Guidelines and Procedures for Hosting the Community Development Society Annual Conference Community Development Society 17 South High Street #200 Columbus, Ohio 43215 Tel: (614) 221-1900 x 217 Fax: (614) 221-1989 CDS@AssnOffices.com http://comm-dev.org
Table of Contents The Organization... 1 Procedures for Making a Bid... 1 Guidelines for Submitting a Bid or Proposal to Host... 2 Criteria for Selection of Conference Site and Local Host... 3 Financial Considerations for Hosting a CDS annual Conference... 4 Facility Specifications for a CDS Annual Conference... 4 General Responsibilities of the Local Host Committee... 5 Options for Co-Hosting or Co-Locating with Other Organizations... 6 Resources.....6
The Organization The Community Development Society (CDS) is a membership organization providing leadership to professionals and citizens across the spectrum of community development. CDS members represent a variety of fields: education, health care, social services, government, utilities, economic development, citizen groups, and more. The Society s annual international conference provides members with multiple opportunities to learn what's new in the profession, to exchange ideas, to obtain the most current research and reference information available, and to share professional expertise. We view community development as a profession that integrates knowledge from many disciplines with theory, research, teaching, and practice as important and interdependent functions that are vital in the public and private sectors. Furthermore, the CDS annual conference is itself a community development tool, offering a concentration of community development skills and expertise that can be tapped for local needs and interests. Local host sites are encouraged to use attendees as community development consultants or experts for local groups or constituents, providing opportunities for true interaction and dialogue with local practitioners. The Board of Directors of the Community Development Society invites interested organizations and institutions from any community, state, region, province, chapter, or country to consider hosting an annual conference. This bid document outlines procedures and requirements for hosting a CDS conference, guidelines for submitting a bid, and criteria for selection of a conference site and local host. Procedures For Making A Bid Three to five years prior to the proposed Annual Conference, a letter of interest or intent to bid should be sent to the Chair of the Site Selection Committee. The letter of interest must address the following: Why the host organization feels CDS should consider this site. Community development challenges, successes, or issues in the proposed location that would engage community developers and enhance the professional development of CDS members. Level of support from CDS members in the host location. Possible location(s) within the state, region, province or county, and a brief description of the respective locations attractions, amenities, and available facilities. Include a letter of support from the administration of the host organization/institution(s). Following review by the Site Selection Committee, the Letter of Interest will be presented, with recommendations, to the CDS Board at the next scheduled meeting. Following an affirmative vote by the Board, the host organization will be invited to submit a formal written bid or proposal to host the CDS Annual Conference in accordance with the guidelines contained in this document. The proposed local host organization or institution will be invited to make a formal presentation, in person, to the CDS Board at the next scheduled board meeting during the CDS Annual Conference The Board will make the decision regarding acceptance of the Letter of Intent and whether to offer an invitation to submit a bid or proposal to host. The proposing organization will be notified of the decision, in writing, by the CDS President. Conference Host Guidelines -1-2/8/2006
Guidelines for Submitting a Bid or Proposal to Host Upon acceptance of the Letter of Intent and an invitation to bid by the CDS Board, the Local Host Committee and local hosting organization/institution(s) will prepare a formal written bid or proposal to host the CDS Annual Conference in the year agreed upon. It must be submitted within the timeframe specified by the Board in its notification of acceptance. The proposal forms the basis for negotiations, and eventually the Memorandum of Agreement, between CDS and the Local Host Organization/Institution. The proposal must address all of the following elements: 1. Describe how the proposed location is reasonably accessible to the membership. Indicate a) major airports or transportation hubs, b) airlines serving the area along with estimated costs, c) other transportation options along with estimated costs of these options. 2. Provide a detailed description of the proposed conference venue/facility including rates, services, and amenities. If the conference meeting venue/facility will be separate from the conference lodging/hotel facility, provide the required information on both venues. (See Facility Specifications for a CDS Annual Conference.) 3. Describe opportunities for attendees to view community development in a variety of settings (e.g., rural, urban, metropolitan, non-metropolitan, etc.). Include possible topics/locations for tours or mobile learning workshops (MLW). Please estimate any additional costs that may be incurred for tours or MLW. 4. Provide a detailed description of any unique community development challenges, successes, or issues in the location/region that would engage community developers, CDS members, and conference attendees. 5. Describe attractions, amenities, and available facilities that the location offers that would be interest to conference attendees and guests. Include possible pre- or post-conference sightseeing or attractions unique to the location or region. 6. Provide location, description, and estimated costs for affordable housing/lodging alternatives for students and other members with limited support. If transportation will be needed to the conference venue from alternate housing locations, please describe how that will occur including any cost estimates. 7. Describe the capacity and expertise of the Local Host Committee and hosting organization to work jointly with the CDS Program Committee to plan and execute the annual conference. Include information on previous experience organizing conferences of similar size and type. If known, describe the expertise and experience of individual members of the Local Host Committee. 8. A successful annual conference is dependent on securing revenue from a variety of sources to cover all costs of the conference. Registration fees that are affordable to a majority of Society members and community developers are not, by themselves, sufficient to cover all such costs. Therefore, other sources of revenue, including local sponsorship contributions must be obtained. Provide detailed plans for how the Local Host Committee will raise the necessary supplemental local funds needed to support the conference. Include past successful fundraising efforts of a similar nature. (See Financial Considerations for Hosting a CDS Annual Conference.) 9. Conference promotion is critical to the success of the CDS conference. Describe how the Local Conference Host Guidelines -2-2/8/2006
Host Committee will reach out to local community development groups, practitioners, and constituents to assure their involvement in the conference. Include proposed plans for marketing to local constituencies and other potential attendee groups unique to the local area or with connections to the Local Host Committee and host organization, in coordination with the CDS Program Committee. List unique target markets, if known. 10. Provide details for how either the Local Host Committee, host organization/institution, or conference venue can provide services and support to international attendees, non-native language speakers, and those with special needs (e.g. sign language interpretation, wheelchair accommodation, services for the blind, etc.), if requested. Include estimated costs for such services, and a description of the service provider. 11. Describe the level of support from CDS members in the host location and on the Local Host Committee, and their potential roles in conference planning and execution. Committee member names may be provided, if known. 12. Describe in detail the types(s) and level of support from the administration of the host organization/institution(s). Letters of support or affidavits on commitment may be provided. 13. Provide any supporting documentation and other pertinent information regarding the site, facilities, and the location, including brochures, maps, and affidavits that will help the CDS Board in its deliberations. 14. Optional: Describe whether satellite links, other telecommunication technology, or multiple conference sites can be made available for those CDS members and potential attendees not able to travel to off-shore conferences when there is an international host. This would also include the use of telecommunication technology for linkages for any annual conferences. Criteria For Selection of Conference Site and Local Host In selecting the location for the annual conference and the host organization, the CDS Board will assess the extent to which the location is reasonably accessible to the membership; the conference venue has reasonable rates and services within the financial means of the membership; the location maximizes the opportunity for attendees to view community development in a variety of settings (e.g., rural, urban, metropolitan, non-metropolitan, etc.); the location presents community development challenges, successes, or issues that engage community developers and enhance the professional development of CDS members; the location offers attractions, amenities, and available facilities of interest to CDS members and guests; the location offers affordable housing/lodging alternatives for students and other members with limited support; the Local Host Committee and hosting organization have adequate capacity and expertise to work jointly with the Program Committee to plan and execute the annual conference; the Local Host Committee has the capacity to raise supplemental local funds to support the conference; the Local Host Committee can adequately reach out to local community development constituencies to assure their involvement in the conference; the Local Host Committee and conference venue can provide services and support to international Conference Host Guidelines -3-2/8/2006
attendees, non-native language speakers, and those with special needs, if requested; there is an adequate level of support from CDS members in the location and on the Local Host Committee; there is an adequate level of support from the administration of the host organization/institution(s). Financial Considerations for Hosting a CDS Annual Conference The CDS Policies and Operations Guidelines (POG) state that the goal is an annual conference that is selfsustaining with a budget and fees set to recover annual conference costs only. A successful annual conference is dependent on securing revenue from a variety of sources to cover all costs of the conference. Registration fees that are affordable to a majority of Society members and community developers are not, by themselves, sufficient to cover all such costs. Therefore, a successful conference requires that other sources of revenue, including local sponsorship contributions, be obtained. The Host Committee will be responsible for solicitation of local sponsors for the conference. These sponsorships may include in-kind donations and financial contributions. CDS shall not be required to solicit sponsors for this conference. All sponsorship dollars raised by the Host Committee will support the conference, be included in the budget, and be reported by the Treasurer. CDS will consider proposals in which the Society assumes total financial responsibility for the Annual Conference, or in which there is sharing of Annual Conference profit or loss. In the event that a financial surplus or deficit is realized from the conference, after all conference revenue has been received and after all bills have been paid, a division of profit or loss will be applied through a formula negotiated between CDS and the Local Host Organization(s). Facility Specifications for a CDS Annual Conference The proposed venue for the CDS Annual Conference might be a hotel large enough to provide lodging, meeting and plenary sessions, and meal and banquet functions. A meeting or convention center, university conference center, or similar venue may be proposed for the plenary, breakout, meal and banquet functions, with a separate hotel venue for lodging. If the latter, the venues should be within reasonable proximity of each other. Please attach a brochure, facility floor plan(s) or sketch(es) that identifies and describes the following for both the Meeting and Lodging Venue: Meeting Venue A facility large enough to accommodate 300-400 attendees A minimum of five to eight breakout rooms for concurrent sessions Rooms/auditoriums seating 300-400 persons. Provide the actual capacity Breakout rooms for concurrent sessions, including number and location Registration area for attendee information and services Two or three small rooms to accommodate 15-20 people for committee or special meetings CDS Board meeting room Exhibit and display area (preferably an area that can be used for networking/refreshment breaks and convenient to the registration area) An area convenient to the registration and exhibit area that encourages informal meetings among participants, preferably with benches, tables and chairs Banquet and meal locations Conference Host Guidelines -4-2/8/2006
Available of audio-visual equipment and support services Given that the conference is held in a private for-profit facility, a smoke-free conference shall be the goal of the Local Host Committee and the Society. To the extent possible a smoke-free conference general assembly area, exhibit area, registration area, and small meeting rooms will be provided. Lodging Venue A block of sleeping rooms consistent with previous conferences of similar size (See Analysis of Past Five Years for a description of room pick-up) Optional Hospitality Room One to three suites or rooms available for receptions (officers, chapters, etc.) On-site restaurant or nearby choices for non-conference meals. A hotel shuttle or other convenient modes of transportation for hotel guests to travel to and from the airport or other places of interest. Hotel or nearby parking options. A business center or similar in-room technology for computer use. Provide single and double room rates and possible cut-off dates and deadlines. To the extent possible hotel rates should be locked in a year or two prior to the conference. General Responsibilities of the Local Host Committee Responsibilities of the Local Host Committee begin once the CDS board has accepted a proposal for hosting the CDS Annual Conference. The CDS Program Committee and the Local Host Committee will cooperate in the planning and carrying out of the program. Clearly, the most important aspect of developing a successful annual conference is a willingness to communicate and cooperate in an open and friendly manner, and to fulfill the responsibilities within the established time lines. The Local Host Committee will appoint a Chair who will serve as the Host Organization s official representative. All official communications between the Society, the CDS business office, and the Local Host Organization will go through the Local Host Committee Chair. The Local Host Committee will carry out all the planned elements contained in the proposal, in cooperation with the VP Program. It is desirable that the chair or other members of the Local Host Committee have been involved in the preparation of the proposal and in previous CDS conferences. Ideally, the Local Host Committee is established at the time of the proposal process, as planning a successful CDS Annual Conference can take two to three years. The Committee should be representative of local organizations and individuals who can make a contribution to the conference and provide linkages to those whose participation can enhance the program. The Committee may establish such local subcommittees or work groups as are necessary to plan and implement a successful conference. These may include, but are not limited to Publicity and Marketing, Fundraising and Partnerships, Transportation and Lodging, Exhibits, Hotel Logistics and Meals, Tourism and Guest Activities, or Special Needs. The Local Host Committee will extend a formal invitation and promote the conference to the CDS membership at a time designated during the Annual Conference in the year immediately preceding. Other periodic promotion to CDS members of local attractions should be coordinated with CDS mailings, e-mail postings, and publication in the Vanguard to provide timely information as economically as possible. In most cases, the Local Host Committee will host the CDS fall Board Meeting immediately preceding the annual conference at the conference site. This provides an opportunity for Board members to tour the venue(s), meet Local Host Committee members, and receive progress reports. Conference Host Guidelines -5-2/8/2006
The Local Host Committee will provide periodic reports to the CDS Board through the VP Program, as well as a final report that serves as an evaluation of all local committee activities, challenges, and results. Local Host Committee members should share their insights with next year s Local Host Committee. Specific responsibilities of the Local Host Committee are detailed in the Memorandum of Agreement. Options for Co-Hosting or Co-Locating With Other Organizations CDS will consider proposals for co-hosting or co-locating the CDS conference with other similar organizations, if that is the intent of the bidder. Proposals of this type need to detail what the bidder needs to get out of the conference (such as profits, new members, etc.), and the minimum requirements (such as an awards banquet, business meeting, etc.) as well. Bids for co-hosting are more than just holding our respective conferences in the same location, and should, therefore, identify common ground between organizations and what can be shared by both memberships. Resources The following resources can be found on the Community Development web page http://comm-dev.org and should be thoroughly reviewed by the potential host committee or host organization before submitting a proposal to host a CDS Annual Conference. Past Conference Programs Analysis of the past 3-5 year s conference content/format Analysis of the past 3-5 year s conference budget Evaluation reports from previous Local Host Committees Sample Memorandum of Agreement Time Line Conference Host Guidelines -6-2/8/2006