Host Proposal Guidelines 2009
The Center for Academic Integrity welcomes proposals to host the 2009 International Conference. A proposal should include information about facilities, estimated costs, conference support, and transportation services. Co-hosting proposals (two or more institutions) are welcome and will reduce the conference-hosting fee per institution. We must receive your proposal by September 15, 2008.
Our decision will be based on the quality of the site, conference costs (including the cost of lodging for those attending the conference), and the accessibility of the conference location. (All CAI conferences so far have been in North America.) Questions should be directed to Stephen Satris, Interim Director, 864-656-1293; stephen@clemson.edu
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 300 attendees. The following institutions have graciously and successfully hosted our conferences:
- University of Maryland (Founding Conference, 1993)
- University of Pennsylvania (1993)
- Rice University (1994)
- Georgetown University (1995)
- Duke University (1996)
- Babson College (1997)
- Washington and Lee University (1998)
- Duke University (1999)
- U.S. Air Force Academy (2000)
- Texas A&M University (2001)
- University of Virginia (2002)
- University of San Diego (2003)
- Kansas State University (2004)
- Virginia Tech (2005)
- University of Colorado (2006)
- Christopher Newport University (2007)
Our most successful conference sites have included comfortable and technologically “smart” meeting facilities, walking-distance proximity for all conference programs, common 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.
Host Institution(s) Costs and Contributions
The host institution(s) assumes certain local costs. It is customary for hosting institutions to provide the following:
- A conference coordinator and staff time (for logistical planning, registration table support, handling AV needs, posting signage, assistance with conference material compilation and distribution)
- For a single institution host, a minimum $6,000 hosting fee to offset CAI conference costs. If two institutions choose to co-host, each institution will contribute a $4,500 hosting fee ($9,000 total); if three or more institutions co-host, each institution will contribute a $3,000 hosting fee ($9,000 minimum)
- Conference rate (discounted) lodging and some complimentary rooms
- Local entertainment to give participants a taste of the campus and 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.
Proposal
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
Two references from organizations that have held conferences of similar size (300-400 participants) and length at your facility.
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)
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.
Transportation costs to and from the airport and/or rail station
Site-based support for local arrangements including other campuses who might assist, staff availability, tech support, et cetera
The CAI Advisory Council holds a day-long meeting prior to the conference. Accordingly, we ask that you include in your proposal information on hosting this meeting (space for 15-20 participants, food options, tech/AV support etc).
We appreciate your interest and look forward to reading your proposal! We will notify you of the status of your proposal on or about October 1, 2008.
Please submit your proposal by September 15, 2008. Address it to:
Stephen Satris, Interim Director
Center for Academic Integrity
126 Hardin Hall, Clemson University
Clemson, SC 29634-5138