Call for Bids to Host
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The ResNet 2011 Symposium -- Bids due Monday, December 8, 2008
Contents |
Introduction
In support of academic excellence and to provide richer living and learning environments, colleges and universities throughout the world are bringing content-rich, high capacity, academic, computing, and telecommunications technologies directly to student living areas. The Annual ResNet Symposium is designed to bring together those who plan, implement, and support student technologies, such as networking, residence-based computer clusters and video technologies, as well as Help Desks, instructional technology centers, and other student-focused academic technologies. Recent Symposia content has focused on ResNet support area collaboration with institutional academic offerings and future directions of technology and services. Many aspects of such services are addressed through case studies, topic presentations, focus group dialog, birds of a feather discussions, vendor participation, etc.
It is important to understand that each year's ResNet Symposium is sponsored by a single institution or closely related consortium that chooses to host the Symposium, as selected by the ResNet Board of Directors. The Symposium host is responsible for planning and conducting all elements of the symposium, including housing options, program facilities, on-campus transportation, special events, and meal options. Financial responsibility for conducting the ResNet Symposium is borne by the Symposium host in cooperation with the Board of Directors. A Symposium budget is a central component of the bid to host the Symposium and is described in more detail below.
The Board of Directors encourages bids from institutions to host the Symposium either on their local campus or in a commercial facility in their area. The Board also welcomes bids from two or more institutions that wish to host the conference jointly in their region. It is essential to get support from your divisional and institutional leadership before submitting a bid due to the time and resource commitments involved in hosting. Please carefully consider all options as you review your interest in hosting.
Conference Format
While there are no rigid rules for the format of a ResNet Symposium -- traditionally, the conference has begun with an opening banquet followed by three full days of sessions, including a keynote speaker, an Information Resource Fair, a Vendor Fair and a closing banquet. A one day Professional Development Seminar (PDS) consisting of ~80 faculty and students precedes the Symposium.
The Symposium is scheduled during the summer months most colleges and universities are not in session. Traditionally it has been held in late June.
The annual ResNet Symposium hosts between 250 and 300 persons each year. The number of vendors has ranged from 18-25.
A list of past symposia is available, which includes links to some past conference sites. This will give you an idea of past conference formats.
General Host Institution Responsibilities
It is highly recommended that the host institution choose co-chairs for the Symposium to direct various Symposium and team responsibilities. Co-chairs should be sure that their institution supports the significant time commitment that will be required to plan and oversee the Symposium. The co-chairs will assemble a team of individuals from the host institution and most likely coordinate with various areas within the institution to help in all on-site decisions/planning.
Hosting ResNet is a large commitment. For the Symposium itself, the host institution is responsible for coordinating housing, registration, vendor solicitation, vendor fair set-up/break-down, meals, meal sponsorship, Symposium program binder/booklet development and printing, reserving of space and equipment and many other details. It is also expected the the host institution support the various needs of the Program Chairperson and Program Committee. Information specific to hosting and the coordination with the Program Committee can be found in support documents under Category:Hosting Resources.
Experience has shown that, depending on the level of delegation accomplished, the co-chairs should be able to dedicate a minimum of five to eight hours a week during the fall, a minimum of eight to 10 hours a week during the spring, and more time as the Symposium nears. Additionally, they will need to distribute some of the responsibility to current staff or may choose to supplement staff by hiring a conference coordinator (often the campus conference office). Past experience has shown that for the Symposium registration and vendor communication process alone, approximately .5 FTE should be allocated during the spring semester and increasing to full time at least two months preceding the Symposium and potentially for several weeks after the Symposium.
In preparation for the Symposium, the host institution will host, at its expense, at least one, but possibly two, on-site Board of Directors planning meetings. (Historically, both a fall and a spring meeting have been held at the host institution. However, in consideration of rising travel/fuel costs, the Board of Directors is revisiting the need for two meetings, and may choose to conduct one on-site meeting of longer duration). In any case, the Board of Directors and Program Committee will use the on-site meeting(s) to detail the structure of the Symposium, as well as to conduct general business of the corporation.
Board of Directors Participation
Once selected, the Symposium host chair or co-chair are expected to participate on the Board of Directors for three years. The term begins at the post-Symposium Board of Directors meeting at the current year host institution and concludes immediately prior to the post-Symposium Board of Directors meeting the year after hosting. During the first year, the host chair is a non-voting member of the Board of Directors. In this way new hosts can gain experience and rely on the support of past hosts.
Placing a Bid to Host the Symposium
The "Bid to Host" process is a two-phased process.
Phase 1
The first phase is to submit a web based bid proposal (example). Should you win the bid, this site can serve as the starting point for the Symposium web site. This initial phase must be submitted to the President of the ResNet Board of Directors (below) by Monday, December 8, 2008. During Phase 1, the Board of Directors will review the web based bid proposal and budget, and may contact the bid host with additional questions before proceeding to Phase 2.
