HOST SRHC
Interested in hosting an SRHC Annual Conference? We rely on our member institutions to assist in planning our annual conference.
The following resources are designed to help any institution planning on bidding to host and for those institutions that have been selected to host a conference.
ANNUAL CONFERENCE
HOSTING GUIDELINES
Host Institution Responsibilities
The local host committee is made up of SRHC members in the locale of the conference. The role of the local host committee is to provide local hospitality, help connect SRHC staff with local partners who may host ancillary events and assist in promoting the conference locally.
It is highly recommended that the host institution choose co-chairs for the conference to direct various conference and team responsibilities. Co-chairs should be sure that their institution supports the significant time commitment that will be required to plan and oversee the conference. The co-chairs will assemble a team of individuals from the host institution and most likely coordinate with various areas within the institution to help in all on-site decisions/planning.
Hosting the SRHC Annual Conference is a large commitment. For the conference itself, the host institution is responsible for coordinating logistics, developing the conference schedule, planning the City as Text experience, and many other details. It is also expected that the host institution support the various needs of the SRHC Executive Director and Committee.
The SRHC Executive Committee and Staff retain final authority on all decisions regarding the design and delivery of the conference.
Financial Management
The SRHC Executive Committee manages the conference funds. SRHC assumes all financial risk and profits from the conference, though financial commitments from the hosting institution are encouraged.
Submitting a Bid
Bids to host a conference are normally called at least two years in advance.
Host Institution Responsibilities
Host Institution(s) will provide:
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Provide assistance with local arrangements
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On-site management of attendee check-in
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Organize a registration desk and preparation of delegate bags and a conference office or central point
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Find local sponsorship for particular events in coordination with the SRHC Executive Director
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Submit regular reports to the SRHC Executive Committee on conference developments
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Determine conference theme
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Review proposals and organize conference schedule
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Arranges for volunteers to assist with running the conference
SRHC Responsibilities
SRHC will provide:
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Assistance with developing conference budget
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RFP process for local hotel and meeting space venues
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Contract negotiations with hotel, keynote speakers, and entertainment venues
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Organize committee planning meetings
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Facilitate registration process
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Facilitate call for proposals
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Marketing and promotional language to promote the event
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Conference website
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Conference app
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Cancellation insurance coverage for the event and other relevant insurance policies as needed
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Review and coordination of all vendor payments (hotel, speakers, off-site events, etc.)
Considerations for the Host Site
In recent years, the SRHC Annual Conference has typically had 500 - 600 attendees. 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.
Venue
Points to include:
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Walking distance between program session locations, housing, and dining facilities
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Typically there are 6-8 concurrent breakout sessions. Rooms should be able to seat at least 40 people each.
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Large group sessions, which need to seat up to 600.
Conference Committee
In general, preference will be given to a host site that has at least two institutions to support running the conference.
Points to include:
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Representation from multiple campuses or
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Time commitments of the host, co-host, and other campus entities
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Past experience with SRHC conferences
Other Considerations:
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Proposed conference dates and alternates. Points to consider when selecting dates include:
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Historically the conference is held in late March or early April. Bids should consider the date that Easter falls on for the respective year.
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Travel Options
It is preferential that the conference venue be located near a regional or international airport. Since the conference is annually hosted in different venues, the selection process may include consideration for alternating across geographical regions.
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Distance to nearest commercial airport
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Shuttle service to and from the airport
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Distance to, and travel options to and from the special events
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Alternatives to air travel (rail, car, etc.)
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Sample schedule (see past conference sites for samples)
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A short statement (no more than a few paragraphs) of why your host committee and institution would like to host the conference
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Anything else you feel will make your hosting site attractive to conference attendees