1

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



2

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
the

professional
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

3

Congrats
and
thanks
to
the
following
conference
hosts
for
2009‐2010:


• CAACURH

o Regionals:
University
of
Pittsburgh
–
Scaling
New
Heights

o No­Frills:
American
University
–
Monumental
Leader
Capitalizing
on
the
Future

• GLACURH

o Regionals:
Central
Michigan
University
–
Legendary
Leadership‐Adventure
of
a
Lifetime

o No­Frills:
University
of
Wisconsin‐Green
Bay
‐
LeadGreen

• IACURH

o Regionals:
Northern
Arizona
University
–
Truth,
Justice
and
the
Leadership
Way

o No­Frills:
University
of
Utah
–
NoFrillsUtah

• MACURH

o Regionals:
Minnesota
State
University‐Mankato
–
MACURH
Lightning,
Tuning
You
Into

Leadership

o No­Frills:
University
of
Nebraska‐Lincoln
–
NU
Business:
No
Frills,
Just
Bills

• NEACURH

o Regionals:
Rensselaer
Polytechnic
University
–
WORLD
(Working
on
Opening
Relationships

through
Leadership
and
Diversity)

o No­Frills:
SUNY
New
Paltz
–
Climbing
Mount
Marty!

• PACURH

o Regionals:
Western
Washington
University
–
Top
Secret

o No­Frills:
Gonzaga
University
–
Go
For
The
Gold

• SAACURH

o Regionals:
University
of
Kentucky
–
Step
Up
and
Shake
It

o No­Frills:
Mississippi
State
University
–
The
Office

• SWACURH

o Regionals:
University
of
North
Texas
‐
Superheroes

o No­Frills:
Arkansas
Tech
University
–
Work
Like
A
Wonder
Duck

• NACURH
National
Conference

o University
of
California‐San
Diego
–
ReUnite,
ReCreate,
ReInspire
–
NACURH
2010

o Western
Illinois
University
–
Camp
NACURH
–
Living,
Learning,
Leading
–
NACURH
2011


Picture:
University
of
California­San
Diego
–
NACURH
2010



4


Before
you
begin
preparing
a
bid
for
either
your
regional
or
the
national
conference,
it
is
important
to
think

of
and/or
complete
the
following
items
to
assure
a
successful
bid:


□ Inquire
about
the
Conference
Host
School
Acknowledgement
form
from
the
CRC
so
that
you
can

share
the
responsibilities
with
the
individuals
noted
below.

□ Approach
other
student
leaders
in
your
residence
halls
or
on
your
campus
to
talk
about
the

possibility
of
bidding/serving
on
staff
for
a
conference.

□ Meet
with
your
RHA
President
and/or
Executive
Board
to
make
sure
that
you
have
the
support
to

submit
a
bid
for
a
conference.

□ Meet
with
your
RHA
Advisor
(and
or
other
full
time
professional
staff)
to
make
sure
that
he/she

supports
your
intent
to
bid
and
the
possibility
of
them
being
the
conference
advisor.

□ Meet
with
the
Director
of
your
Housing
Department
to
talk
about
the
department’s
support
for

bidding
for
the
conference.

□ Develop
specific
questions
to
ask
the
above
individuals
regarding
the
support
that
they
can
give
to

the
conference.

□ Complete
a
preliminary
planning
list
of
ideas
that
cover
the
following:

o Plan
for
meeting
rooms

o Plan
for
housing

o Plan
for
transportation
(airport,
bus
stations,
train
stations,
cars,
etc)

o Plan
for
delegate
transportation
throughout
conference
(if
applicable)

o Plan
for
dining
and
banquet

o Plan
for
large
meeting
spaces
for
Opening/Closing
Ceremonies
and
Roll
Call

o Plan
for
staffing

o Plan
for
the
conference
theme
and
how
it
will
be
integrated
into
the
conference

o Plan
for
technological
usage

o Plan
for
programming
spaces

o Plan
for
sponsorship

□ Speak
to
your
Regional
Director
and/or
Regional
Advisor
to
find
out
what
information
that
you
need

(and
when)
to
be
able
to
bid.


Picture:
University
of
Pittsburgh
–
CAACURH
2009



5


Now
that
you
and
your
institution
have
taken
the
time
to
examine
the
possibility
of
bidding
for
a
conference

and
you
have
decided
that
you
would
like
to
bid,
it
is
important
to
follow
the
list
below
so
that
your

institution
has
a
successful
bid:


□ Read
the
NACURH
Policy
Book
(Conference
Section)
to
understand
NACURH’s
varied
policies

surrounding
conference
bidding
and
hosting.

□ Read
your
Regional
Policy
Book
to
understand
your
region’s
varied
policies
surrounding
conference

bidding
and
hosting.

□ Inquire
about
the
Conference
Host
School
Acknowledgement
form
from
the
CRC.

□ Complete
and
sign
the
Conference
Host
School
Acknowledgement
Form.

□ Send
the
Conference
Host
School
Acknowledgement
Form
to
the
CRC
and/or
Regional

Director/Advisor.

□ Contact
your
Regional
Director/Regional
Advisor
or
the
CRC
to
understand
the
timeline
(if
it
is
not

noted
in
the
Policy
Book).

□ Submit
a
letter
of
intent
to
bid
for
the
conference
by
the
due
date
indicated
by
the
CRC/Regional

Director/Regional
Advisor/Policy
Book.

□ Order
former
conference
bids
from
the
National
Information
Center
(NIC)
or
download
from
your

regional/national
website
(to
be
used
as
an
example).

□ Order
former
conference
wrap
up
reports
from
the
National
Information
Center
(NIC)
or
contact

your
Regional
Director/Regional
Advisor/CRC
for
a
copy.

□ Organize
your
bid
team
(students
and
advisors).

□ Develop
your
conference
theme.
Themes
are
usually
inspirational
or
leadership
focused
and
are

often
surrounding
regional
mascots
or
regional/national
issues.
If
your
institution
decides
to
use
a

theme
that
you
believe
is
copyrighted,
you
typically
do
not
need
to
receive
permission.
Permission
to

use
copyrighted
images
are
usually
needed
if
you
are
planning
to
make
money
from
the
conference

(which
is
not
NACURH’s
intent).
Themes
are
also
used
throughout
the
conference
(but
not
necessary)

to
make
the
conference
fun
and
spirited.


□ READ
through
this
entire
document
and
create
your
bid
according
to
the
framework
set
up
in
this

document
and/or
your
region/NACURH’s
requirements.

□ Start
thinking
of
your
bid
presentation.
Please
consult
with
the
NACURH/Regional
Policy
Book

for

specific
presentation
requirements.



Picture:
Central
Michigan
University
–
GLACURH
2009



6


Each
bid
should
include
a
Welcome
Letter
from
the
Conference
Chair(s).


The
Welcome
Letter
should
include
the
following:

□ The
letter
should
not
be
more
than
one
(1)
page.

□ The
letter
could
be
written
and
signed
by
the
bid
team
chair.


□ The
letter
could
be
written
and
signed
by
the
entire
conference
staff.

□ Brief
Information
About
Host
School.

□ Brief
Information
About
Conference
Staff.

□ Information
About
Conference
Theme.


Sample
Letter
–
Below,
please
find
a
sample
Welcome
Letter:


Dear
________,


It
is
with
great
enthusiasm
and
honor
that
we
submit
this
bid
to
host
the
_________________________________________

conference
at
________________________________________________
University/College.


Over
the
years,
our
institution
has
been
actively
involved
with
many
entities
of
NACURH.
We
have
won

several
regional
and
national
awards
that
include:
(name
few).


Additionally,
our
institution
has
been
lucky
enough
to
host
several
RBD/NBD
members:
(name
a
few).



We
have
had
the
opportunity
to
host
previous
conferences:
(name
conferences).


We
have
had
strong
involvement
in
NACURH
that
has
proven
our
ability
to
understand
conferences
and
how

they
are
structured.

OR

We
may
not
have
years
of
experience
within
NACURH
but
our
strength
and
determination
to
host
this

conference
is
un‐measurable.
We
believe
that
our
experience
will
bring
new
perspectives
within
the

conference.


Over
the
past
year,
our
bid
team
has
worked
extremely
hard
to
put
together
this
bid
and
presentation
so
as

to
present
to
you
all
the
most
amazing
_________
conference
you
can
imagine!


Our
theme
_____________,
represents
__________
(list
in
some
detail
the
theme
and
why
it
was
chosen).


We
believe
that
you
should
choose
our
school
because
______________.
We
are
extremely
excited
to
be
bidding

for
this
conference
and
we
look
forward
to
answering
your
questions
during
our
presentation.


We
hope
in
the
end
that
you
will
find
that
our
hosting
of
this
conference
will
be
the
best
experience
that

delegates
will
have!


Sincerely,

Name

Bid‐Team
Chair


7

Letters
of
support
are
very
important
items
to
be
included
in
your
written
bid.
These
letters
usually
provide

good
insight
for
the
type
of
support
that
will
be
given
to
your
bid
team/conference.


