Request for Proposal Annual NACRO Conference 2017 Submission Deadline: January 29th, September 30, 2015

Transcription

1 Request fr Prpsal Annual NACRO Cnference 2017 Submissin Deadline: January 29th, 2016 September 30, 2015

2 CONNECT. BENCHMARK. IMPROVE. 1) Backgrund The Netwrk f Academic Crprate Relatins Officers (NACRO) is dedicated t prviding its members prfessinal develpment pprtunities and the sharing f best practices that further enable them t develp and advance cmprehensive, mutually beneficial relatinships with industry and establish cmmn language and metrics fr peer cmparisn. NACRO invites all member clleges and universities t cnsider hsting the Annual NACRO Cnference. The Annual Cnference brings tgether practitiners frm acrss the cuntry and beynd t cmpare and refine ideas and strategies twards building valuable relatinships between industry and higher educatin. Hsting the Annual Cnference is a wnderful pprtunity t shwcase an institutin, and its partnerships with industry. Previus hsts have especially highlighted thse best practices, prgrams, and reginal partnerships that are mst unusual r unique. Thus, the hst has the pprtunity t shape the NACRO cnference experience. The Site Selectin Cmmittee seeks prpsals frm individual institutins r a partnership f institutins. The Cmmittee is weighing equally prpsals that ffer t hst the annual meeting n a campus r at a nearby cnference facility, as lng as the ff campus facility highlights the hst institutin thrugh select cnference events, such as a welcme receptin r ptinal tur. This will prvide campuses withut the capacity t hst an entire meeting f ur grwing membership the pprtunity t highlight their campus and regin while taking advantage f the facilities f a cnference htel. Prpsals nt affiliated with a NACRO member s institutin will nt be cnsidered. The NACRO Site Selectin Cmmittee and Executive Cmmittee plan t annunce the 2017 site during the Annual 2016 Cnference at Washingtn University. 2) Prjected Attendance Past Annual NACRO Cnference attendance was: 2015, Gergetwn University (U. Maryland c hst) 294 paid; ~350 attendees 2014, Purdue University 279 paid 2013, Bstn University (Tufts Univ. c hst) 288 paid; ~350 attendees 2012, Nrthwestern University 211 paid; 220 attended 2011, University f Michigan 210 attended 2010, University f Illinis at Urbana Champaign 110 paid; 134 attended 2009, University f Washingtn 93 paid 2008, Gergia Institute f Technlgy 108 attended 2007, University f Minnesta 103 attended Attendance in 2017 is prjected t be peple. Attendees include NACRO members (regular and affiliate), guests, staff, and speakers. We suggest planning t accmmdate up t 2 NACRO Annual Cnference RFP

3 400, with the flexibility t dwnsize as needed. Prpsals shuld indicate yur prpsed site s maximum capacity fr the cnference. Preference will be given t applicatins that demnstrate cncrete ability and willingness t accmmdate attendance size flexibility. 3) Meeting Dates NACRO prefers t hld the annual cnference in late July/early August. The 2016 Annual Cnference is scheduled fr August 3 5. Plan n three days fr the cnference; we suggest scheduling the cnference fr Tuesday thrugh Thursday, as this timing wrks best fr thse traveling lnger distances t get t the event. 4) Brief Cnference Overview The annual cnference typically runs fr 2 ½ t 3 days and generally cnsists f the fllwing elements: Blueprint Day (up t 200 attendees) and Masters Class (up t 50 attendees). These are full day precnference sessins. Opening evening event (up t 400 attendees thereafter) usually ccktail/ netwrking receptin The 2 nd and 3 rd days f the cnference must have elements that address ur tw primary interests: University sessins: builds n Blueprint s training t prvide advanced Crprate Relatins training and best practices Industry sessins: industry partner fcused engagements and training sessins Evening scial event/activity usually n 2nd day. 5) Additinal Activities Previus hst institutins have rganized additinal activities such as industry park visits, campus turs, and scial/sprting events such as baseball games r glf utings. 6) Cnference Event Planning Resurces and Additinal Infrmatin The hst institutin need bear n cnference event csts; NACRO will cver all assciated expenses. The NACRO Bard will apprve the cnference budget prpsed by the hst institutin. NACRO is the cntracting and signatry party. NACRO wrks with an Assciatin Management Cmpany (AMC) t help manage the lgistics f the cnference. Sme hst Universities have Cnference/Events staff wh can als handle lcal lgistics. The AMC will d mst f the planning wrk, but will crdinate 3 NACRO Annual Cnference RFP

