Host Proposal Guidelines 2010
The Center for Academic Integrity invites proposals to host the 2010 International Conference. Proposals should include information (including estimated costs) about
- Facilities
- Available conference support
- Housing
- Transportation services
Proposals should be received by August 15th for full consideration and will be evaluated on the basis of conference costs (including the cost of lodging for those attending the conference), accessibility of the conference location and overall site suitability and quality.
Successful applications typically feature comfortable and technologically “smart” meeting facilities, efficient transportation or close proximity to conference programs, appropriate areas for relaxation and socializing, and opportunities for local dining and seeing local attractions.
The conference venue and lodging should be easily accessible for those arriving by air or rail (no more than an hour’s drive is a good benchmark). Airport hub cities are preferred.
Conference Background Information
The CAI holds its international conference over a three-day period (Thursday – Saturday or Friday – Sunday). Planning for facilities and lodging should assume approximately 350 attendees. Our most recent conferences were hosted by:
- University of San Diego (2003)
- Kansas State University (2004)
- Virginia Tech (2005)
- University of Colorado (2006)
- Christopher Newport University (2007)
- Clemson University at the Kingston Plantation (2008)
This year’s conference is being hosted by Washington University in St. Louis.
Host Institution(s) Costs and Contributions
The host institution(s) assumes certain local costs which typically include meeting spaces and transportation. It is also customary and expected that the hosting institutions will provide the following:
- A conference coordinator to act as a point of contact for conference coordination during the planning stage and on-site management during the conference,
- Staff time (for logistical planning, registration table support, handling AV needs, managing signage, assistance with conference material compilation and distribution)
- A (minimum) $7500 hosting contribution to offset CAI conference costs. If two institutions choose to co-host, each institution should contribute a $4,500 hosting fee ($9,000 total);
- Conference rate (discounted) lodging and a limited number of complimentary rooms
- Access to local entertainment to give participants a taste of the campus and/or the area
Note: The Center for Academic Integrity will handle the registration process and work closely with a hosting institution in planning and putting on the conference. It is, in every sense, a collaborative endeavor.
Proposal Guidelines:
Proposals must be in writing and include signatures of university or college officials authorized to make commitments on behalf of the institution. Please include the following information:
Institutional Sponsor’s name(s)
Host contact name, postal and email address, and telephone number
Local Conference Coordinator’s name, postal and email address, and telephone number
Brief narrative about your institution(s): location and history, relevant experience hosting conferences
Descriptive statement about facilities (including lodging, meeting rooms, on-site storage space, AV equipment, computers with printers, faxing and copying, accessibility for persons with disabilities, food service/dining options and recreational opportunities)
A preliminary budget estimate for local arrangements (plenary and session room charges, facilities charges, AV service charges, interpretive services for the hearing impaired, administrative fees, service charges, lodging costs)
Estimates of Catering/food service costs on a per person basis (breakfast, lunch, breaks, dinner); include sample menus (with comparable costs) if available and any information about restrictions, for example, with respect to the provision of alcohol.
Information about Transportation costs to and from the airport(s) and/or rail station(s)
Site-based support for local arrangements including other campuses who might assist, staff availability, tech support, et cetera
Two references from organizations that have held conferences of similar size (300-400 participants) and length at your facility.
We appreciate your interest and look forward to reading your proposal! We will notify you of the status of your proposal on or about September 15, 2009.
Please submit your proposal by August 15, 2009.
Address it to:
Teddi Fishman, Director
Center for Academic Integrity
126 Hardin Hall, Clemson University
Clemson, SC 29634-5138