Organizations and/or institutions of higher education committed to service-learning and community engagement research are encouraged to submit a proposal to serve as hosts for the 2008 and 2009 International Research Conference on Service-Learning and Community Engagement, sponsored by the International Association for Research on Service-Learning and Community Engagement (the “Association”). Institutions interested in submitting a proposal to serve as host must indicate that the conference chair is a member of the Association (i.e. attended the 2006 Research Conference). The proposal criteria fall into 4 broad categories comprised of specific components that will be rated by a review committee. The components of this RFP are intended to help interested institutions carefully consider their resources, expertise, and ability to host a large international conference. Proposals are due June 15, 2007. Interested applicants must provide proposal narrative that addresses the following components.
Scheduling, Location and Facilities
- The calendar window for the conference is October through early November; proposals should include 3 dates.
- Proximity to airport and international access
- Airfare affordability
- Venue – ballroom, meeting rooms, catering, affordable rates
- Public transportation and/or walking proximity
- City attractions
- Optional tours/activities (concerts, sports, museums, etc.)
Institutional Capacity
- Infrastructural support – advertising/web, financial coordination of fees/costs
- Staffing – conference chair (must be a member of the association) and support personnel
- Presidential support and participation
- Publicity and outreach
- Demonstrated history of coordinating/hosting conferences
- Registration coordination
- Offer of in-kind and/or fiscal support/sponsorships
Experience and Leadership in Research on Service-Learning and Community Engagement
- Evidence of service-learning and community engagement programming and research conducted by the applying institution
- Evidence of participation of faculty, students, administrators, and staff at past service-learning and community engagement research conferences
- Identification of faculty chair with relevant research experience in service-learning and/or community engagement
- Capacity to organize/coordinate transportation for optional tours of service-learning or community engagement center, campus, community projects, and/or other sites
- Commitment to co-editing conference book with writing/publishing experience
- Evidence of international service-learning and/or community engagement activities
Conference Vision
- Theme
- Tentative keynote topics and speakers
- Innovative formats and strands
- Active involvement of emerging scholars and students
- Planning and printing program
- Identifying/recruiting reviewers for presentation proposals
Proposal Guidelines and Format
A brief explanation and description of the 4 categories and their components is provided below to assist interested institutions develop their proposal. The proposal narrative should: a) use 12 pt. font, 2) have one-inch margins, 3) include page numbers, 4) be single spaced, 5) include headings for each of the categories and their sub-components as shown in this guide, and 6) be limited to 12 pages. Proposals are due by June 15, 2007. A committee will review and rank each component of the proposal. Selected sites will establish a Memorandum of Understanding with the Association. The conference committee will make a recommendation to the Association Board for final approval in August 2007 and public announcement at the 2007 Conference in Tampa, Florida.
Location and Facilities
Proximity to airport and international access
The proposal must include information regarding proximity of the venue to a domestic and international airport. This includes ease of flight connections to and from the host city.
Airfare affordability
The proposal must include a current estimated range of airfare costs from the geographical corners of the United States and Canada to the host city and estimated international costs for various international cities from an array of continents at the time the proposal was developed. The review committee recognizes the variance and instability of airfares. This information can be provided in table format.
Venue – ballroom, meeting rooms, catering, affordable rates, A/V
The proposal must provide estimated costs for possible conference venues that include catering for meals/snacks for breaks, and sleeping room rates. The proposal must include the name/address/ website URL of possible hotels, a description of the meeting facilities at the identified hotels in terms of audience capacity for ballrooms, and meeting rooms at the various venue locations. Availability of audio/visual equipment must be provided. Venue materials and handouts may be appended. Please review the attached “Hotel Specifications” when seeking preliminary bids from potential venues and address as many of these specifications as possible.
Public transportation and/or walking proximity
The proposal should describe public transportation to and from the airport as well as within the city for after-conference activities. Mass transit fares and estimated cab fares should be included. A description of the walking area and distances of sites/activities within the venue should be included.
City attractions
In addition to professional development, conference attendees enjoy a variety of attractions in the host city. The proposal should provide a brief description of various attractions and unique features within the city that would appeal to conference attendees.
Optional tours/activities (concerts, sports, museums, etc.)
While the focus of the conference is on the research of service-learning and community engagement, the proposal will be strengthened with a brief description of possible optional tours or activities available to attendees or that the hosting institution would be able and willing to coordinate and provide. This could include concerts, sporting events, and museums.