4 with the lcal event staff as needed. The NACRO vlunteer Cnference Planning Cmmittee primarily fcuses n cntent, but als assists with lgistics and cmmunicatins. The hst institutin(s) receives five (5) cmplimentary registratins fr its fficers and staff. If multiple institutins c hst, they will split six registratins. NACRO des nt prvide cmpensatin fr hst institutin staff time. Details f the prgramming fr each day are t be crdinated with the Cnference Planning Cmmittee (at least ne c chair f this cmmittee is frm the hst institutin(s)). Specific dates will be crdinated with the Bard and Cnference Planning Cmmittees prir t being finalized. Ntificatin f selectin will be cmmunicated by July A sample cnference agenda is prvided in the Appendix 7) Budget The hst will prepare a detailed budget fr the meeting. The budget shuld reflect the ging rate fr the event lcatin(s) invlved. Please prepare a budget fr a target attendance f 400 peple and based n the details specified in this RFP. Budget must include the fllwing elements: A. Fd and beverages B. Cnference rm rentals C. Receptins D. Audi/visual and internet access E. Transprtatin between cnference events, if necessary F. Event materials (name tags, agendas, shipping, etc.) G. Event management fees. H. Other assciated cnference expenses 7.A Fd & Beverages Plan shuld include the fllwing meals, receptins, and breaks: Day 1 Blueprint Day & Masters Class Precnference Sessins Breakfast Mrning break refreshments (beverage refresh) Lunch Afternn break refreshments (drinks and light snacks) Opening receptin r dinner (ptinal and depends n budgetary cnstraints) Day 2 NACRO Cnference, Day 1 Cntinental breakfast Mrning break refreshments (beverage refresh) Lunch (light plated lunch, r buffet preferred) Afternn break refreshments (drinks and light snacks) Receptin r dinner (culd include heavy appetizers, r casual dinner event) Day 3 NACRO Cnference, Day 2 4 NACRO Annual Cnference RFP

5 Cntinental Breakfast Mrning break refreshments (beverage refresh) Lunch Afternn break refreshments (drinks and light snacks) 7.B Cnference rm rentals rm requirements will vary fr each event. There shuld be a large rm t accmmdate up t 400 participants fr keynte, plenaries, and meals, preferably arranged in table runds f A minimum f fur breakut rms fr arund 100 peple each, available simultaneusly, which can tgether accmmdate up t 400 attendees ttal. Setup styles may include: classrm, theatre, and/r runds. Three t six breakut rms available simultaneusly fr smaller grups f All meeting rms shuld be clsely lcated fr ease f transitin frm ne sessin t the next with a shrt break in between. Any additinal furniture and/r equipment rentals that may be required (tables, chairs, easels, etc.) Include rm capacities in prpsal. Als include details regarding capacity t add additinal breakut rms if circumstances change. 7.C Receptin(s) Include all related csts; i.e., venue, fd, drink, and entertainment. If yu are prpsing mre than ne receptin, please shw csts fr bth. Please indicate whether the receptin csts are being supprted by the hst institutin r frm the cnference budget. The receptin n Day 2 is required; a receptin n Day 1 is ptinal. 7.D. Audi Visual (AV) Services & Internet Access AV services, specifically digital prjectrs r mnitrs are required in all meeting rms thrughut the cnference. Wireless micrphnes are preferred fr speakers and panelists. In the larger venues, there shuld be handheld wireless mics fr questin and answer sessins. Free, reliable wireless internet service must be available fr all participants. 7.E. Transprtatin Please specify details and csts f any transprtatin services that are required t get participants t and frm the cnference and receptins. 7.F. Event Materials This includes names tags, supplies, signage, agendas, maps, etc. NACRO uses a smartphne app fr the cnference agenda, s printing csts shuld be minimal. 5 NACRO Annual Cnference RFP

6 7.G Event Management Fees At sme institutins the cnferences/events departments charges a management fee. This is acceptable as lng as the fee seems reasnable and is based n inside pricing, if applicable, and if the fee accunts fr the fact the AMC will be handling a lt f the cnference lgistics. 7.H. Other Cnference Expenses Include here any ther incidentals that dn t fit int the categries abve. Fr example, a mment t attendees determined in crdinatin with the Marketing Cmmittee, and gifts fr utging NACRO Presidents and cnference guest speakers. Nte that the hst institutin may chse t prvide, at its wn expense, bags, pens, r ther lg materials/mements. 8) Registratin. Althugh event registratin is nt the respnsibility f the hst institutin, crdinatin with the Cnference Planning Cmmittee and NACRO will be required fr headcunts and space cnsideratins. The NACRO website is setup t take reservatins and payments. Payments will be frwarded by the Vice President f Finance t cver hst university expenses. It is preferred fr the hst schl t cllect all charges and submit ne bill at the end f the cnference. 9) Vlunteer Staffing. The cnference will require additinal staffing beynd the AMC fr the registratin table at arrival, t manage any rm details during the event, t versee catering, t crdinate transprtatin, and t handle ther lgistics that arise. The AMC will manage mst f the event planning details nce the hst institutin is selected. Cmpensatin fr hst s staff r vlunteer time is nt cvered by NACRO. 10) Ldging. Htel(s) needs t be clse t the cnference site and be reasnably priced. Previus hsts have negtiated special rates fr cnference attendees. Accmmdating sme number f attendees the evenings befre and after the cnference is preferred. If htel(s) are nt within easy walking distance, please prvide infrmatin n transprtatin lgistics fr travel between the htel(s) and cnference venue. 6 NACRO Annual Cnference RFP

7 11) Travel t Cnference Prximity t a majr airprt is nt a necessity but will be cnsidered. 12) Lcal/reginal Netwrking Opprtunities Netwrking pprtunities can include majr crprate lcatins and research/ industrial parks. Nearby netwrking pprtunities are nt required, but will be cnsidered. 13) Institutinal Supprt Has the university administratin apprved the hsting f the cnference? Will university leadership attend sme prtin f the cnference? 14) Cnclusin Indicate yur interest in hsting the 2017 r 2018 Annual NACRO Cnference by filling ut the attached prpsal template by January 29th, The NACRO Site Selectin Cmmittee and Executive Cmmittee plan t annunce the 2017 site at the 2016 Annual Cnference at Washingtn University. Submit questins and applicatins t: Tdd A. Cleland C VP NACRO, Site Selectin Cmmittee Chair Directr f Crprate Relatins University f Washingtn tcleland@uw.edu NACRO Annual Cnference RFP

8 Appendix Sample Agenda Day 1 Blueprint & Cmmittees 8:00 5:00 Registratin and Pre Cnference Activities Mrning/Early Afternn Special Grup Events i.e. Glf r sprting event 9:00 5:00 Blueprint 1:30 2:30 NACRO Bard Meeting 2:30 4:00 NACRO Cmmittee Meetings 4:45 5:30 Campus Tur (fr example) 6:00 8:00 General Receptin Day 2 7:30 8:30 Registratin and Breakfast 8:30 5:00 Plenary, Panels, and Breakut Sessins 12:00 1:00 Lunch and NACRO Business Meeting 5:00 6:00 Open Time 6:30 8:00 Receptin/Dinner Day 3 7:30 8:30 Breakfast 8:30 5:00 Plenary, Panels, and Breakut Sessins 12:00 1:00 Lunch 8 NACRO Annual Cnference RFP