CCSCNE 2026

CCSCNE 2026

General Information

News CCSCNE 2026 will be at Wheaton College April 4-5, 2026 Conference Program is available 2026 Student Poster Abstracts are available Student Posters Photos

CCSCNE 2026

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Hosting a Conference

This page provides information that we hope will help prospective hosts determine their ability to run a CCSCNE conference at their institution.

Why host a CCSCNE Conference?

CCSCNE is the Northeastern conference of the Consortium for Computing Sciences in Colleges. It is the largest among CCSC conferences, and draws over 200 academics from the northeast to its annual conference. The benefits of hosting a CCSCNE conference are two-fold:

1. It publicizes your institution in the northeast among Computer Science academics.
2. The event enhances the visibility of your department within your institution.

Commitment Expected from the Host

The host is expected to provide the following for the conference:

1. $1,000 in support for postage and photocopying conference flyers. The host is not expected to provide any additional monetary support for the conference.
2. Typically, the host institution does not charge CCSC for the following:
   • Use of its facilities including the lecture halls, the common area for vendors, the auditorium hall for keynote speeches and the banquet hall facilities.
   • Overhead costs for security personnel during the conference, audio-visual staff, etc.
   • Insurance costs, etc.
3. Hosting of two planning meetings of about 20 people from the board and conference committee: one in the Fall (in the first two weeks of September) and another in the Winter (in the first two weeks of January). Lunch should be provided at these meetings.
4. The Conference committee, including members of the host institution, are expected to register for the conference. The conference does not provide complimentary registrations.

Support Provided by the Board

The CCSC board will meet with the hosts twice before the conference: once in the Fall (in the first two weeks of September) and again in the Winter (in the first two weeks of January). It will provide the following support to host institutions:

1. At its Fall meeting, the board will visit the host institution and review the facilities at the host institution.
2. The board will provide the following information from earlier conference(s): typical budget, menus (Friday dinner and Saturday lunch), approximate expected attendances at various events, etc.
3. The board will help the conference chair(s) (usually the faculty member(s) who propose to host the conference) set up the conference committee and recruit faculty from other institutions to serve on the committee.
4. The board will pay for any costs over $1,000 incurred by the host institution for photocopying/mailing. Typically, previous hosts have covered all the expenses by themselves, and the board has not had to cover costs.

Individual officers of the CCSCNE Board will assist in the organization of the conference as follows:

1. The Treasurer of the Board will receive all the bills associated with the conference (e.g., catering) and arrange to have them paid directly from CCSC.
2. The Membership Secretary of the Board will, at the request of the conference chair/committee, send out email announcements of the conference to past attendees. Announcements may include Call for Papers, Call for Reviewers, Call for Session Chairs, and Call for Participation. The conference chair is responsible for mailing printed versions of the announcements.
3. The Editor of the Board will be in charge of assembling the proceedings of the conference, as well as the registration of conference presenters, including handling their registration fees. (The registration chairs in the conference committee will handle the registration of non-presenting attendees.)
   The editor will be able to provide the following information to the conference committee shortly after the camera-ready copy submission deadline (usually 10 weeks before the conference): the number of presenters registered, their audio-visual needs, and their menu preferences for the Friday banquet. The conference chair will interact with the editor regarding audio-visual issues.
4. Currently, all the registration fees for presenters as well as non-presenters are processed by the National Treasurer.
5. The Webmaster will make available, at the request of the conference chair/committee, documents from the organization of previous conferences, such as acceptance and rejection letters, thank-you notes to reviewers, etc.

Facilities Required at the Host Institution

The host institution should be able to provide the following facilities:

1. Ideally, at least 4 lecture rooms where concurrent sessions can be held, each with a capacity of 40-60 people. If necessary, 1–2 rooms could be smaller (30–40 capacity). Preferably, these rooms should be close together.
   These lecture rooms are required from noon on Friday until 2 PM on Saturday.

   1–3 rooms may also be needed on Friday morning (9 AM – Noon) for workshops. These rooms need not be near the other facilities described in this document.

   The lecture rooms must have at least an overhead projector and a blackboard. LCD projectors (for computers) are preferable, as is internet connection.

2. A hall or indoor area large enough to accommodate about 10 vendor tables, each around 9 feet long. Preferably, the lecture halls mentioned above should be organized around this area, so that attendees will pass through it on their way from one session to the next. This area is also typically used for serving refreshments during breaks.

   Often, this is also the site where students present their posters on Friday evening. However, posters may be set up in a separate room where evening refreshments can be served. Typically, 20–30 posters (usually 6 feet × 4 feet each) are presented on Friday evening.

3. An auditorium large enough to accommodate about 200 people, where the keynote speech is presented on Friday afternoon and Saturday morning. Preferably, this should be within a 5-minute walking distance of the lecture halls.
4. A banquet hall to hold around 200 attendees for the Friday banquet and Saturday lunch.
5. A computing lab (or labs) that can comfortably seat 15 teams for the programming contest. This need not be near the other facilities and could also be at another nearby institution.
6. Free parking for conference attendees: Around 100 parking spaces must be made available on Friday at noon and Saturday morning. Friday morning parking is often harder to arrange during the academic year.

Facilities Required Around the Host Institution

The host institution should have 2–3 fairly inexpensive hotels/motels within a short distance of its campus. The hotels should be in safe neighborhoods. Typically, the conference reserves blocks of rooms as follows:

• Thursday night: 30–40 rooms
• Friday night: 75–90 rooms
• Saturday night: 20 rooms

If the hotels are not within a short distance of the campus, it would be a plus if they provide free transportation to the campus.

Deadlines for Proposing to Host the Conference

The conference is typically held in one of the last two weekends of April, which is neither the Easter weekend nor the Passover weekend.

If you propose to host the conference in year “n”, the CCSC board would like to have a firm commitment from you by January of year “n – 2”.
Example: If you plan to host in April 2004, the board would like your commitment by January 2002.

You should have your conference committee in place by January of year “n – 1”.
Example: For the 2005 conference, you will have most of your committee in place by January 2004. The first publicity for your conference should occur at the SIGCSE conference of year “n – 1”.

You will prepare the budget for your conference by the January Board meeting of year “n – 1”. The CCSCNE Treasurer will work with the conference chair in preparing the budget. This exercise will help the chair apply for institutional funds to cover the $1,000 commitment mentioned earlier.

How to Propose to Host the Conference

Please contact the Chair of the CCSCNE Board in order to find out the next date available for hosting. Please send the president an email briefly stating:

1. Your intent to host the conference
2. The year when you wish to host
3. Agreement to all the conditions and obligations stated in this document