Please
consult
with
the
NACURH/Regional
Policy
Book
for
specific
requirements
about
letters
of
support.
A

successful
bid
should/could
include
the
following
letters
of
support


National
Conference
Bid:

□ RHA
President

□ NRHH
President

□ Student
Government
President

□ School
President


□ Vice
President
of
Student
Affairs

□ Dean
of
Students

□ Director
of
Housing/Residence
Life

□ RHA
Advisor

□ Conference
Advisor

□ Governor
of
your
State

□ Mayor
of
your
City

□ Representative
of
Airport

□ Your
Regional
Board

□ Your
Regional
NCCs

□ Anyone
else
you
deem
appropriate
given
the
space
that
is
allotted


Regional
Conference
Bid:

□ RHA
President

□ NRHH
President

□ Student
Government
President

□ School
President


□ Vice
President
of
Student
Affairs

□ Dean
of
Students

□ Director
of
Housing/Residence
Life

□ RHA
Advisor

□ Conference
Advisor

□ Governor
of
your
State

□ Mayor
of
your
City

□ Representative
of
Airport

□ Anyone
else
you
deem
appropriate
given
the
space
that
is
allotted



Picture:
Northern
Arizona
University
–
IACURH
2009

8


It
is
important
that
your
bid
include
information
about
your
institution
so
to
give
the
reader
a
good
idea
of

where
they
will
be
visiting.


Bids
for
both
the
national
and
regional
conferences
should
include
the
following
information
about

your
school:

□ Location
of
School
and
Highlights
of
that
City/State

□ History
of
School

□ University
Mission/Values

□ Number
of
Students

□ Size
of
School

□ Types
of
Degrees
Awarded

□ Famous
Alumni
(optional)


Bids
for
both
the
national
and
regional
conferences
should
include
the
following
information
about

your
Housing
Department:

□ History
of
Department

□ Department
Mission/Values

□ Number
of
On‐Campus
Students

□ Number
of
Employees
in
Housing

□ Department’s
Involvement
Throughout
Campus

□ Major
Programs
and/or
Initiatives


Bids
for
both
the
national
and
regional
conferences
should
include
the
following
information
about

your
Residence
Hall
Association:

□ History
of
RHA

□ RHA
Mission/Values

□ RHA
Structure

□ RHA
Involvement
and
Accomplishments
On
Regional
and
National
Level

□ Major
Programs
and/or
Initiatives

□ Major
Goals


Bids
for
both
the
national
and
regional
conferences
should
include
the
following
information
about

your
National
Residence
Hall
Honorary:

□ History
of
NRHH

□ NRHH
Mission/Values

□ NRHH
Structure

□ NRHH
Involvement
and
Accomplishments
On
Regional
and
National
Level

□ Major
Programs
and/or
Initiatives

□ Major
Goals


Picture:
Minnesota
State
University­Mankato
–
MACURH
2009



9


It
is
important
that
your
bid
include
specific
information
about
your
conference
so
to
give
the
reader
a
good

idea
of
the
basic
plans
for
the
conference.


Bids
for
both
the
national
and
regional
conferences
should
include
the
following
information
about

your
conference:

□ Conference
Theme
–
name,
why
was
it
chosen,
what
does
it
represent,
how
does
it
relate
to

NACURH/Region?

□ Conference
Date
–
specific
dates,
why
was
date
chosen,
is
there
flexibility
with
the
date?

□ Conference
Logo
–
include
conference
logo,
describe
what
the
logo
symbolizes.

□ Bidding
Timeline
–
what
has
been
the
bidding
timeline
that
your
team
has
used?

□ Conference
Timeline
–
should
you
receive
the
bid,
what
will
be
your
conference
timeline?
The

following
should
be
listed:

o When
will
you
begin
conference
staff
meetings?

o When
will
your
conference
website
be
up
and
running?

o When
will
you
be
sending
out
marketing
materials
about
your
conference?

o Which
dates
will
your
conference
site
visit
and/or
Semi‐Annual
Conference
occur?

o What
are
the
dates
for
Pre‐conference
(specific
to
the
national
conference)?

o When
can
RBD/NBD
begin
arriving
to
the
conference?

o When
will
you
send
out
conference
newsletters?

o How
frequently
will
you
respond
to
e‐mails
and
phone
calls?

o When
will
you
finalize
the
cost
for
your
conference?

o When
will
registration
be
available?

o When
will
registration
be
due
(for
both
quarter
and
semester
schools)?

o When
will
late
registration
be
due?

o Which
date
will
program
submissions
be
available?

o When
will
program
submissions
be
due?

o What
are
the
dates
of
your
conference?


o When
will
you
complete
your
Wrap
Up
Report?

□ Conference
Schedule
–
a
schedule
for
each
day
of
the
conference
should
be
provided.
The
schedule

should
include
the
start
and
end
times
of
all
events
as
well
as
the
location
for
events.
It
is

recommended
that
you
look
at
previous
conference
hosts
for
a
good
example
of
a
conference

schedule.
Please
see
the
table
below
for
an
example
of
how
to
create
your
conference
schedule:


Tuesday,
May
4,
2010

Time

Event

Location

6:00pm‐7:00pm

Dinner

Food
Court

8:30pm
–
10:00pm

Opening
Ceremonies

Madison
Square
Garden

10:00pm‐12:00am

NCC
Business
Meeting

Room
123
–
Santorini
Building



□ Conference
Lingo
–
provide
the
terminology
that
you
will
be
using
throughout
the
conference.
This

lingo
is
often
times
associated
with
the
theme
of
the
conference
and
is
used
to
describe
people,

locations
and
events
occurring
at
the
conference.
You
may
not
have
a
conference
lingo
to
provide,
it

is
optional.




10


Information
about
your
Conference
Staff
is
often
one
of
the
most
important
pieces
of
your
bid.
The

individuals
responsible
for
selecting
the
conference
host
look
to
see
that
you
have
enough
staff
members

to
manage
the
many
aspects
of
the
conference.
It
is
important
that
you
choose
involved
and
dedicated

individuals
that
will
have
the
time
to
dedicate
to
the
planning
and
development
of
the
conference.


You
should
include
the
following
information
about
each
of
your
Conference
Staff
members:

□ A
Picture

□ Their
Name

□ Their
Position/Responsibility

□ Their
Major

□ Maybe
A
Fun
Fact.
In
some
cases,
a
small
description
of
their
involvement
has
been
included.


You
should
address
the
following
information
about
your
Conference
Staff:

□ How
many
staff
members
do
you
plan
to
have
for
the
entire
conference?

□ How
will
you
use
these
staff
during
the
conference?
How
will
you
address
their
wellness?

□ How
will
you
train
your
staff?
What
topics
will
be
covered?
Can
you
provide
a
schedule?

□ How
will
you
hold
your
staff
accountable
in
all
areas
(as
a
student
and
staff)?
Will
they
sign

contracts?
If
so,
provide
a
copy.

□ What
will
be
the
plan
to
fill
the
positions
that
become
vacant
throughout
the
year?

□ How
will
your
staff
be
identified
at
the
conference?

□ How
will
you
recognize
your
staff?


The
following
are
examples
of
typical
positions
on
Conference
Staffs:

□ National
Conference

o Conference
Chair(s)

o NBD
Liaison

o Chair
‐
Apparel

o Chair
–
Dining
&
Banquet

o Chair
–
Entertainment

o Chair
–
Facilities

o Chair
–
Hospitality

o Chair
–
Housing

o Chair
–
Mass
Gatherings

o Chair
–
Philanthropy

o Chair
–
Programming

o Chair
–
Public
Relations
&
Outreach

o Chair
–
Registration

o Chair
–
Security
&
Safety

o Chair
–
Spirit
&
Awards

o Chair
–
Sponsorship

o Chair
–
Technology

o Chair
–
Transportation

o Chair
–
Volunteers

o Chair
–
Wrap
Up
Report

o Advisor
–
Conference

11

o Other
Advisors:
the
conference
should
have
at
least
1
main
Conference
Advisor.
It
is

recommended
that
other
Advisors
exist
to
advise
the
Chairs.
Some
institutions
have
had
one

Advisor
per
Chair.
The
structure
will
be
left
to
you
to
determine
based
on
your
needs.

*Note
–
some
schools
have
had
several
Co‐Chairs
and
that
structure
is
often
helpful.

Additionally,
some
Chairs
have
managed
more
than
one
area.
While
this
is
not
the
most
ideal

structure,
it
can
be
done.


*The
structure
of
your
staff
is
at
your
discretion
based
on
your
needs.


*
Please
consult
the
NACURH
Policy
Book
–
Conference
Section
for
specific
information
about

staffing

□ Regional
Conference

o Conference
Chair(s)

o Chair
‐
Apparel

o Chair
–
Dining
&
Banquet

o Chair
–
Entertainment

o Chair
–
Facilities

o Chair
–
Hospitality

o Chair
–
Housing

o Chair
–
Philanthropy

o Chair
–
Programming

o Chair
–
Public
Relations
&
Outreach

o Chair
–
Registration

o Chair
–
Security
&
Safety

o Chair
–
Spirit
&
Awards

o Chair
–
Sponsorship

o Chair
–
Technology

o Chair
–
Transportation

o Chair
–
Volunteers

o Chair
–
Wrap
Up
Report

o Advisor
–
Conference

o Other
Advisors:
the
conference
should
have
at
least
1
main
Conference
Advisor.
It
is

recommended
that
other
Advisors
exist
to
advise
the
Chairs,
but
not
necessary.
Most

regional
conferences
have
anywhere
from
1‐5
advisors.

