2019 SENCER Summer Institute Request for Bids

Introduction:
In addition to being NCSCE’s premier faculty development opportunity, the SENCER Summer Institute serves as an opportunity to celebrate and expand the community of educators that we have attracted over the years. As such, the Institute has always been hosted by one of the institutions in the community. This gives the host institution the opportunity to showcase the SENCER-related work being done on their campus, raises the profile of SENCER practitioners at the institution by hosting a national conference, and co-sponsorship allows us to provide an affordable experience which contributes to the sustainability of NCSCE staffing and programs.

This year, we are offering members of our community the opportunity to bid to host SENCER Summer Institute in 2019. We are opening this process to get an understanding of the organizational and logistical assets throughout our community which may not be apparent to our staff. While we are collecting bids for SSI 2019, we will also use information collected in this process to consider venues for other meetings we may do in the future. We hope that the resulting Institute will be the latest in a long line of quality programs which have served our community well since 2001.

The 2019 SENCER Summer Institute will take place on August 1-4, 2019.

Criteria:
The ideal host of the 2019 SSI would have the following characteristics:

  1. Local and regional connections: The host institution would be located where there would be opportunities to engage with current and prospective members of the NCSCE community in the city, state, or region.
  2. Logistical ease: The host institution would be easy to reach for the many out-of-town participants, and the spaces we would use on campus would be convenient, modern, and close to each other. Travel between venues such as hotels and the campus would be possible via short walks, campus or hotel shuttles, or public transit.
  3. Low costs to participate: The host institution would be located such that travel and lodging costs would be as budget-friendly as possible for participants, and for facilitators being covered by NCSCE.
  4. Activities outside of SSI: The host would be near high-quality restaurants, bars, museums, and other cultural activities which participants could enjoy when not participating in the Institute.
  5. Low hosting costs: The host would be able to leverage campus relationships and conference-friendly institutional policies to secure meeting and dormitory space at as low a cost as possible to NCSCE. In exchange, NCSCE would provide a number of waived SSI registrations that is based on these incentives.

What is described in these criteria is the ideal host for a Summer Institute. We have had many enjoyable Institutes hosted by generous institutions in wonderful areas, but we have have never had an Institute which has maximized all of these criteria. We understand that there will be trade-offs, and that no venue is perfect. The questions asked as part of the bid process are geared toward helping us to evaluate each potential host along these lines.

SENCER Summer Institute Logistical Requirements

Campus requirements:

Wednesday, July 31st – Early arrivals to campus
Dining Space Needed: None
Classroom/Educational Space Needed: None
Dorm Space needed for the Evening: Up to 40 people in single rooms or suites.

Thursday, August 1st – Pre-institute meetings, Institute day 1
Dining Space Needed: Up to 75 people (breakfast and lunch), Up to 300 people (formal dinner)
Classroom/Educational Space Needed: 1 lecture hall or auditorium, up to 300 people (plenary session), with a registration area close by, 2-3 other classrooms for up to 40 people for other meetings
Dorm Space needed for the Evening: Up to 90 people in single rooms or suites. 

Friday, August 2nd – Institute day 2
Dining Space Needed: Up to 300 people (breakfast and lunch), up to 300 people (evening poster reception)
Classroom/Educational Space Needed: 1 lecture hall or auditorium for up to 300 people (plenary session), 8 classrooms with A/V for up to 50 people each (breakout sessions), one hall for the reception and poster session
Dorm Space needed for the Evening: Up to 90 people in single rooms or suites.

Saturday, August 3rd – Institute day 3
Dining Space Needed: Up to 300 people (breakfast and lunch)
Classroom/Educational Space Needed: 1 lecture hall or auditorium for up to 300 people (plenary session), 8 classrooms with A/V for up to 50 people each (breakout sessions)
Dorm Space needed for the Evening: Up to 90 people in single rooms or suites.

Sunday, August 4th – Institute day 4
Dining Space Needed: Up to 250 people (breakfast and lunch)
Classroom/Educational Space Needed: 1 lecture hall or auditorium for up to 300 people (plenary session), 8 classrooms with A/V for up to 50 people (breakout sessions)
Dorm Space needed for the Evening: Up to 20 people in single rooms or suites for late departures.

Miscellaneous campus needs for all days:

  • An office space which can accommodate 5-7 staff members, as well as supplies, preferably starting Monday or Tuesday prior to the Institute
  • Storage space for up to 1 week prior to the Institute for program books, other printed materials, memorabilia, and session supplies
  • Access to printing and copying equipment or facilities on campus

Hotel requirements:
Note: NCSCE will directly negotiate the hotel contract, but potential hosts will be asked to simply find out the capacity and cost of campus-adjacent hotels.

Night of Wednesday, July 31st – 50 rooms (for facilitators, staff, and early arrivals)
Night of Thursday, August 1st – 120 rooms
Night of Friday, August 2nd – 120 rooms
Night of Saturday, August 3rd – 120 rooms
Night of Sunday, August 4th – 15 rooms (for late departures)

Lodging space calculation:
We expect up to 300 people to attend SSI 2019, in total.

However, we expect about 15% of them to be local (45 people), and about 15% of them to double up in hotel rooms or use alternate lodging arrangements (45 people), hence needing 210 sleeping rooms across all spaces.