Phase 1 of your proposal should include the following information at minimum:
- Proposed Symposium dates and alternates. Experience has shown that the best date are in June. Points to consider when selecting dates include:
- Potential for conflict with other campus activities, such as summer camps, registration and orientaion events, etc.
- Other IT/Housing Conferences
- Holidays (US and Canadian)
- Academic calendar of other university institutions (semester vs. quarter system, etc.)
- Identification of host committee. Points to consider:
- Representation from different involved areas on campus, such as housing and conference services.
- Time commitments of the host, co-host, and other campus entities.
- Past experience with the ResNet Symposia.
- Primary and alternate program venue information. Points to consider:
- Walking distance between program session locations, housing, and dining facilities.
- Typically there are 5 - 6 concurrent sessions. Rooms should be able to seat at least 60 with at least one larger ~100 seat room.
- Opening and closing sessions, which need to seat about 350.
- Identification of Professional Development Seminar (PDS) venues.
- There is generally a preference for tiered seating.
- Multimedia capabilities (such as audio, video, projection systems, in-room networking/power)
- Primary and alternate housing venue information. Points to consider:
- Walking distance to session locations and dining facilities.
- Ability to provide options for family housing.
- Location of break room.
- Size of residence hall(s) (ability to keep the majority of guests in close proximity.)
- Ability to provide amenities (bathroom sharing, air conditioning, fans, refrigerators, linen quality.)
- Location and cost of off-campus housing.
- Preliminary dining information. Points to consider:
- Walking distance from residence halls and program venues.
- On and off campus catering options. Campus restricitons regarding catering.
- Break locations (if outside, how will inclement weather be handled).
- Alcohol regulations.
- Special dietary needs.
- Summer hours for dining areas.
- Vendor information
- Vendor opportunities.
- Vendor Fair location and ammenities.
- Vendor presentation locations.
- Special needs, for example:
- Mobility needs, handicap accessability.
- Translation for hearing impaired.
- Travel options available to your campus.
- Distance to nearest commercial airport.
- Shuttle service to and from the airport.
- Distance to, and travel options to and from the special events.
- Alternatives to air travel (rail, car, etc.)
- Required: At least two support letters from your institution such as University Administration, Residential Life, Conference Services, Campus Catering, etc.
- Campus map detailing which buildings will be used
- Draft budget (
template). Please note that while the draft budget will figure extensively in the review of the bid proposal, it is anticipated that many costs associated with hosting an event three years in advance will change between the time of the bid and the actual Symposium. A final budget will be negotiated between the host institution and ResNet, Inc.
- Sample schedule (
template)
- Anything else you feel will make your hosting site attractive to ResNet attendees.
Phase 2
Once through the initial bid stage, institutions advancing to the second phase will be asked to host two Board members for a site visit. Costs associated with lodging, meals, and local travel will fall upon the bid institution. Additional travel expenses (air, mileage, etc.) associated with the visit will be at the expense of the current host institution at the time of travel. Institutions should be prepared to show examples of the following during the site visit.
Travel
- Size of local Airport / availability of flights
- Transportation to & from Airport
General Campus
- Distance between buildings used
- Campus Transportation
- Distance to local businesses
Housing
- Residential rooms
- Residence Hall amenities
- Hotels specified for Symposium
- Lounge / BoF space
Symposium Venue
- Presentation rooms
- Specialty rooms
- Professional Development location
- Break areas
- BoF locations
- Opening Reception/Dinner location
- Meal locations
- Keynote location
- Vendor Fair location
- Closing Event & location (list of possible)
- Free day activities (list of possible)
General Items for Review
- Draft Schedule
- Draft Budget
- Meet potential Host Committee members & support staff
The Board's goal is to name the successful bidder as soon as practical after the spring Board meetings to allow the new host team to attend the post-Symposium Board meeting. Please feel free to contact the President of the Board for more information, referrals to other for specific advice, and status updates (your particular status or the Board's projected decision making schedule). The Board attempts to work with time pressures (requesting deadline extensions or expedited decisions) as best possible without endangering the overall selection process.
These Associated Hosting & Program Documents will provide you with additional information on the bid process, hosting the conference and the host and program committee relationship.
- Hosting Bid Planning
- Host Post-Selection Responsibilities
- Host Committee Information
- Program Chair Guide
Bids to host and associated web site link are due Monday, December 8, 2008 and should be sent to:
Melody Childs, Louisiana State University
ResNet Steering Committee Chairperson
E-mail: mdee.childs@resnetsymposium.org
Please feel free to e-mail or mail questions or comments about this document or the bid process to this address as well.
Thank you,
ResNet Board of Directors