*Note
–
some
schools
have
had
several
Co‐Chairs
and
that
structure
is
often
helpful.

Additionally,
some
Chairs
have
managed
more
than
one
area.
While
this
is
not
the
most
ideal

structure,
it
can
be
done.


*The
structure
of
your
staff
is
at
your
discretion
based
on
your
needs.


*
Please
consult
your
Regional
Policy
Book
–
Conference
Section
for
specific
information
about

staffing.


Picture:
Rensselaer
Polytechnic
Institute
–
NEACURH
2009



12


Registration
is
often
times
one
of
the
most
complex
parts
of
the
conference.
It
is
recommended
that
you

have
a
Chair
that
is
VERY
detail
oriented
and
organized.


The
following
information
about
Registration
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ Registration
Timeline
–
specific
dates
related
to
registration
should
be
included
in
your
bid.
The

following
are
examples
of
items
to
include:

o When
will
the
marketing
for
your
conference
begin?

o When
will
you
be
sending
out
reminders
and
conference
teasers?

o What
are
the
dates
for
the
Semi‐Annual
Conference?*

o When
will
registration
begin
for
the
Semi‐Annual
Conference?*

o When
is
registration
due
for
the
Semi‐Annual
Conference?*

o When
is
payment
due
for
the
Semi‐Annual
Conference?*

o When
is
transportation
information
for
the
Semi‐Annual
Conference
due?*


o When
will
confirmation
e‐mails
for
the
Semi‐Annual
Conference
sent?*

o What
are
the
dates
for
the
Pre‐Conference?*

o When
will
registration
begin
for
the
Pre‐Conference?*

o When
is
registration
due
for
the
Pre‐Conference?*

o When
is
payment
due
for
Pre‐Conference?*

o When
is
transportation
information
for
the
Pre‐Conference
due?*

o When
will
confirmation
e‐mails
for
the
Pre‐Conference
sent?*

o When
will
registration
begin
for
semester
schools?

o When
will
registration
begin
for
quarter
schools?

o When
is
registration
due
for
semester
schools?

o When
is
registration
due
for
quarter
schools?

o What
date
is
late
registration
due?

o When
is
transportation
information
due?

o When
will
confirmation
e‐mails
be
sent?

o Who
will
confirmation
e‐mail
be
sent
to?
(Usually
NCC
and
Advisors)

o What
is
the
cut
off
date
to
add/drop
delegates?

o When
will
invoices
be
sent
out?

o When
will
payments
be
due?

□ Conference
Registration
Process
–
describe
in
detail
how
the
registration
process
will
take
place:

o How
will
registration
for
Semi‐Annuals
work?*

o How
will
registration
for
Pre‐Conference
work?*

o How
will
registration
for
the
conference
work?

o What
system
will
you
be
using
for
registration?
Online?
Paper?

o How
will
schools
register?

o Who
will
register
for
schools
(NCC,
each
individual)?

o What
information
will
you
collect
in
the
registration
process?
The
following
is
recommended:

 School
–
School
name;
region;
NCC
Contact
Information;
Advisor
Contact
Information;

Campus
Mailing
Address;
Are
they
registered
with
NACURH;
Are
they
a
small
or
large

school
(according
to
NACURH);
Will
they
be
bringing
a
banner?;
Will
they
be
bringing
a

display?;
Are
they
bidding
to
host
a
conference
or
a
national
office?;
Total
Delegates;

Total
Advisors;
Arrival
Date;
Departure
Date.

 Delegate/Advisor
–
First
and
Last
Name;
Name
as
it
will
appear
on
Nametag;
Gender;

Birthday;
E‐mail
Address;
Delegate
Status
(NCC,
NRHH,
President,
First
Time
Delegate,

13



Advisor,
RBD,
NBD,
Special
Guest,
Bid
Team);
T‐Shirt
Size;
Dietary
Needs;
Emergency

Information
(contact
name
and
relationship,
phone
number,
insurance
provider
and

policy
number,
insurance
provider
phone
number);
Special
Medical
Information

(allergies,
specific
medical
conditions,
etc);
Other
special
needs.




o How
will
you
collect
Liability
and
Alcohol
&
Drug
Waiver
Forms?

o Are
you
able
to
provide
an
example
of
how
schools
will
register
for
the
conference
in
your

bid?
i.e.
sample
forms,
sample
website,
screen
shots?

o What
is
your
conference
cap?
How
many
per
school?

o How
will
you
choose
alternates?
How
will
you
handle
cancellations?

o 
How
will
you
be
accepting
payments?
Credit
Cards,
Checks,
Cash?


o Can
payments
be
accepted
on‐line?
If
so,
provide
information.

o Will
you
be
sending
a
confirmation
e‐mail
when
registration
is
complete?
If
so,
when
and
what

information
will
be
included?

Conference
Check‐In
Process
–
describe
in
detail
your
plan
for
the
Check‐In
Process

o What
are
times
for
Check‐In?

o Who
will
check‐in
for
the
school?

o What
information
will
be
given
to
schools?

o How
will
the
room
be
set
up?

o What
tables/stations
will
be
included
and
what
information
will
be
conducted
at
each
of
those

tables/stations?

o A
picture
of
the
room
being
used
for
Check‐In
is
recommended.

Conference
Check‐Out
Process
–
describe
in
detail
your
plan
for
the
Check‐Out
Process

o What
are
times
for
Check‐Out?

o Who
will
check‐out
for
the
school?

o What
will
schools
need
to
do
for
check‐out?

o Where
will
check‐out
occur?

o What
tables/stations
will
be
included
and
what
information
will
be
conducted
at
each
of
those

tables/stations?

o A
picture
of
the
room
being
used
for
Check‐Out
is
recommended.

Sample
Website
–
Do
you
have
an
example
of
what
your
website
will
look
like
for
registration?
If
so,

it
is
recommended
to
share
screen
shots
in
your
bid
and/or
during
your
presentation.

Sample
Forms
–
It
is
recommended
that
you
provide
sample
forms
for
registration
in
your
bid

and/or
during
your
presentation.


Picture:
Western
Washington
University
–
PACURH
2009



14


Below
is
a
sample
of
what
your
registration
forms
should
include:


Sc hool R egi s tr ati on F or m
You
should
update
this
form
based
on
the
needs
of
your
conference.
Additional
questions
may
be
added.


Basic
Information

School
Name:
___________________________________________________________________________________________________________


Region:
__________________________________________________________________________________________________________________


Total
#
of
Delegates
(including
advisors):
_________________________________________________________________________


Arrival
Information:






Plane



Train



Bus




Car/Van

Flight/Bus/Train
Info
(Carrier/Arrival
Time):
_______________________________________________________________________


Departure
Information:

 




Plane



Train



Bus




Car/Van

Flight/Bus/Train
Info
(Carrier/Departure
Time):
___________________________________________________________________


Will
you
need
a
parking
permit?





Yes




No
 


Contact
Information

NCC
Name:
______________________________________________________________________________________________________________

NCC
Phone:
_____________________________________________________________________________________________________________

NCC
E­Mail
Address:
___________________________________________________________________________________________________


Advisor
Name:
_________________________________________________________________________________________________________

Advisor
Phone:
_________________________________________________________________________________________________________

Advisor
E­Mail
Address:
______________________________________________________________________________________________


Campus
Mailing
Information

Street:

____________________________________________________________________________________________________________



____________________________________________________________________________________________________________















____________________________________________________________________________________________________________



____________________________________________________________________________________________________________

City:
 

____________________________________________________________________________________________________________

State:
 

____________________________________________________________________________________________________________

Zip:
 

____________________________________________________________________________________________________________


Please
Check
All
That
Apply

□ Is
your
school
officially
registered
with
NACURH?

□ Is
your
school
considered
a
small
school
(1‐999
residents)
per
NACURH
standards?

□ Is
your
school
considered
a
large
school
(1000+
residents)
per
NACURH
standards?

□ Is
your
school
bringing
a
banner?

□ Is
your
school
bringing
a
display?

□ Is
your
school
bidding
to
host
a
conference


□ Is
your
school
bidding
to
host
a
national
office?
15

Delegate R egi s tr ati on F or m
You
should
update
this
form
based
on
the
needs
of
your
conference.
Additional
questions
may
be
added.

Basic
Information

School
Name:
___________________________________________________________________________________________________________

Region:
__________________________________________________________________________________________________________________


Delegate
Information

Full
Name
(First
and
Last):
___________________________________________________________________________________________

Name
(as
it
will
appear
on
nametag):
______________________________________________________________________________

Email
Address:
_________________________________________________________________________________________________________

Gender
(please
check
which
applies):





Male




Female




Transgender




Other:
________________________________________________________

Please
check
all
that
apply:



Conference
Bid
Team







Delegate
 





First
Time
Delegate



National
Board
of
Directors
(NBD)




National
Office
Bid
Team




NCC





NCC
In
Training
 






NRHH
Member
 




NRHH
President



NRHH
Representative
 





Regional
Board
of
Directors
(RBD)






RHA
President







Special
Guest

T­Shirt
Size:



Small






Medium






Large






X‐Large






XX‐Large






XXX‐Large






______
‐
Large


Dietary
Needs:




Dairy
Free






Gluten
Free





Halal






Kosher






Vegan






Vegetarian








Food
Allergies
–
Please
specify:


____________________________________________________________________________________________________________________


____________________________________________________________________________________________________________________



Other
–
Please
specify:


____________________________________________________________________________________________________________________


____________________________________________________________________________________________________________________

Arrival
Date/Time:
____________________________________________________________________________________________________

Departure
Date/Time:
________________________________________________________________________________________________

Special
Needs
–
do
you
have
any
special
needs
that
will
require
special
assistance
during
the
conference

(i.e.,
accessibility,
housing,
disability,
etc)?
If
this
changes
before
you
arrive,
please
notify
the
conference

staff.
 

Yes






No



If
yes,
please
specify:

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________

Medical
Needs
–
do
you
have
any
special
medical
needs
that
the
conference
staff
should
be
aware
of
in
case

you
will
need
assistance
during
the
conference?

 If
this
changes
before
you
arrive,
please
notify
the

conference
staff.



Yes






No



If
yes,
please
specify:

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________


Emergency
Contact
Information


Name:
____________________________________________________________________________________________________________________

Relationship:
___________________________________________________________________________________________________________

Phone
Number(s):
_____________________________________________________________________________________________________


Insurance
Information


Provider:
________________________________________________________________________________________________________________

Policy
Number:
_________________________________________________________________________________________________________

Provider
Phone
Number:
_____________________________________________________________________________________________

16

Advi s or R egi s tr ati on F or m
You
should
update
this
form
based
on
the
needs
of
your
conference.
Additional
questions
may
be
added.


Basic
Information

School
Name:
___________________________________________________________________________________________________________

Region:
__________________________________________________________________________________________________________________


Advisor
Information

Full
Name
(First
and
Last):
___________________________________________________________________________________________

Name
(as
it
will
appear
on
nametag):
______________________________________________________________________________

Email
Address:
_________________________________________________________________________________________________________

Gender
(please
check
which
applies):





Male




Female




Transgender




Other:
________________________________________________________

Please
check
all
that
apply:



Conference
Bid
Team






First
Time
Advisor



National
Board
of
Directors
(NBD)



National
Office
Bid
Team





NRHH
Advisor




NRHH
Member
 





Regional
Board
of
Directors
(RBD)



RHA
Advisor




Special
Guest

Housing
Option
(this
is
a
preference
and
may
not
be
able
to
be
guaranteed):



Single
Room






Double

T­Shirt
Size:



Small






Medium






Large






X‐Large






XX‐Large






XXX‐Large






______
‐
Large


Dietary
Needs:




Dairy
Free






Gluten
Free





Halal






Kosher






Vegan






Vegetarian








Food
Allergies
–
Please
specify:


____________________________________________________________________________________________________________________


____________________________________________________________________________________________________________________



Other
–
Please
specify:


____________________________________________________________________________________________________________________


____________________________________________________________________________________________________________________

Arrival
Date/Time:
____________________________________________________________________________________________________

Departure
Date/Time:
________________________________________________________________________________________________

Special
Needs
–
do
you
have
any
special
needs
that
will
require
special
assistance
during
the
conference

(i.e.,
accessibility,
housing,
disability,
etc)?

If
this
changes
before
you
arrive,
please
notify
the
conference

staff.
 




Yes






No



If
yes,
please
specify:

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________

Medical
Needs
–
do
you
have
any
special
medical
needs
that
the
conference
staff
should
be
aware
of
in
case

you
will
need
assistance
during
the
conference?

 If
this
changes
before
you
arrive,
please
notify
the

conference
staff.



Yes






No



If
yes,
please
specify:

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________


Emergency
Contact
Information


Name:
____________________________________________________________________________________________________________________

Relationship:
___________________________________________________________________________________________________________

Phone
Number(s):
_____________________________________________________________________________________________________


Insurance
Information


Provider:
________________________________________________________________________________________________________________

Policy
Number:
_________________________________________________________________________________________________________

Provider
Phone
Number:
_____________________________________________________________________________________________

17

Delegate Di s c lai mer F or m


I,
__________(Name)
in
consideration
of
the
National
Association
of
College
and
University
Residence
Halls,

Inc.
(NACURH)
and
the
__________(National
Conference
Host
School)
allowing
me
to
participate
in
the

NACURH
_____(Year)
Conference
hereby
agree
to
the
following:
I
release
NACURH,
Inc.
and

__________(National
Conference
Host
School),
their
officers,
agents,
and
employees
from
all
liability
for

damage
and
injuries
which
I
may
sustain
as
a
result
of
my
attendance
at
and
travel
to
and
from
the
NACURH

Conference.
I
agree
to
protect,
hold
harmless,
and
indemnify
__________(National
Conference
Host
School)
and

their
officers,
agents,
and
employees
against
all
claims,
suits,
liabilities,
of
demands
for
injuries
to
any

person
and/or
property
growing
out
of
my
participation
in
the
NACURH
______(year)
Conference.
I

specifically
assume
all
risks
associated
with
participation
in
the
events
of
the
conference
and
all
else
related

to
the
conference,
as
well
as
travel
to
and
from
all
conference
activities,
and
the
risk
of
damage
or
injury

from
any
cause,
action,
omission
or
occurrence
caused
by
___________
(National
Conference
Host
School)
or

NACURH,
Inc.,
their
officers
and
agents,
including
acts
of
omission
constituting
negligence.


Delegate
Signature:
______________________________________________________________
 Date:
____________________________


Witness
Signature:
_______________________________________________________________
 Date:
____________________________


Alc ohol & Dr ug Ab us e Poli c y F or m


Alcohol
and
illicit
drugs
are
nationally
recognized
as
substances
that
may
have
a
negative
effect
on
the
lives

of
college
students.
As
a
leadership
organization
that
works
largely
with
college
students
under
the
legal

drinking
age,
it
is
recognized
that
alcohol
is
not
needed
for
a
good
time
or
to
promote
positive
growth.
Illicit

drugs
can
be
lethal.
All
NACURH
conferences,
retreats,
and
meetings
will
be
designated
“alcohol
and
drug

free.”
The
method
of
enforcement
will
be
at
the
discretion
of
the
Conference
Staff,
in
consultation
with
the

CRC,
National
Advisor,
the
National
Chair,
the
Regional
Advisor,
and
Regional
Director
from
the
region
the

student
represents.


I,
______________________________________________
(Name)
have
read
and
understood
the
aforementioned
NACURH,

Inc.
policy
on
the
use
of
alcohol
and
other
illicit
drugs
and/or
substances,
and
furthermore
agree
to
adhere

to
these
policies
during
my
participation
at
the
NACURH
______________________________
conference.
I
am
fully

aware
that
failure
to
adhere
to
these
policies
may
result
in
my
removal
from
the
conference
and
disciplinary

action
by
my
college
or
university
and/or
removal
from
the
conference.
I
further
understand
that
my

removal
from
the
conference
will
result
in
a
loss
of
all
conference
privileges
and
that
my
delegate

registration
fee
will
be
forfeited
entirely.


Delegate
Signature:
______________________________________________________________
 Date:
____________________________


Witness
Signature:
_______________________________________________________________
 Date:
____________________________







18

Housing
can
sometimes
come
with
many
logistics
as
it
deals
with
each
individual’s
comfort.
It
is

recommended
that
you
have
a
Chair
that
is
detail
oriented,
organized
and
has
good
customer
service.


The
following
information
about
Housing
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ Where
will
delegates
stay?
In
the
residence
halls?
In
hotels?

□ Where
will
delegates
stay
for
Semi‐Annuals?*

□ Where
will
delegates
stay
for
Pre‐Conference?*

□ If
residence
halls,
provide
the
following
information:

o Name
of
each
residence
hall
being
used.

o Picture
of
each
residence
hall
being
used.

o Description
of
each
residence
hall
being
used.

o Amenities
of
each
residence
hall
being
used.

o How
will
delegates
and
advisors
be
housed
(singles,
doubles,
triples,
quads)?

o Will
there
be
private/common
bathrooms?
Describe.

o Distance
from
each
residence
hall
to
campus.

o ADA
Accessibility
of
each
residence
hall.

o Linen
Information

o Special
Features

□ If
hotel,
provide
the
following
information:

o Name,
description
and
rational
(why
hotel)
of
hotel
being
used.
Provide
picture
and
website.

o Doe
the
hotel
understand
your
conference?
What
are
the
policies?
Can
you
bring
in
food,
etc?

o How
many
rooms
have
been
blocked
off?
What
type
of
rooms?

o Will
delegates/schools
need
to
make
their
own
hotel
arrangements?

o Amenities/special
features
of
hotel
being
used.

o How
will
delegates
and
advisors
be
housed
(singles,
doubles,
triples,
quads)?
Cots
provided?

o How
many
keys
per
room
will
be
provided?
Cost
for
missing
keys/replacement?

o How
will
check‐in
and
check‐out
work?

o Distance
from
hotel
to
campus.
Will
transportation
be
provided
to
and
from
hotel?
If
so,
what

will
be
the
transportation
schedule?
How
many
delegates
can
be
transported
at
once?

o Are
there
additional
costs
for
parking?


o Safety
of
hotel?

o ADA
Accessibility
of
hotel/rooms.

o How
will
billing
work?
Deposit
required?
Who
signs
the
contract?
Can
phone,
room
service

and
movie
channels
be
blocked
so
that
charges
do
not
apply?