Next steps:

  1. Bids for SSI 2019 will be due on May 1, 2018.
  2. Once NCSCE staff reviews the bids, we will reach out to finalists for any additional information, if needed.
  3. Once we decide on a top finalist, we will schedule a 2-day site visit for the NCSCE Faculty Development Events Manager in June 2018 to view the spaces for the Institute, and meet with any necessary personnel at the institution and potential hotel partners.
  4. Once we make a final decision, we will work on a conference contract and make an announcement at SSI 2018 of the 2019 location.

Submitting a bid:
Please use this form to submit a bid for hosting the 2019 SENCER Summer Institute. Please note that bids must be submitted in partnership with a conference or events professional from your institution.

So that you can review the questions to gather information before making a submission, the bid questions are below: (click to expand)

SSI 2019 Bid questions

 

  • Basic information

 

      1. Institution name
      2. Institution address
      3. Your name
      4. Your title/position
      5. Your email address
      6. Name of the conference/events professional at your institution
      7. Full title of the conference/events professional
      8. Conference/events professional email address

 

  • Local and regional connections

 

      1. Has your institution ever hosted NCSCE or SENCER meeting(s) before?
        1. If so, what which meeting(s), about what topic(s) and how many participants attended?
      2. Does your institution currently partner with any other institutions or organizations locally or regionally on SENCER-related work?
        1. If so, with which institutions or organizations, and regarding what topics?

 

  • Logistical ease and costs of participation

 

      1. Transportation
        1. Which airport is nearest to your institution?
          1. How far away is it?
          2. How would you say most people move between the airport and your institution?
        2. Are there any alternate airports which people might use to reach your institution?
          1. How far away is it?
          2. How would you say most people move between this airport and your institution?
        3. Are there any Amtrak train stations which serve your institution’s local area?
        4. Is there any light rail or other public transit which serves your institution?
      2. On-campus meeting and classroom space
        1. Please provide a link to a campus map, so that we can understand the distance between various on-campus spaces as you identify them.
        2. What is the name of the space we would likely use for plenary sessions (seating 300)?
          1. Please provide a link to a website for, or photo of, this space.
        3. What is the name of the building(s) where the classroom space would likely be located (8 rooms holding up to 50 people)?
          1. Please provide a link to a website for, or photo of, an example classroom.
        4. What is the name of the space we would likely use for daily meals such as breakfast and lunch (seating 300)?
          1. Please provide a link to a website for, or photo of, this space.
          2. Is this space served by a cafeteria, or would outside catering be required?
        5. What is the name of the space we could likely use for formal dinners and/or poster sessions?
          1. Please provide a link for, or photo of this space.
      3. On-campus housing
        1. What is the name of the residence hall in which participants would likely stay?
          1. Please provide a link to a website for, or photo of, this space.
          2. What would be the nightly rate for:
            1. a single bedroom in this space?
            2. a bedroom in a suite in this space?
          3. Are linens included in this price?
            1. The quality of towels in on-campus housing has frequently been mentioned as a specific pain point in previous years’ evaluations. To avoid this, would you recommend your institution’s provided towels, or should we work together to purchase and distribute other towels?
          4. Would participants share restrooms?
      4. Hotel space
        1. What is the name of the hotel nearest to your campus?
          1. How many guest rooms does it have?
          2. So that we can make a comparison, what is the average nightly rate at the hotel for August 2-5, 2018? (Most hotels do not have August 2019 available yet)
          3. Is a shuttle to the campus provided?
          4. Is a shuttle to nearby airports, train stations, or public transit stations provided?
        2. What is the name of the nearest hotel with at least 180 guest rooms? (Generally hotels will not contract 100% of the rooms in their inventory at once, hence more than 120 rooms being needed at the hotel)
          1. How many guest rooms does it have?
          2. So that we can make a comparison, what is the average nightly rate at the hotel for August 2-5, 2018? (Most hotels do not have August 2019 available yet)
          3. Is a shuttle to the campus provided?
          4. Is a shuttle to nearby airports, train stations, or public transit stations provided?
        3. Are there any other hotels you would recommend?
          1. How many guest rooms does it have?
          2. So that we can make a comparison, what is the average nightly rate at the hotel for August 2-5, 2018? (Most hotels do not have August 2019 available yet)
          3. Is a shuttle to the campus provided?
          4. Is a shuttle to nearby airports, train stations, or public transit stations provided?

 

  • Activities outside of SSI

 

      1. Please indicate the name(s) of the nearest cluster(s) of restaurants, bars, and shops where participants would likely decide to socialize nightly outside of Institute sessions.
      2. Please list 3-5 attractions you think would be of most interest to SSI participants for socializing outside of the Institute sessions, or for Saturday afternoon activities.

 

  • Hosting costs

 

      1. According to your institution’s rules and policies about groups and conferences on campus, which is closest to how SSI 2019 would be classified, with your involvement as host? (multiple choice)
        • Fully internal group
        • Mixed internal and external group or sponsored group
        • External/outside group
        • Other (please specify)
      2. With this classification in mind, what would be the estimated cost(s) for the use of the following?
        1. Plenary session space for 300 (daily price for 2 hours of use)
        2. 8 classroom spaces per day for 50 people each (daily price per classroom for all-day use)
        3. Formal dinner and poster session venue (daily price for 3 hours of use)
      3. If SSI 2019 would be classified as something other than an external/outside group, what percentage of the full/external group price would be saved because of a partnership with your institution? (multiple choice)
        • 25% or less
        • 26-50%
        • 51-75%
        • 76%-99%
        • 100%

 

  • Other questions:

    1. Please let us know of any other information we should consider with regard to your bid.
    2. Would you be interested in potentially hosting a different NCSCE meeting in the future, in the case your institution is not selected for SSI 2019?