Call for Expression of Interest in Hosting CISA National Conference 2018 The Council of International Students Australia (CISA) hereby invites Expressions of Interest (EOIs) from organisations interested in hosting its annual national conference in July 2018. This conference will celebrate CISA s 8 th 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; Accommodations; On-site registration; Participant email 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, 8 September 2017. The preferred date of the conference is 2-6 July 2018 with the following proposed scheduled: Date Program Additional Notes Monday 2 July City Tour for Delegates (half day) City Tour is Optional Tuesday 3 July - Preconference workshop - Reception Wednesday 3 July - Preconference workshop (half day) - AGM Thursday 5 July - Conference Day 1 - Elections Friday 6 July - Conference Day 2 - Gala Dinner Ideally a venue that can cater for big group activities Separated into 2 types: - Leaders workshop - Newcomers workshops Breakout rooms are necessary. Breakout rooms are necessary. Information that should be included, but not limited to: Locations (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 1
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% (300-500 delegates) Accessibility and attractiveness of proposed site 10% Experience of local arrangements team in conference and event management 10% Adequacy of accommodation and food options in a range of price categories close to the 10% conference / accommodation facilities Adequacy of budget projections and expected surplus 10% A statement outlining why the venue/city should be considered 10% Total 100% * EOIs from organisations in cities which have not previously hosted a CISA Conference will be given special consideration (bonus 10%) 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. 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 Vice-President, Ahmed Ademoglu, at vicepresident@cisa.edu.au. SUBMISSION: Electronic mail to conference@cisa.edu.au by 8th September, 2017 Council of International Students Australia National Conference 2017 Expression of Interest Form Please complete this in full and return to E: conference@cisa.edu.au M: PO Box 24134 Melbourne 3001 Victoria 2
Proposed Local Arrangements Coordinator Details Name Previous Conference Organisation Experience Proposed Conference & Exhibition Hall Details (and venue contact details) Website Estimated Daily Retail Charge Proposed Gala Dinner Details (and venue contact details) Website Estimate Cost (Separate venue & food) Proposed Welcome Reception Details (and venue contact details) Website Estimated Cost (Separate venue & food) Has the local tourism bureau or similar been approached for support? 3
YES/NO? If yes, please summarise discussion (Attached 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 Budget & Sponsorship Availability (Attach if necessary) What is the factor that sets this venue/city aside from all the others? Why should CISA host the National Conference 2018 at this venue/city? 4
Organising Committee (Attach if necessary) DECLARATION The Executive Boards of (organisation names) have approved this submission to host the CISA National Conference 2018. 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 Printed Name and Signature Date About CISA Formed in 2010, the Council of International Students Australia (CISA) is recognized as the national peak student representative organization for all international students in Australia. CISA is a not-for-profit, nonpolitically and non-commercially aligned organization formed in response to the needs among international students for a unified voice. More information can be found at www.cisa.edu.au Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia Web: www.cisa.edu.au Contact: Ahmed Ademoglu National Vice President Council of International Students Australia vicepresident@cisa.edu.au or 0410 990 191 Copyright 2017 Council of International Students Australia Inc., All rights reserved. 5