Picture:
University
of
Kentucky
–
SAACURH
2009



19


Transportation
is
critical
as
it
deals
with
getting
people
to,
from
and
in‐between
your
conference.
As
this

area
may
have
logistics
related
to
liability,
it
is
recommended
that
you
consult
with
your
Advisor
to
finalize

details.


The
following
information
about
Transportation
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ When
will
final
transportation
information
be
needed?
Provide
date.

□ What
is
the
plan
for
transporting
delegates
to,
from
and
in
between
your
conference?


□ What
is
the
plan
for
transporting
delegates
to,
from
and
in
between
Semi‐Annuals,
Pre‐Conference?*

□ What,
where,
how
far
away
is
the
nearest
airport
(provide
mileage
and
time
distance)?

□ Provide
information
about
the
airport(s)
including
the
carriers
and
flight
frequency.

□ What,
where,
how
far
away
is
the
nearest
train
station
(provide
mileage
and
time
distance)?

□ Provide
information
about
the
train
station
including
the
carriers
and
train
frequency.

□ What,
where,
how
far
away
is
the
nearest
bus
station
(provide
mileage
and
time
distance)?

□ Provide
information
about
the
bus
station
including
the
carriers
and
bus
frequency.

□ Will
schools
be
able
to
drive
to
campus?

□ Will
schools
be
able
to
park
on
campus?
If
so,
will
they
need
to
buy
a
permit?
Will
they
purchase
the

permit
on
their
own
or
with
the
conference
staff?
Is
there
a
separate
cost
for
the
permit?

□ Will
your
conference
staff
be
providing
transportation
from
arrival
destination
to
campus?
If
not

what
options
do
schools
have?

□ Will
your
conference
staff
be
providing
transportation
from
campus
to
departure
destination?
If
not,

what
options
do
schools
have?

□ Will
there
be
check‐in
stations/conference
staff
at
the
airport/other
stations?

□ How
will
delegates
find
the
conference
staff
when
they
arrive?

□ Where
will
you
NOT
be
picking
up/dropping
off
delegates?

□ Provide
sample
airline
rates,
train
rates
and
bus
rates.

□ Is
there
an
additional
cost
to
schools
for
shuttles?
If
so,
what
is
the
cost
per
delegate/school?

□ Will
there
be
transportation
from
hotel/residence
hall
to
campus?
If
so,
how
frequently?
How
many

delegates
can
fit
in
a
van/bus?

□ What
is
the
plan
for
disabled
transportation?

□ Who
on
your
conference
staff
is
able
to
drive?
Any
special
licenses
needed?
Insurance
needed?

□ What
will
be
your
transportation
schedule
on
arrival
day?

□ What
will
be
your
transportation
schedule
on
departure
day?


Picture:
University
of
North
Texas
–
SWACURH
2009



20


Dining
and
Banquet
often
makes/breaks
your
conference
as
delegates
remember
the
food.
It
is
important
to

have
someone
who
is
detail
oriented
and
is
able
to
work
closely
with
dining
services
on
specifics.


The
following
information
about
Dining
and
Banquet
should
be
provided
in
your
bid
(specific

national
items
designated
by
“*”
at
the
end):

□ Dining
(this
information
covers
both
regional
and
national
bids):

o When
will
food
officially
be
provided?

o When
will
food
officially
end?

o How
will
delegates
eat
(i.e.
using
their
name
tag,
card,
etc)?

o What
are
the
meal
hours?

o What
will
be
the
menu
items
for
breakfast?

o Where
will
delegates
eat
breakfast?
Information
about
site?
Process
of
eating
meals?

o What
will
be
the
menu
items
for
lunch?

o Where
will
delegates
eat
lunch?
Information
about
site?
Process
of
eating
meals?

o What
will
be
the
menu
items
for
dinner?

o Where
will
delegates
eat
dinner?
Information
about
site?
Process
of
eating
meals?

o How
many
people
can
each
of
the
locations
accommodate?

o Are
each
of
the
locations
ADA
accessible?

o Will
there
be
a
rotation
of
meal
service
depending
on
the
number
of
delegates?
If
so,
provide

the
process
of
the
rotation.

o What
is
the
attire
for
each
meal?

o How
will
you
manage
any
special
meal
requests
and
how
will
you
guarantee
that
the
requests

are
met?

o Will
there
be
any
decorations
at
the
meals?

o How
will
candidates
be
transported
to
the
meal
sites
(if
needed)?

o What
will
be
the
meal
options
for
Semi‐Annuals?
Location?
Menu?
Hours?*

o What
will
be
the
meal
options
for
Pre‐Conference?
Location?
Menu?
Hours?*


□ Banquet

o Where
will
the
banquet
take
place?

o How
will
the
process
of
meals
work?

o How
will
delegates
eat
(i.e.
using
their
name
tag,
card,
etc)?

o What
does
the
location
look
like
(include
pictures)?

o How
many
people
can
the
location
accommodate?

o When
will
the
banquet
occur?

o What
will
be
the
menu
items
for
the
banquet?

o What
is
the
theme
for
the
banquet?

o What
is
the
attire
for
the
banquet?

o How
will
you
manage
any
special
meal
requests
and
how
will
you
guarantee
that
the
requests

are
met?

o Will
there
be
any
decorations
at
the
banquet?

o How
will
delegates
be
transported
to
the
banquet
site
(if
needed)?

o Is
the
location
of
the
banquet
ADA
accessible?





21


Programming
is
the
most
important
aspect
of
any
conference.
It
is
what
delegates
are
attending
the

conference
for.
It
is
important
to
have
someone
who
is
detail
oriented
and
organized.



The
following
information
about
Programming
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ What
is
the
programming
timeline?

□ What
is
your
programming
philosophy?


□ Are
there
any
unique/special
features
for
your
conference
regarding
programming?

□ What
are
your
programming
tracks?
How
many?

□ What
are
the
plans
for
the
NRHH
Track?

□ What
are
the
plans
for
the
President
Track
(if
applicable)?

□ What
are
the
plans
for
the
NCC
Track
(if
applicable)?

□ What
are
the
plans
for
Advisor/Advisor
Recognition
and
Training
(ART)
Track?

□ What
is
the
plan
for
NACURH
U?*

□ What
rooms
will
you
be
using?
How
many?
Provide
pictures.
Have
they
been
reserved?
Cost?

□ What
are
the
technological
capabilities
of
your
programming
spaces?
Cost
associated?

□ How
can
the
rooms
be
set
up?
Lecture?
Moveable?

□ Are
the
programming
spaces
ADA
accessible?

□ How
will
recruitment
for
programs
work?
What
is
the
plan?
What
are
the
dates
associated
with

recruitment?

□ How
will
you
solicit
programs
from
your
own
campus?

□ How
will
you
collect
program
proposals?

□ What
information
will
you
collect
in
your
program
proposals?

□ How
will
you
choose
your
programs?

□ What
will
your
forms
look
like?
You
should
provide
an
example
of
the
forms
in
your
bid.

□ How/when
will
you
notify
presenters?

□ How
will
the
programs
be
evaluated?
You
should
provide
an
example
of
your
evaluation
form.

□ How
many
Top
Programs
will
you
award
(10,
15,
25,
40,
etc)?

□ How
will
you
recognize
your
Top
Programs
(i.e.
what
will
you
be
using
for
awards)?

□ Are
there
copying
facilities
located
near
by
for
the
use
of
presenters?

□ Will
you
ask
the
presenters
to
submit
materials
from
their
programs?
If
so,
will
you
make
it
available

to
delegates?
If
so,
how?


Picture:
The
American
University
–
CAACURH
No­Frills
2010



22

Pr ogr am R egi s tr ati on F or m
You
should
update
this
form
based
on
the
needs
of
your
conference.
Additional
questions
may
be
added.


Basic
Information

School
Name:
___________________________________________________________________________________________________________

Region:
__________________________________________________________________________________________________________________


Primary
Presenter
Information

Full
Name
(First
and
Last):
___________________________________________________________________________________________

Phone:
___________________________________________________________________________________________________________________

Email
Address:
_________________________________________________________________________________________________________


Secondary
Presenter
Information

Full
Name
(First
and
Last):
___________________________________________________________________________________________

Phone:
___________________________________________________________________________________________________________________

Email
Address:
_________________________________________________________________________________________________________


Additional
Presenter
Information

Full
Name
(First
and
Last):
___________________________________________________________________________________________

Phone:
___________________________________________________________________________________________________________________

Email
Address:
_________________________________________________________________________________________________________


Program
Information

Program
Title:
_________________________________________________________________________________________________________

Was
this
program
presented
at
any
other
conferences?



Yes





No
 

If
so,
please
specify:
___________________________________________________________________________________________________


Program
Track
(please
check
which
applies):





List
Program
Track
1



List
Program
Track
2



List
Program
Track
3



List
Program
Track
4




List
Program
Track
5



List
Program
Track
6



List
Program
Track
7



List
Program
Track
8



Technical
Needs
(please
check
all
that
apply):





Chalkboard




Computer
 




DVD





Flipchart




Internet
 




LCD
Projector




TV
 





VCR




Whiteboard




Other:
_________________________________________________________________________________


Room
Set
Up
Preference
(please
check
your
preference):





Classroom
Set
Up




Lecture





Moveable
 




Outside




Roundtables




Other:
_________________________________________________________________________________


Program
Abstract
(please
attach
a
separate
document,
with
the
following
information):




Abstract
–
Please
include
a
brief
description
of
your
program
and
what
will
be
discussed.
This
description
will

be
included
in
the
programming
booklet
should
your
proposal
be
accepted/
Please
limit
to
100
words
or
less.

Program
Objective
–
List
your
goals
and
projected
outcome
describing
what
you
hope
to
accomplish
in
your

program.
Please
limit
to
400
words
or
less.

Outline
–
Please
provide
a
detailed
outline
of
your
presentation.
The
outline
should
include
major
talking

points,
method
of
delivery,
and
give
the
program
reviewers
a
clear
sense
of
what
your
program
will
entail.


23

Pr ogr am Evaluati on F or m
You
should
update
this
form
based
on
the
needs
of
your
conference.
Additional
questions
may
be
added.


Program
Information

Program
Title:
_________________________________________________________________________________________________________


Program
Presenter(s):
________________________________________________________________________________________________



Session
#:





Program
Session
1



Program
Session
2



Program
Session
3



Program
Session
4





Program
Session
5



Program
Session
6



Program
Session
7



Program
Session
8



Program
Ratings
–
Please
evaluate
the
program
based
on
the
following
statements
using
a
1­10
scale

where
1=unsatisfactory/disagree
and
10=excellent/agree:



1.
I
felt
this
program
was
engaging.






1












2












3












4













5













6













7












8













9













10



2.
I
felt
this
program
was
well
organized
and
well
presented.





1












2












3












4













5













6













7












8













9













10


3.
I
felt
the
presenters
communicated
the
information
in
the
program
well.





1












2












3












4













5













6













7












8













9













10


4.
The
program
was
consistent
with
the
abstract
description.





1












2












3












4













5













6













7












8













9













10


5.
I
learned
something
unique
and
different
from
this
program.





1












2












3












4













5













6













7












8













9













10


6.
I
would
recommend
this
program
to
someone
else.





1












2












3












4













5













6













7












8













9













10


7.
This
program
can
easily
be
re‐presented
on
my
campus.





1












2












3












4













5













6













7












8













9













10


8.
This
program
should
be
considered
as
a
Top
10/15/25/40
Program.





1












2












3












4













5













6













7












8













9













10


Comments
(please
provide
comments
about
the
program):


____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________


24


Mass
Gatherings
is
the
term
used
at
the
national
conference
to
describe
large
meeting
events/venues.
Items

include:
Keynote
Speaker,
Opening
Ceremonies,
Closing
Ceremonies,
Roll
Call,
Socials,
Corporate/

NCC/NRHH
Business,
Regional
Breakouts.
On
a
regional
level,
some
of
these
items
may
fall
under
another

chair’s
responsibilities
like
Entertainment
or
Spirit.
It
is
helpful
for
the
Chair
of
Mass
Gatherings
to
be

someone
that
has
an
event
planning
background
or
would
be
interested
in
this
area.
Additionally,
the

person
should
have
good
attention
to
detail.
This
area
can
be
split
into
two
different
sections
for
two
Chairs.


The
following
information
about
Mass
Gatherings
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ What
location
will
you
be
using
for
Opening
Ceremonies?
Amenities
of
location?
Provide
pictures.

□ What
location
will
you
be
using
for
each
Socials?
Amenities
of
location?
Provide
pictures.

□ What
location
will
you
be
using
for
Roll
Call?
Amenities
of
location?
Provide
pictures.

□ What
location
will
you
be
using
for
Roll
Call
practice?
Amenities
of
location?
Provide
pictures.*

□ What
location
will
you
be
using
for
Corporate/NCC
Business
Meeting?
Amenities
of
location?

Provide
pictures.

□ What
location
will
you
be
using
for
NRHH
Business
Meeting?
Amenities
of
location?
Provide

pictures.

□ What
location
will
you
be
using
for
Regional
Breakout
Rooms?
Amenities
of
locations?
Provide

pictures.*

□ What
location
will
you
be
using
for
Closing
Ceremonies?
Amenities
of
location?
Provide
pictures.

□ Are
all
the
above
locations
ADA
accessible?

□ What
are
the
technological
capabilities
of
the
above
venues?

□ How
will
you
handle/organize
the
flow
of
people
in
and
out
of
the
above
venues?

□ Will
you
be
decorating
the
above
venues?

□ When
will
Opening
Ceremonies
be?
How
will
it
work?

□ Which
Socials
will
you
have
and
when
will
each
of
them
be?
What
types
of
food
will
you
be

providing
at
the
Socials?

□ When
will
Roll
Call
be?
How
will
it
work?

□ When
will
Roll
Call
Practice
be?
How
will
it
work?*

□ When
will
Closing
Ceremonies
be?
How
will
it
work?

□ Who
will
be
your
Keynote
Speaker?
Why
was
this
person
chosen?
Has
the
contract
been
signed?

Include
a
picture
and
biography.

□ Will
there
be
any
other
speakers?
If
so,
indicate
where
and
why
they
will
be
speaking;
and
what
they

will
be
speaking
about.
Has
the
contract
been
signed?
Include
pictures
and
biographies.



Picture:
The
University
of
Wisconsin­Green
Bay
–
GLACURH
No­Frills
2010

25


Entertainment
is
one
of
the
things
that
your
delegates
will
remember
the
most.
However,
it
is
imperative
to

balance
the
type
and
cost
of
entertainment,
given
the
attendance,
the
venue
and
the
outcomes
that
you
want

from
it.
The
Chair
of
Entertainment
should
be
someone
that
is
very
social
and
has
an
event
planning

background
or
would
be
interested
in
this
area.


The
following
information
about
Entertainment
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ What
is
your
entertainment
plans
for
each
day?

□ When
will
each
of
the
entertainment
items
be?

□ Why
did
you
choose
the
above
entertainment
items?

□ What
venues
will
you
be
using
for
each
of
your
entertainment
items?

□ Why
will
you
be
using
the
above
venues?

□ What
are
the
amenities
of
the
above
venues?

□ Are
all
the
above
locations
ADA
accessible?

□ What
are
the
technological
capabilities
of
the
above
venues?

□ How
will
you
handle/organize
the
flow
of
people
in
and
out
of
the
above
venues?

□ Will
you
be
decorating
the
above
venues?

□ What
extra
items
do
you
have
to
pay
for
to
use
the
above
venues?

□ What
type
of
foods,
if
any,
will
you
be
providing
at
your
entertainments?

□ Will
you
be
bringing
in
outside
entertainers
to
perform
the
entertainment?
If
so,
what
will
you
be

paying
for
(entertainer’s
food,
housing,
etc)?

□ Are
the
contracts
set
for
outside
entertainers?

□ What
backups
do
you
have
planned
should
something
occur
that
would
prevent
the
entertainment

from
occurring?


Picture:
The
University
of
Utah
–
IACURH
No­Frills
2010



26


For
the
Facilities
section,
you
may
not
need
to
have
a
Chair
of
this
area
if
you
have
the
Chairs
for
all
the

other
areas
manage
their
own
facilities.
Some
conference
staffs
find
that
it
is
best
to
have
a
person

coordinate
all
the
facilities.
It
is
helpful
to
have
someone
who
knows
your
campus
and
facilities
well.
The

Chair
should
have
the
ability
and
time
to
meet
with
administrators
regularly
to
plan
all
logistics
of
each
of

the
meeting
spaces.


The
following
information
about
Facilities
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ Even
though
you
may
have
mentioned
and
listed
the
locations
in
other
areas,
it
is
helpful
to
list
all
of

your
facilities,
provide
descriptions
and
pictures
of
each
in
this
section.
You
may
also
choose,
when

you
speak
about
these
venues
in
the
other
sections,
to
site
the
page
number
where
it
is
listed
in
the

Facilities
section.
This
will
help
in
cutting
down
the
amount
of
space
in
the
bid
that
you
will
use.


□ Why
did
you
choose
the
above
venues?

□ What
are
the
amenities
of
the
above
venues?

□ Are
all
the
above
locations
ADA
accessible?
Where
would
interpreters/wheelchairs
be
placed?

□ What
are
the
technological
capabilities
of
the
above
venues?
Are
there
additional
costs?

□ How
will
you
handle/organize
the
flow
of
people
in
and
out
of
the
above
venues?

□ What
additional
items
will
you
need
to
rent
to
manage
the
event
that
will
be
occurring
in
the
above

venues?

□ Will
you
be
decorating
the
above
venues?

□ What
extra
items
do
you
have
to
pay
for
to
use
the
above
venues?


□ What
type
of
foods,
if
any,
are
you
allowed
to
bring
into
the
above
venues?

□ Is
there
an
additional
cost
should
events
go
past
the
scheduled
time?

□ How
will
you
get
in
contact
with
staff
members
to
guarantee
that
the
venues
are
open
and
closed

when
they
are
supposed
to?

