Request for Proposal (RFP) for Hosting Annual Central CHRIE Conference

Request for Proposal (RFP) for Hosting Annual Central CHRIE Conference

Central CHRIE Central CHRIE is a Federation of the International Council on Hotel, Restaurant, and Institutional Education (ICHRIE). Members of Central CHRIE constitute the following states in U.S.A who are registered members of ICHRIE: Arkansas Iowa Minnesota North Dakota South Dakota Illinois Kansas Missouri Ohio Wisconsin Indiana Michigan Nebraska Oklahoma South Dakota ICHRIE Founded in 1946, the International Council on Hotel, Restaurant, and Institutional Education (ICHRIE) is the worldwide advocate of hospitality and tourism education for institutions (i.e., high schools, colleges, and universities) offering programs in hospitality and tourism management, hotel and restaurant management, tourism, events and sport management, foodservice management and culinary arts, etc. ICHRIE strives to unite educators, industry executives and associations worldwide. It serves as the conduit for the hospitality and tourism education network. ICHRIE is an international community of hospitable, responsible, innovative, and ethical members engaged in advancing hospitality and tourism education and research. Items to be included in Central CHRIE RFP 1) Proposed destination and venue City and State Proposed conference venue Estimated hotel room rates and brief description of hotel venue Major advantages of the host location and venue Entry, accessibility and local transport 2) Proposed host and institution/organization: Institution/organization name 3) Proposed program (subject to change) Dates Program outline should include the following: o Opening and closing receptions o Paper and poster presentations o Plenary sessions (e.g., panel discussion) o Keynote speakers o Destination evening dining event o Board of directors meeting (Skype, Zoom, or any other virtual meeting availability) o Exhibition (not always included, but is an option) Conference registration fees with input from the Central CHRIE board (e.g. members & nonmembers early bird & standard fees) Recreation, events and other planned activities Additional details to assist selection committee in making the best choice 4) Supplemental Materials: Letter of support from administration at institution

Additional Host Responsibilities for Conference Budget - Overall total budget cost for conference host o Host is responsible for all costs associated with the conference All revenues for the conference are used to pay for the conference Any profit would be submitted to Central CHRIE, however, the host may keep 50% if so desire. o Sponsorships: Each year, member schools, that choose to participate, will purchase an education sponsorship package to help with some of the costs of the conference. o Central CHRIE will sponsor all the conference awards (unless sponsored by other organization) o Obtaining any other sponsors (government tourism agencies, hotels, vendors, etc.) is up to the conference host, Central CHRIE and ICHRIE. o There are no expectations by any member of Central CHRIE or any board members for travel or registration expenses to be paid for by the conference host. This decision is left to the discretion of the conference host. o Registration fee for CEO of ICHRIE is waived o The host will provide the Central CHRIE board of directors a free room for the board meeting Hotel Rooms o The conference host should seek to select a hotel for the conference and obtain a special rate for our attendees. o There is no guarantee that attendees will stay at the host hotel; thus, any guarantees or contracts signed are the responsibility of the conference host Low Registration & Hotel Costs are Highly Encouraged o Many of our members travel on school funds and/or small budgets o It should allow for the largest attendance possible o The registration fee differences between Central CHRIE members and non members should be at least $50 Conference Planning and Marketing o Vice President of Central CHRIE will co chair the host s organizing committee o Central CHRIE s Director of Networking will be a member of this organizing committee o Central CHRIE s Director of Research will co chair the paper review committee o Central CHRIE s Director of Marketing will collaborate with the Director of Networking to promote the conference o Regular e-newsletters, call for papers, program details, hotel, and travel information are typical information provided to members Call for Papers o Sending out the call for papers via Central CHRIE president o Developing the conference theme with input from the Central CHRIE board o Acquiring qualified ad hoc reviewers for the paper review o Invited Chair of the paper review committee, typically a professor or faculty member from Central CHRIE

Risks o There are always potential situations that can affect the attendance of the conference that are outside the control of Central CHRIE or the conference host o Economic downturn, flu s, political protests, etc. are not likely, but possible o The conference host must do their best to keep members informed and host the conference if feasible o In the event that that the conference is cancelled by the conference host, all financial obligations would remain the responsibility of the conference host Additional Information 1. Required Deliverables of Host Institution Pre-conference Weekly reports of registrations, exhibit sales and sponsorship sales Frequent feedback about the conference development via conference calls with the CHRIE Central Federation Executives On-site Produce identification badges and holders for attendees, guests, and other designated personnel Provide on-site staff to serve as hospitality ambassadors, hotel and venue management assistance, attendees on-site registration, scheduling, etc. Post-conference Conference evaluation Aid with planning the following year s event Finalize and provide final financial report outlining all transactions Conference report detailing number of registrants and attendance broken down geographically and by individual institutions/organizations 2. Due Date: For guaranteed consideration, send your proposal to agrayson@chrie.org and/or CHRIECentral@gmail.com. 2019 proposals must be received by 5:00 p.m. Eastern Standard Time (EST) on March 23, 2018 2020 proposals must be received by 5:00 p.m. Eastern Standard Time (EST) on May 23, 2018 2021 proposals must be received by 5:00 p.m. Eastern Standard Time (EST) on July 23, 2018 3. Notification Date: The organization with the accepted proposal will be notified no later than 30 days after submission deadline.

Proposal Evaluation/Selection Criteria Criteria Points 1 Experience with meetings and events or proven service and track record, current 15 workload, conference logistics, and ability to undertake the task associated with the conference planning and execution 2 Host location and venue as well as plan to overcome any potential disadvantages 15 associated with the location and venue 3 Conference program and other activities for entertainment and/or tourist attractions 15 4 Clearly demonstrated understanding of the work to be performed and special experience, 10 technical capabilities, professional competence, and the ability of staff assigned to each task 5 Stakeholders/sponsorship support and management 10 6 Sales and marketing of meetings and events 10 7 Cost of event to ICHRIE members (i.e., hotel rate, transportation, and local cost of living) 10 8 Cost of event to Central CHRIE Federation (the lower the better) 10 9 Quality of submission 5 Total 100