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.