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. The USAIN Executive Council is charged with the responsibility of evaluating and selecting the USAIN conference location. Below are some of the guidelines that an institution might consider when preparing a proposal.

A complete list is of criteria is available in this document

Capabilities and interest of host institution(s) to: 

  • provide assistance with local arrangements

  • help to secure funding for the conference

  • support from the host institution in the way of staff time, space, and, if possible, financial sponsorship. Host institutions typically contribute $3,000-$4000 as a major conference sponsor

  • gain commitment(s) of key administrative personnel of host institution(s) to assure support for the biennial conference

Site Selection

  • alternate among regions of the United States (whenever possible) 

  • good accessibility by air is mandatory

  • a community with a number of local and regional attractions (may include university or college arts departments, galleries or museums, private or public galleries, museums or arts centers, and unique institutions, facilities or activities which support the concept of local, state, regional, national or international cultural heritage.)


    • A venue where at least 100-125 attendees and vendors can fit comfortably is required. 

    • In addition, concurrent breakout sessions (at least 4) and pre-conference activities/workshops should be taken into account.

      • A pleasant hotel with a large meeting room that will seat 100-150 people for general sessions and meals 

      • Concurrent “break out” meeting rooms that will each seat 50-75 participants theater or conference style

    • Public space for exhibits, preferably with attendees in the main meeting area

    • Facilities to host simultaneous pre-conference activities

    • 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 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 able to accommodate disabilities and be ADA compliant. Willingness to provide disability accommodations upon request.

    • Space in a heavy traffic flow area to accommodate registration and coffee breaks

    • Consider sustainability in planning the conference (e.g., eco-friendly dining services, less paper, etc.)

    • Space for a conference office near the conference area

    • Facilities able to accomodate poster session with poster display boards

    • Facilities that support access for online attendees for a portion of the conference 


    • An adequate supply of quality audio/visual equipment including projectors for computer presentations.
    • Adequate guest WiFi that can accommodate the needs of presenters  and attendees.
    • Available technical support during the conference.


    • 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.


    • 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.


    • 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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