□ Are
the
contracts
set
and
signed
for
these
venues?
Are
these
spaces
guaranteed?

□ What
backups
do
you
have
planned
should
something
occur
that
would
prevent
you
from
using
the

above
spaces?

□ Will
any
spaces
be
outside?
If
so,
what
are
rain
sites?

□ What
is
the
safety
of
each
space?



Picture:
The
University
of
Nebraska­Lincoln
–
MACURH
No­Frills
2010

27


For
the
Safety,
Security
and
Emergency
section,
it
is
helpful
that
you
have
a
Chair
that
understands
your

facilities
and
what
is
needed
for
safety/security
of
your
venues.
Someone
who
has
a
safety/security

background
or
plans
to
have
a
career
in
the
field
might
be
the
best
person
to
Chair
this
committee.



The
following
information
about
Safety,
Security
&
Emergency
should
be
provided
in
your
bid

(specific
national
items
designated
by
“*”
at
the
end):

□ Safety
&
Security

o What
are
safety
and
security
statistics
for
your
campus?

o What
will
be
the
plans
for
safety
and
security
at
each
of
your
venues?

o Do
your
venues
require
safety
officers?
What’s
the
cost
associated
with
those?

o How
will
you
be
working
with
campus
safety/police?

o Will
delegates
have
a
name
badge
and
will
this
be
their
entry
into
venues?

o Will
you
be
using
Information/Courtesy
Desks
in
the
residence
halls?

o Will
the
staff
and/or
campus
safety/police
be
completing
safety
rounds?
If
so,
how
frequently?

Will
they
need
to
be
trained?
If
so,
what
will
be
included
in
the
training?

o How
will
you
manage
the
access
of
keys/entry
into
the
residence
hall/hotel?

o What
is
the
process
for
lost
keys/access
cards?

o How
will
the
conference
staff
communicate
with
one
another?
Phones?
Walkie‐talkies?

o What
information
will
you
communicate
and
how
will
you
be
communicating
the
information

to
delegates?

□ Emergency

o Are
there
emergency
phones/blue
lights
throughout
campus?
If
so,
what
are
the
locations?

o Will
you
be
using
a
Conference
Headquarters?
If
so,
where
will
the
location
be?
Is
it

close/accessible
to
conference
venues?

o How
will
conference
delegates
know
what
to
do
in
case
of
an
emergency?

o What
will
be
the
process
for
any
medical
emergencies
that
may
occur?

o Is
your
institution’s
location
subject
to
natural
disasters
(earthquakes,
tornadoes,
hurricanes,

etc)?

o What
is
the
protocol
for
response
to
such
natural
disasters?

o What
information
will
you
communicate
and
how
will
you
be
communicating
the
information

about
natural
disasters
and
emergencies
to
delegates?


Picture:
SUNY
New
Paltz
–
NEACURH
No­Frills
2010



28


Spirit
and
Awards
is
often
times
one
of
most
fun
committees.
A
lot
of
the
work
is
typically
done
well
in

advance
in
preparation
for
the
actual
conference.
It
is
helpful
to
have
someone
with
a
lot
of
energy
and
spirit

as
the
Chair
of
this
committee.


The
following
information
about
Spirit
&
Awards
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ Spirit

o What
are
the
awards
that
will
be
presented
for
spirit?

o How
will
you
determine
the
recipients
of
those
awards?
Committee?
Spirit
Chair?

o What
are
the
rules/stipulations
for
spirit?
List
exact
point
structure
in
detail.

o What
are
the
different
ways
in
which
schools
can
accumulate
spirit
points?

o How
will
you
communicate
information
about
spirit
to
all
schools
attending?

o What
will
the
Spirit
Chair
do
in
the
time
up
to
the
conference
to
get
delegates
excited
about

attending?

o What
are
the
rules/stipulations
for
cheering?

o What
are
the
rules/stipulations
for
the
banner?

o Where
will
banners
be
displayed?

o What
are
the
rules/stipulations
for
the
display?

o Where
will
displays
be
displayed?

o What
are
the
rules/stipulations
for
schools/regions
to
drop
off/pick
up
banners
and
displays?

o What
are
the
rules/stipulations
for
roll
call?


o What
types
of
conference
apparel
will
be
available?
Will
it
be
an
additional
cost
to
delegates?

o What
is
the
design
for
conference
apparel?
Include
design.

□ Awards

o What
are
the
conference
awards
that
will
be
presented?

o What
are
the
regional
awards
that
will
be
presented?

o How
will
the
conference
awards
be
determined?

o What
types
of
awards
will
you
be
presenting?
If
you
have
pictures
of
the
award,
you
should

include
them.

o What
is
the
plan
for
engraving
of
the
awards
during
the
conference?



Picture:
Gonzaga
University
–
PACURH
No­Frills
2010



29


Hospitality
is
also
one
of
the
most
fun
committees.
It
includes
shopping
for
food
and
providing
much

rejuvenation
for
delegates
during
the
course
of
the
conference.
Additionally,
the
Hospitality
Chair
will
spend

much
time
with
delegates
in
the
Hospitality
Room.
It
is
helpful
to
have
someone
who
is
quite
social
as
your

Hospitality
Chair.
However,
someone
with
food
service/hospitality
background
is
helpful
as
well.



The
following
information
about
Hospitality
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ Where
will
your
hospitality
rooms
be
located?

□ What
will
be
the
hours
of
your
hospitality
rooms?

□ How
much
will
you
budget
for
hospitality
per
delegate?

□ What
types
of
food
will
be
provided
in
your
hospitality
rooms?

□ What
other
activities
will
occur
in
the
hospitality
room?
Games?
Movies?

□ How
will
the
hospitality
room(s)
be
staffed?



Volunteer
is
the
committee
that
will
probably
work
the
most
with
all
the
other
committees.
They
will
work

to
find
staffing
for
all
the
events
occurring
at
the
conference.
It
is
helpful
to
have
someone
who
has
previous

supervisory
experiences
and
may
know
quite
a
few
people.



The
following
information
about
Volunteer
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ How
many
volunteers
do
you
plan
to
have
for
the
entire
conference?

□ How
many
volunteers
will
you
have
for
each
event?
How
will
they
be
staffed?
Will
they
get
breaks?

□ What
will
be
the
specific
tasks
for
your
volunteers
at
each
of
the
events?

□ Where
will
you
house
the
volunteers
(if
applicable)?

□ What
is
the
timeline
that
will
be
used
for
recruiting
volunteers?

□ How
will
you
train
your
volunteers?
What
topics
will
be
covered?
Can
you
provide
a
schedule?

□ How
will
you
hold
your
volunteers
accountable?
Will
they
sign
contracts?
If
so,
provide
a
copy.

□ How
will
volunteers
be
identified
at
the
conference?

□ How
will
you
recognize
your
volunteers?


Picture:
Mississippi
State
University
–
SAACURH
No­Frills
2010



30


Public
Relations
and
Sponsorship
is
one
of
the
most
critical
committees
for
the
conference
staff.
This

committee’s
main
responsibility
is
to
solicit
sponsorships
and
continually
communicate
to
member
schools

about
the
conference.
It
is
helpful
to
have
someone
who
has
a
PR/Marketing
or
finance
background,

someone
who
is
an
excellent
sales
person
would
be
the
most
ideal.
You
may
choose
to
have
the
person
also

serve
as
your
web
master.
If
so,
this
person
should
have
technology
experience
as
well.


The
following
information
about
Public
Relations
and
Sponsorship
should
be
provided
in
your
bid

(specific
national
items
designated
by
“*”
at
the
end):

□ Public
Relations:

o Is
your
conference
website
up
and
running?
If
so,
include
screenshots.
Include
the
address.

o How
frequently
will
your
conference
website
be
updated
with
information?
Include
a
timeline.

o What
are
other
websites
that
you
plan
to
use
to
market
the
conference?
How
frequently
will

you
be
maintaining
communication
on
those
websites?

o Will
you
have
e‐mail
addresses
for
your
conference
staff?
If
so,
include
those
e‐mail
addresses.

o Do
you
plan
to
have
a
conference
newsletter?
If
so,
include
a
timeline
for
your
publications.

o If
you
have
a
template
for
your
conference
newsletter,
you
should
include
it,
or
include
the

major
topics
that
you
will
be
writing
about
in
your
newsletter.

o What
community
organizations
do
you
plan
to
contact
to
promote
the
conference?

o What
organizations/departments
at
school
do
you
plan
to
contact
to
promote
the
conference?

o Do
you
have
a
Public
Relations
packet?
If
so,
include
the
major
topics
in
that
packet.

o What
is
the
plan
for
signage
during
the
conference?
What
types
of
signs?
How
many?

o How
will
you
market
the
conference
staff’s
availability
throughout
the
year?

o What
are
your
plans
for
the
conference
notebook?

□ Sponsorship

o What
is
your
conference’s
sponsorship
goal?

o What
is
your
timeline
for
sponsorship?

o What
community
organizations
do
you
plan
to
contact
to
become
sponsors
for
the

conference?

o What
organizations/departments
at
school
do
you
plan
to
contact
to
become
sponsors
for
the

conference?

o Do
you
have
a
Sponsorship
packet?
Contracts?
If
so,
include
the
major
topics
in
that
packet.

o What
is
the
plan
for
working
with
On
Campus
Marketing
(OCM)?


