NAGPS Regional Conference Bids

Official NAGPS Call for Regional Conference Bids (pdf)

Please follow the recommended guidelines when preparing a bid for a 2012 Regional Conference, adopted from the NAGPS By-Laws and Standard Operating Procedures.

An example of previous regional conference bids and supporting documentation can be found below:

• 2011 Midwest - University of Cincinnati
• 2011 Southeast - Johns Hopkins University
• 2010 Northeast - Carnegie Mellon University & University of Pittsburgh

Please follow the recommended guidelines when preparing a bid for the 2012 Regional Conference, adopted from the NAGPS By-Laws and Standard Operating Procedures.

NAGPS requests that potential Regional Conference Coordinating Councils (RCCCs) submit a letter of approval from their governing student body to the NAGPS Executive Committee and Regional Chair prior to the bid selection process.  NAGPS requests the letter be submitted no later than October 1, 2011.

This letter shall provide:

• Approval of the organization to host the regional conference; this can include approval from your GPSO, Dean, or Administrator.
• A named Director of Regional Conference to coordinate planning and volunteers of the regional conference (the Director must be a member of the host organization)

During the respective Regional Membership Meeting, potential RCCCs shall present their proposal to the membership.  Please limit your presentation to no more than 10 minutes and 10 slides. The presentation shall include, but is not limited to:

1. Dates of conference (must occur between 1 March and 31 April).
2. Location and member organization overview.
3. Meeting facilities.
4. Accommodations.
5. Projected budget.
6. Projected expenses for an attending organization.
7. Name of the Director of Regional Conference.
8. Required assistance from the Association.
    

Time will be allotted for questions on each proposal.  After all regional bid presentations have concluded, there may be a closed discussion followed by a vote of the membership.  The majority vote of the regional membership will elect the Regional Conference Coordinating Council.

Responsibilities

The RCCC must assist the Director of Regional Conference in completing all tasks necessary to carry out conference proceedings. The Regional Conference Coordinating Council should assemble conference notebook containing information about the activities and structure of the Regional Conference for the next RCCC.

1. RCCCs must submit the aforementioned letter no later than January 15^th.
2. RCCCs shall secure funding for the conference.  It is the responsibility of the host school to lead fundraising efforts. All fundraising and other partners must be submitted to the Board of Directors, which reserves the right to reject any partnership.
3. RCCCs shall adhere to the NAGPS Constitution, Bylaws, and Standard Operating Procedures.
4. All approved written and verbal communications to host the conference are binding. Due to the cost incurred for advertisement, recruitment and sponsors notification of cancellation shall be given in writing at least 30 days prior to the conference date and only upon extenuating circumstances beyond the control of the RCCC or NAGPS.
5. RCCCs shall submit a detailed list of conference expenditures, as well as a determination of how each expenditure will be paid (registration fees, local funding, etc.) for approval by the Board no less than 14 days prior to the regional conference.  Therefore, this expenditure list should be submitted prior to the 14-day deadline in case multiple iterations are required.

Benefits

• The conference registration fee will be waived for members of the RCCC.
• Extra funds in excess of all conference expenses will be divided between the RCCC and NAGPS as a percentage of monies allocated and raised for the regional conference.
• The regional conference registration fee shall be waived for two persons form the RCCC at the next regional conference.

Please submit your letter of approval to host a 2012 NAGPS Regional Conference to excomm [at] nagps.org by October 1, 2011.

For additional questions regarding the bid process or NAGPS Standing Polices, please contact Denise Philpot (finance [at] nagps.org) or Jon Kowalski (president [at] nagps.org).