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