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.

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: