Bid Web Site Information

The web-based phase of your proposal should include the following information:

High-value:

  • Primary and alternate program venue information. Because the attendance levels of recent conferences have fluctuated greatly (310 attendees in 2006 to 117 attendees in 2012), campuses will want to demonstrate flexibility in presentation venues (room size, number of rooms available). Also, it is highly valued by the selection committee to have presentation venues in a single location for ease of attendance. Creative solutions to meet these needs will be considered and should be displayed by the host institution bids. Points to include:
    • Walking distance between program session locations, housing, and dining facilities
    • Typically there are 5 – 6 concurrent sessions. Rooms should be able to seat at least 40-60 people with at least one larger ~100 seat room.
    • Opening and closing sessions, which need to seat up to 350
    • Identification of Professional Development Seminar (PDS) venues
    • Style of seating in presentation venues. Tiered seating is preferable, but not required.
    • Multimedia capabilities (such as audio, video, projection systems, in-room networking/power). In addition, if you have the capability and/or experience doing live streaming, please include that information in your bid proposal.
  • Identification of the host committee. The selection committee will give strong consideration to campuses that have experienced and comprehensive conference service groups that have the ability to facilitate the administrative and financial aspects of the conference and ResNet members with strong leadership and planning abilities. Points to include:
    • Representation from different involved areas on campus, such as housing and conference services. Please include details about each host committee member, particularly in describing your host committee’s professional qualifications to organize the conference at your institution (e.g. years of experience planning, events organized by conference services staff, ResNet involvement of particular members, etc.).
    • Time commitments of the host, co-host, and other campus entities
    • Past experience with ResNet conferences
  • Primary and alternate housing venue information. Points to include:
    • Walking distance to session locations and dining facilities
    • Ability to provide options for family housing
    • Location of break room(s)
    • Size of residence hall(s) (ability to keep the majority of guests in close proximity)
    • Ability to provide amenities (bathroom sharing, air conditioning, fans, refrigerators, linen quality)
    • Location and cost of off-campus housing
Because conference attendees are encouraged to reside on campus, the quality of the residence halls is a strong consideration in the bid process.
  • Preliminary dining information. Points to consider:
    • Walking distance from residence halls and program venues
    • On and off campus catering options (including campus restrictions regarding catering)
    • Break locations (if outside, how will inclement weather be handled)
    • Alcohol regulations
    • Special dietary needs
    • Summer hours for dining areas
    • Menu restrictions during the summer months
  • Draft budget (template). Please note that while the draft budget will figure extensively in the review of the bid proposal, it is anticipated that many costs associated with hosting an event three years in advance will change between the time of the bid and the actual conference. A final budget will be negotiated between the host institution and ResNet, Inc.

Other Considerations:

  • Proposed conference dates and alternates. Points to consider when selecting dates include:
    • Historically the conference is held one of the last 2 weeks of June. Potential for conflict with other campus activities, such as summer camps, registration and orientation events, etc.
    • Other IT/Housing Conferences
    • Holidays (US and Canadian)
    • Academic calendar of other university institutions (semester vs. quarter system, etc.)
  • Vendor information.
    • Vendor opportunities
    • Vendor Fair location and amenities
    • Vendor presentation locations
  • Special needs, for example:
    • Mobility needs, handicap accessibility
    • Translation for hearing impaired
  • Travel options available to your campus. It is preferential that the campus be located within 2 hours of a major airport. Since the conference is annually hosted in different venues, the selection process may include consideration for alternating across geographical regions.
    • Distance to nearest commercial airport
    • Shuttle service to and from the airport
    • Distance to, and travel options to and from the special events
    • Alternatives to air travel (rail, car, etc.)
  • At least 2 support letters from your institution such as University Administration, Residential Life, Conference Services, Campus Catering, etc.
  • Campus map detailing which buildings will be used
  • Information about your campus and region (including potential half-day activities). We recognize that all campuses are unique and will bring their own character to the conference. The selection committee encourages the host institutions to display this character in their bids.
  • A short statement (no more than a few paragraphs) of why your host committee and institution would like to host the conference
  • Anything else you feel will make your hosting site attractive to conference attendees