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
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
Other Important Considerations: