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So You Think You Can Host - Conference Host Bidding Guide

So You Think You Can Host - Conference Host Bidding Guide

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Published by: ca_bidding on Dec 03, 2010
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12/03/2010

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Youmustincludeatableofcontentsinyourbid.BelowlisttheTableofContentsofthisdocument.HowToUseThisDocument….....………………………………………………………………………3NACURHConferenceHosts–2009‐2010…………………......…………………………………...4ConferencePlanningChecklist…………………………………….………….....…………………….5ConferenceBiddingChecklist…………………………………………..……………………..………..6WrittenBid–WelcomeLetter………………………………………………………………………….7WrittenBid–LettersofSupport……………………………………………………………………....8WrittenBid–SchoolInformation……………………………………………..……………………...9WrittenBid–ConferenceDetails………………………………………………...……………........10WrittenBid–ConferenceStaff…………………………………………………………………….....11WrittenBid–Registration……………………..………………………..……………………………..13WrittenBid–RegistrationForms………………………………….……………….......................15WrittenBid–Housing……………………………………………………..…………..………………...19WrittenBid–Transportation……………………………………………..……………....................20WrittenBid–Dining&Banquet…………………………………………………………..…………21WrittenBid–Programming……………………………………………..……………………............22WrittenBid–ProgrammingForms……………………………….………………………………..23WrittenBid–MassGatherings………………………………………………….………..................25WrittenBid–Entertainment………………………………………………………….………………26WrittenBid–Facilities……………………………………………………………………....................27WrittenBid–Safety,Security&Emergency………………………………………………....…28WrittenBid–Hospitality…………………………………………………………………………….....30WrittenBid–Volunteer………………………………………………………………..……….………30WrittenBid–PublicRelations&Sponsorship………………………….……………………..31WrittenBid–Philanthropy……………………………………………………….………………...…32WrittenBid–Semi’s&Pre‐Conference………………………………………………………..…32WrittenBid–Liability…………………………………………………………………………………...33WrittenBid–Budget&Finance…………………………………………………………………..…33WrittenBid–Appendix……………………………………………………………………………..…..34PresentationofYourBid……………………………………………………………………………..…34
 
 
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DearFutureConferenceHost,OnbehalfoftheNACURHNationalBoardofDirectors(NBD)andyourRegionalBoardofDirectors(RBD)thankyoufortakingtheopportunitytoinquireabouthostingaNACURHnationalorregionalconference.Theexperienceofbeingonaconferencestaffislikenoother;itisanincrediblyrewardingexperiencetoshowcaseyourcampustofolksfromalloveryourregionornation.Yourstaffandstudentswillbededicatingmanylonghoursintobidding,presentingandpossiblyplanningandimplementingyourconference.YourConferenceStaffwillworkcloselyasateamtoprovideamazingexperiencesforyourconferenceattendees.Youwilllearnmuchaboutyourteammatesandevenmoreaboutyourself!Ifyouhaven’tyetguessed,thisisanAMAZINGexperience!TheresourcesofNACURH,andparticularlythisdocument,areavailabletohelpyouthroughtheintricaciesoftheconferencebiddingprocess.Thispacketisintendedtosimplyhelpyoustarttoconsiderwhatisneededtobidtohostaconference.Ihavetriedtomakethisdocumentascompleteaspossible,butnoonedocumentcanprepareyoucompletelyforyourownexperience,soyoumaycomeacrossquestionsthatmaynotbeansweredinthisbooklet.
Thisdocumentiswritteninanactualbidformatsothatitiseasyforyoutowriteandprovideasmuchinformationasneeded.Pleasedonotgetoverwhelmedbytheamountofinformation,itispresentedsothatyoucanhaveascompleteofabidaspossible.
Ifatanytimeyouhavesuggestionsforthisdocument,pleasedonothesitateincontactingme.ThereareadditionalresourcesavailablethroughtheNationalInformationCenter,suchaspastconferencesbidsandwrap‐upreports.MoreresourcesincludetheNACURHPolicyBook,RegionalPolicyBooks,www.nacurh.org,theConferenceResourceConsultant,RegionalAdvisors,RegionalBoardofDirectorsmembers,NationalExecutives,andpastconferencestaffs.Besuretotakeadvantageoftheseresources.However,don’tunderestimatetheresourcesthatexistonyourowncampuswithyourprofessionalstaff.OneofthefirststepsyoushouldtakeinconsideringtobidforaconferenceistoputtogetheraproposalforyourRHAandhousing/residencelifedepartment.Inthisproposal,youshoulddiscusstheaspectsoftheconference,thebenefitsofbiddingandhostingtheconference,thestudentleadershipresourcesavailable,andthesupportthatwillbeneededtohelpmaketheconferenceasuccess.GettingthesupportoftheRHAleadershipandtheprofessionalstaffwillbekeyinthisprocess.NACURHisanorganizationthatvaluesmanythings.It’svisionandmissionisimportant.PleasevisittheNACURHwebsiteforboththevisionandmissionstatements.Asyouworkonyourbidorconference,youmustbecommittedtothesethings.Thesevaluesincludeacommitmenttodiversityandsocialjustice,accountability,usinginclusivelanguage,organizingaconferencethatissubstancefree,andademonstrationofaconferencebid/hostteamthatistrulyastudentrunorganization.IinviteyoutoperusetheNACURHhomepage(ConferenceSection)tofindadditionalresourcesthatmaybehelpfultoyouinyourplanningandpresenting.Pleasedonothesitateincontactingmeshouldyouhaveanyquestionsorneedadvice.Again,thankyouforyourinterestandGoodLuck!!!!Sincerely,KenrickAliNACURHConferenceResourceConsultant(CRC)
 
Kenrick Ali, Conference Resource Consultant ~ crc@nacurh.org ~ kali@housing.sjsu.edu
 

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