Hosting Bid Planning
From ResNetWiki
Institutions interested in hosting the ResNet Symposium will submit a bid in October three years prior to the Symposium they are bidding for (e.g. bids for the 2010 Symposium are due in October 2007).
The following information should assist in the planning process for institutions submitting a bid to host.
Contents |
Gather your team before submitting a bid
- Chair/co-chair appointments
- Web and document information and development
- Housing contacts
- Dining Services contacts
- Database specialist for registration services
- Physical Plant/Grounds
- Finance person to manage conference budget
- Conference coordinator
- Conference art designer for advertisement and giveaways (logo’s)
Verify potential dates that your institution can support
- If possible determine primary and secondary dates for the conference
- If possible avoid the week before and of July 4
- If possible avoid Father’s day weekend
Verify Availability
- Keynote and presentation spaces
- On campus housing for ~ 250
- Dining Facilities to accommodate 300+
- Opening and closing event location
- Off campus hotel availability
Verify Financial Responsibilities
- Determine who will be responsible for approving expenditures
- Are there funds available for…?
- Reserving opening reception and dinner location
- Reserving closing reception and dinner location
- Other contracts and event locations that require a deposit
- Develop a budget to submit for the bid process following the bid guidelines
Receive support from responsible institution administration
Suggestions include:
- Letter of commitment from President
- Letter of commitment from your department Vice President
- Letter of commitment from leadership within your department
- Letter(s) of support from department(s) that will assist you with the conference
Produce your ResNet Bid Web Page
- Core committee members
- On campus conference housing
- Keynote and presentation
- Dining facilities
- Letters of commitment
- Budget
- Area information
Site Visit by Steering Committee members
- Have proposed on campus housing options available for viewing
- Have keynote and presentation facilities available
- Visit projected dining facilities
- Visit hotel for off campus
- Visit the Doc Fair Area
- Visit the Vendor Fair Area
- Visit options for the Professional Development Seminar (PDS)
- Show any other areas that you think will help your bid
- If possible schedule a meal with your institutional support and leadership partners and the site visit team.
