical menu.

The sprints may be held at the main conference venue or a nearby location.

• Room Availability: We require 5 to 10 rooms with various capacities (10-40 people per room), totaling about 100 participants. This can be seminar rooms with tables or meeting rooms.
• Accessibility: Same requirements as for the main conference venue.
• Setup: Each room should have tables and sufficient power outlets for all participants.
• Internet: Fast and reliable WiFi is essential for all sprint participants.
• Proximity: As sprints have a dedicated day, they might be relatively far away from the original venue, but please be mindful that the majority of people will have their hotel closer to the main venue.

• Green Certifications: Does the venue or the city have any green certifications (e.g., ISO 14001, Green Key)? If yes, please provide details.
• Waste Management: What is the venue’s policy on waste management and recycling? Will there be recycling bins or composting options available during the event?
• Sustainable Catering: Are there options for sustainable catering, such as locally sourced or organic food? Can the caterer minimize the use of single-use plastics?
• Transportation: Are there eco-friendly transportation options (e.g., bike rentals, electric shuttles) available for attendees? Is there encouragement for public transportation use?

• Social Event Venues: Are there nearby venues suitable for social events (e.g., receptions, dinners, networking meetups)? Please list a few options with their capacities and distances from the main venue.
• Evening Events: Describe potential evening events (e.g., city tours, informal gatherings) that could be organized to enhance networking and attendee experience.
• Local Attractions: What local attractions (museums, parks, historic sites) could be of interest to attendees during breaks or in the evenings?