Call for Expressions of Interest in Hosting CISA National Conference 2017

Transcription

1 Call for Expressions of Interest in Hosting CISA National Conference 2017 The hereby invites Expressions of Interest (EOIs) from organisations interested in hosting its annual national conference in July This conference will celebrate CISA s 7th anniversary since its inauguration. At this time, we seek EOIs from prospective hosts. Based on an evaluation of the EOIs received, promising hosts may be asked to provide further details to inform the final selection. A Conference Committee will be appointed by the CISA Executive Committees. The Conference Committee will select the General Chair, Program Committee Co-Chairs and all other departmental coordinators for the conference (e.g., Sponsorship, Secretariat, Operations and Logistics). EOIs should identify a Local Arrangements Coordinator, who will be responsible for overseeing: the arrangement of conference rooms, equipment, accommodation, on-site registration, participant access, security for equipment, the reception, the banquet/gala dinner, and liaising with the General Chair and the Conference Coordinating Committee to develop the budget and registration materials. EOIs are due on Friday, 1st July The successful host will be announced at the conference. The preferred date of the conference is 4-8 July 2017 with the following proposed schedule: Date Tuesday, 4th July Wednesday, 5th July Thursday, 6th July Friday, 7th July Saturday, 8th July Program - City Tour for delegates (half day) - Preconference workshop Day 1 - Reception - Preconference workshop Day 2 (half day) - AGM - Conference Day 1 Election Conference Day 2 Gala Dinner Additional Notes City tour is optional Ideally a venue that can cater for big group activities Separated into 2 types: - Leaders workshop - Newcomers workshop Breakout rooms are necessary Breakout rooms are necessary Web:

2 Information that should be included, but not limited to: Location (accessibility; conference venue e.g., tertiary education institution(s), hotels, convention centres; accommodation e.g., hotels, motels, student dorms, backpackers) Local Arrangements team (Co-ordinator, committee, other volunteers) Meeting venue(s) (space available for plenary sessions, pre-conference workshops, breakout rooms, an exhibition, welcome reception, gala dinner, AGM) A/V equipment Food/entertainment/banquet/receptions Sponsorships Budget estimates Opportunities for co-location with other meetings EOIs will be evaluated in relation to a number of site selection criteria. Please provide evidence in a proposal(s) detailing the following: Involvement and support from the local international student community 20% Other stakeholder support (e.g. State government, local government, education sector, 15% community groups) Adequacy of conference and exhibit facilities for the anticipated number of registrants 15% ( delegates) Accessibility and attractiveness of proposed site Experience of local arrangements team in conference and event management Adequacy of accommodation and food options in a range of price categories close to the conference / accommodation facilities Adequacy of budget projections and expected surplus A statement outlining why the venue/city should be considered Total 10 % 100% *EOIs from organisations in cities which have not previously hosted a CISA Conference will be given special consideration (bonus ). Web:

3 Essential Report Requirements & Further Instructions: 1. EOI Form must be completed in full. 2. Proposal(s) must be accompanied by a Cover Page containing of bidder(s) name, bidder(s) contact person s name and details. 3. Proposal must be: text justified, font size 12 in Arial and should be completed and submitted in a PDF document. An overview of the previous CISA Conference can be found HERE or visit Please note that all conference and meeting venues, technical equipment are to be considered as in-kind sponsorship of the host(s) which will count towards the final tiered standing for tiered sponsorship package. Costs (e.g. catering) will be covered by CISA Conference Sponsors. For further information and enquiries about CISA and its past conferences, contact the CISA President, Nina Khairina, at pres@cisa.edu.au. SUBMISSION: Electronic mail to conference@cisa.edu.au by 1st July, 2016 Web:

4 Council of International Students Australia National Conference 2017 Expression of Interest Form Please complete this in full and return to E: M: PO Box 24134, Melbourne 3001 Victoria Proposed Local Arrangements Coordinator Details Name Previous Conference Organisation Experience Proposed Conference & Exhibition Hall Details (and venue contact details) Venue Venue Website Estimated Daily Rental Charge Available Rooms Available Dates Venue Contact Person Name Please attach floor plans and estimated capacities Proposed Gala Dinner Details (and venue contact details) Venue Venue Website Estimated Cost (Separate venue & food) Available Rooms Available Dates Venue Contact Person Name Please attach floor plans and estimated capacities 4

5 Council of International Students Australia National Conference 2017 Expression of Interest Form Proposed Welcome Reception Details (and venue contact details) Venue Venue Website Estimated Cost (Separate venue & food) Available Rooms Available Dates Venue Contact Person Name Please attach floor plans and estimated capacities Has the local tourism bureau or similar been approached for support? YES/NO? If yes, please summarise discussion (Attach if necessary) Please give an indication of the number of Hotels and Accommodation in the region (within 15 minutes travel time). Number of Hotels Approximation Room Rates 5 Star Hotels 4 Star Hotels 3 Star Hotels Apartment Style Budget/Backpackers Student Accommodation Indicative Budgets & Sponsorship Availability (Attach if necessary) 5

6 Council of International Students Australia National Conference 2017 Expression of Interest Form What is the factor that sets this venue/city aside from all the others? (Why should CISA host the National Conference 2017 at this venue/city?) Organising Committee (Attach if necessary) Please list the names and affiliations to confirm that all have agreed to serve DECLARATION The Executive Boards of (organisation names) have approved this submission to host the CISA National Conference We understand that if successful our organisations will enter into an agreement with the Council of International Students Australia similar to that provided with this bid and we confirm our willingness and capacity to enter such an agreement. Submitted by Organisation Date Printed Name and Signature 6