Conference Hosting Criteria

Members are invited to host the biennial conference at their institution.  

Approximately 18 months before the next conference, a call goes out for proposals to host the conference.  Below are some of the criteria that an institution might consider when preparing a proposal.

Facilities:

  • General meeting space for 150-200.
  • Facilities to allow for concurrent activities (at least 4, are desirable).
  • Public space for vendor exhibits and conference posters.
  • Facilities to host concurrent pre-conference activities (at least 4, are desirable).
  • Good facilities to allow for group meals for the entire group or smaller groups.
  • Space to hold the entire conference within one building or within easy walking distance of the conference hotel.
  • Secondary local non-conference hotel accommodation options.
  • Facilities to offer some sort of fun/social event.
  • Facilities must be ADA compliant.  Willingness to provide disability accommodations upon request.

Equipment:

  • An adequate supply of quality audio/visual equipment including projectors for computer presentations.
  • Good phone/data connections at a reasonable cost, specifically adequate guest WiFi that can accommodate the needs of presenters  and attendees.
  • Available technical support during the conference.

Transportation:

  • Good air transportation into a city within a reasonable distance from the host city.
  • Reliable transportation from the airport to the hotel.
  • Provide transportation for all long walking distances to the conference and conference events.

Registration/Information:

  • Staff registration/information desk prior to, during, and after the conference.
  • Provide general conference services such as registration, name tags, and signs.
  • Provide information on the area and/or organized tours for spouses and attendees before and after the conference
  • Online registration capability is required.

Food:

  • Provide catered meals for the entire group or small groups. (Some meals may be “on your own.”)
  • Accommodate special dietary requirements.

Other Important Considerations:

  • A letter of support from the dean/director of the library.
  • Support from the host institution in the way of staff time, space, and, in some cases, financial sponsorship. Host institutions typically contribute $3,000-$4000 as a major conference sponsor.
  • Space for a conference office near the conference area.
  • Willingness to arrange tours of local attractions.
  • Provide regular and timely reports to the EC, including budgets with projected profit.
  • Insure effective coordination with the various conference committee chairs.
  • Hosts are typically asked to consult on with aspects (facilities/dining) of planning for the AgNIC annual conference, which typically follows directly after the USAIN meeting.
  • Provide a photographer to take high quality photographs that capture conference highlights for eventual use in USAIN's archives.  The host is expected to make arrangements to deposit the photographs to USAIN archives.
  • Play a lead role in constructing a conference website on the USAIN domain, preferably using Wild Apricot software.
  • Provide live streaming of presentations by the keynote speaker(s) for USAIN members who are attending the conference remotely.
  • Promote the conference events via social media prior to and during the conference.
  • The "Great Reveal!"  Provide a brief presentation to be shown during this year's conference announcing the hosting institution for the next conference.
     


 

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