Picture:
Arkansas
Tech
University
–
SWACURH
No­Frills
2010



31


Philanthropy
is
one
of
the
most
rewarding
committees
of
the
conference.
It
is
helpful
to
have
someone
who

has
previous
community
service
or
event
planning
experience.




The
following
information
about
Philanthropy
should
be
provided
in
your
bid
(specific
national

items
designated
by
“*”
at
the
end):

□ What
is
your
conference’s
philosophy
on
philanthropy?

□ What
will
be
the
major
focus/organization
surrounding
your
philanthropy?

□ Include
specific
information
about
the
focus/organization
as
well
as
the
website
information.

□ Include
how
this
focus/organization
helps
to
meet
the
overall
goals
of
your
conference.

□ What
are
plans
for
schools
to
complete
philanthropy
programs
at
their
home
campus?
If
any?

□ What
are
the
events
that
will
occur
at
your
conference
that
will
be
considered
philanthropy?
Provide

details
of
the
events.


□ How
many
delegates
will
be
able
to
participate
in
your
conference
philanthropy?
Both
before
the

conference
and
at
the
conference?

□ Will
schools
receive
spirit
points
for
participating
in
the
community
service?
If
so,
list
the
point

structure.



This
section
is
specific
to
the
National
Conference
and
typically
it
is
the
NBD
(National
Board
of
Directors)

Liaison
that
chairs
these
areas.
It
is
helpful
to
have
a
Chair
that
understands
the
structure
of
NACURH
and

the
NBD,
someone
who
may
have
previously
been
an
NCC,
an
RBD
or
NBD
member.



The
following
information
about
Semi’s
and
Pre­Conference
should
be
provided
in
your
bid:

□ Semi’s:

o What
are
the
dates
for
Semi’s?

o How
will
registration
for
Semi’s
work?

o How
will
transportation
for
Semi’s
work?

o How
will
check‐in
and
check‐out
for
Semi’s
work?

o Where
will
members
of
the
NBD
be
housed
for
Semi’s?
What
are
the
amenities?
Provide

pictures.
If
hotel,
is
there
a
website
that
can
be
provided?
Safety?

o Where
will
the
NBD
and
the
NRHH
National
Board
meet
for
Semi’s?
What
are
the
amenities
of

the
meeting
space?
Provide
pictures.

o What
are
the
dining
options
for
Semi’s.
Do
you
have
a
menu
that
can
be
shared?

o Are
contracts
set
for
Semi’s?

□ Pre‐Conference:

o What
are
the
dates
for
Pre‐Conference?

o How
will
registration
for
Pre‐Conference
work?

o How
will
transportation
for
Pre‐Conference
work?

o How
will
check‐in
for
Pre‐Conference
work?
How
will
check‐out
for
NBD
work?

o Where
will
members
of
the
NBD
be
housed
for
Pre‐Conference?
What
are
the
amenities?

Provide
pictures.

o Where
will
the
NBD
and
the
NRHH
National
Board
meet
for
Pre‐Conference?
What
are
the

amenities
of
the
meeting
space?
Provide
pictures.

o What
are
the
dining
options
for
Pre‐Conference.
Do
you
have
a
menu
that
can
be
shared?

32

This
section
does
not
need
to
have
a
staff
member
in
charge
of.
However,
it
is
important
to
speak
about

liability
at
your
conference.


The
following
information
about
Liability
should
be
provided
in
your
bid
(specific
national
items

designated
by
“*”
at
the
end):

□ How
will
you
manage
the
signing
and
collecting
of
the
liability
waiver
forms
from
delegates?

□ Will
your
conference
need
to
get
insurance
to
host
the
conference?
If
so,
what
will
be
the
cost?

□ What
parts
of
the
conference
will
you
need
additional
liability
forms?
Do
you
have
copies
of
those

forms
ready?

□ What
other
parts
of
the
conference
do
you
anticipate
there
needing
to
be
planning
for
liability?

□ Which
staff
members,
including
Advisor,
will
concentrate
on
liability
issues?


Important
NACURH
Policy
Information
To
Know
Regarding
Risk
Management:

• Bidding
and
hosting
schools
must
review
and
adhere
to
all
national
policies
regarding
both
the

national
as
well
as
the
regional
conferences.

• National
policies
regarding
regional
conferences
supersede
any
regional
policy.
This
includes

policies
regarding
risk
management
practices.

• If
a
regional
policy
is
more
restrictive
than
the
national
policy
regarding
risk
management,
the

regional
policy
can
be
followed.

• The
regional
bid/host
school
should
consult
with
the
Regional
Advisor
and
the
Regional
Director
for

clarification.
The
CRC
is
also
available
to
advise
the
bidding/hosting
school.

• The
intent
of
the
national
policy
can
never
be
disregarded
in
determining
all
aspects
of
the

conference
bids,
bidding
process,
conference
activities
and
meetings,
finances,
wrap
up
reports,
etc.


The
following
Risk
Management
policies
were
passed
in
January
2005
for
both
regional
and
national

conferences.

Article
VI
–
Risk
Management
(2005)

A. All
conference
events,
including
meetings,
hospitality
rooms
and
socials
will
end
no
later
than
1am.

B. No
conference
event,
excluding
breakfast,
will
begin
prior
to
8am.

C. Conference
teams
are
required
to
end
the
distribution
of
caffeinated
beverages
prior
to
11pm.

D. Conference
teams
are
required
to
create
a
schedule
to
ensure
they
get
ample
rest.

E. Host
schools
are
responsible
for
knowing
and
following
their
institution’s
policies
regarding
vehicle
use.


This
section
is
critical.
It
is
important
that
your
budget
is
correct,
clear
and
understandable.
It
is
helpful
to

have
a
Chair
that
has
had
previous
accounting
and/or
finance
experience.



The
following
information
about
Budget
and
Finance
should
be
provided
in
your
bid:

□ Have
you
contacted
the
CRC
for
the
budget
template?

□ Have
you
read
through
your
Regional
and/or
National
Policy
Books
to
understand
all
financial

policies
and
procedures?

□ Have
all
items
in
the
Regional/National
Policy
Book
surrounding
line
items
been
accounted
for?

□ Have
you
developed
your
budget
according
to
the
break
even
points
required?

□ Have
you
spoken
to
each
chair
to
figure
out
the
exact
cost
of
their
areas?

□ Have
you
accounted
for
every
possible
cost?
Tech
support?
Bank
frees?
Insurance?
Taxes?

33

□ Have
you
accounted
for
guaranteed
sponsorships
that
you
have
received?
Do
not
add
in
projected

sponsorship
as
that
is
not
guaranteed.

□ Do
you
have
a
list
of
items
that
can
be
cut
out
of
the
budget
if
you
are
asked?

□ Have
you
double
and
triple
checked
your
budget
to
make
sure
numbers
are
correct?
It
is
helpful
to

have
a
couple
of
other
individuals
look
at
your
numbers.

□ When
do
you
plan
to
have
a
final
cost
for
the
conference?


□ How
often
will
you
be
updating
your
budget?

□ When
do
you
plan
to
close
your
finances
and
have
checks
made
available
to
your
region/NACURH?


Please
double
check
your
Regional
and/or
the
National
Policy
Books
for
page
limits
related
to
the
Appendix.


The
following
information
should
be
included
in
your
Appendix:

□ You
may
possibly
include
Letters
of
Support/Recommendations
in
your
Appendix.

□ Campus
Map.
It
may
be
helpful
to
highlight
the
buildings
that
will
be
used
during
the
conference.

□ Budget
–
if
not
in
a
separate
section,
it
can
be
included
in
the
Appendix.

□ Forms
–
you
may
include
all
your
registration,
liability,
waiver
and
programming
forms
in
your

Appendix.

□ Any
other
pertinent
information
about
your
conference
that
you
would
like
to
share
can
be
included

in
your
Appendix.


Both
regionally
and
nationally,
your
bid
will
be
presented
to
either
the
NCCs
in
your
region
or
the
NBD.


The
following
information
is
helpful
to
know
about
your
Bid
Presentation
(specific
national
items

designated
by
“*”
at
the
end):

□ Have
you
looked
over
your
Regional
and/or
National
Policy
Book
to
find
out
specific

rules/stipulations
surrounding
the
presentation?

□ Have
you
contacted
the
CRC
for
specific
information
about
your
presentation
and
practice
time?*


□ Have
you
contacted
your
Regional
Director
for
specific
information
about
your
presentation?


□ The
following
are
suggested
items
to
include
in
your
presentation:

o An
interactive
presentation
that
will
keep
the
audience
interested.

o A
Power
Point
about
key
information
about
your
ability
to
host
the
conference.

o A
conference
video
highlighting
important
facilities
used
for
the
conference.

□ How
many
members
of
your
conference
staff
will
be
assisting
in
the
presentation?

□ Have
you
practiced
your
presentation?

□ Have
you
practiced
answering
possible
questions
that
may
be
asked?

□ Have
you
identified
which
bid
team
members
will
be
answering
questions?


Picture:
Western
Illinois
University
–
NACURH
2011


34