Institutional Capacity
Infrastructure support
The proposal must demonstrate adequate infrastructure support for advertising, web page design and coordination, financial management of conference fees/costs.
Staffing
The proposal should include a list and description of critical staff including: a conference chair/faculty lead (main contact person/coordinator), clerical assistance, and student resources. A brief biography and vita of the conference chair should be included in an appendix. The conference chair should have a record of research in service-learning and/or community engagement and be someone who can provide substantial leadership and coordination of the conference. The conference chair must be a member of the Association (ie have attended the 2006 conference).
Presidential/Administrative support and participation
A letter from the President of the institution must be included in the proposal appendix. The letter should clearly articulate the role and participation of the president and/or other administrators in terms of a welcoming address, hosting a conference reception, and providing in-kind and/or financial resources that may include support of graduate students to assist in the planning and logistical coordination of the conference.
Publicity and outreach
The proposal must describe how the host institution will publicize the conference and coordinate outreach to presenters, participants, sponsors, students, and community partners.
Demonstrated history of coordinating/hosting conferences
The proposal should include a list and description of previous relevant conferences that have been hosted by the institution. The information should clearly articulate how this previous experience will be useful for this conference. This should include the name(s) of conference, the number of attendees, name/list of the venue (ballroom, meeting rooms) and costs.
Registration coordination
The proposal should articulate how registration will be coordinated and by whom on the conference support staff. Many institutions have units on campus (e.g. continuing education programs) with the capacity of processing registrations and related fees. The proposal should include the fee charged for this service.
Offer of in-kind and/or fiscal support/sponsorships
The proposal must include a description of in-kind and/or fiscal contributions on the part of the host institution. This should include a tentative plan for fundraising, soliciting and securing sponsorships from various funding agencies or organizations.
Experience and Leadership in Research on Service-learning and Community Engagement
Evidence of service-learning and community engagement programming and research conducted by the applying institution
The proposal should provide evidence of the institution’s programs for service-learning and community engagement as well as research in these two areas. A brief description of any organized center, service-learning courses, and/or community engagement initiatives should be included in the narrative.
Evidence of participation of faculty, students, administrators, and staff at past service-learning and community engagement research conferences
The proposal should include a list of faculty, students, administrators, and staff from the institution who have participated in, presented at, or attended previous service-learning and community engagement research conferences.
Capacity to organize/coordinate transportation for optional tours of service-learning or community engagement center, campus, community projects, and/or other sites of interest
In the past, conference attendees have appreciated and requested tours of campuses and centers. While not a requirement, the proposal is enhanced if it articulates the capacity to organize and coordinate transportation for optional tours of service-learning or community engagement centers, campus, community project sites, or other relevant sites of scholarly interest. A list of possible tours should be included. The narrative should include the availability and estimated cost of transportation and what conference staff would spearhead the tour operations.
Commitment to co-editing conference book with writing/publishing experience
The proposal must include an agreement and commitment by the conference host to serve as co-editor of the conference book. The narrative should include a brief description of the host’s experience in writing/editing/publishing scholarly work.
Evidence of partnerships regarding international service-learning and/or community engagement
While not a requirement, the proposal will be enhanced and strengthened if the narrative includes evidence of international partnerships for international service-learning or community engagement. This could include a list/description of relevant courses, collaborative research efforts with colleagues in other countries, technical support or consultation. The conference and Association are committed to facilitating international partnerships.
Conference Vision
Theme
The proposal should include a theme that reflects emerging research interests and issues within the fields of service-learning and community engagement. A brief description and rationale for the theme should be provided. The theme should be original, creative, and provocative.
Tentative keynote topics and speakers
The proposal should demonstrate that thought has been given to tentative keynote topics and speakers that can address the conference theme in a variety of contexts and ways. This could include policy makers, researchers, and other scholars who have played a key role in the research of service-learning and community engagement.
Innovative formats and strands
The proposal must provide a description of the formats that will be utilized. This should include consideration of innovative approaches for presentations, discussions, and dialogue. Topical strands (e.g. international, K-12, theory, etc.) should be identified, listed, and briefly described.
Active involvement of emerging scholars and students
The proposal must articulate methods to invite and include emerging scholars as well as graduate and undergraduate students who have been involved in the research of service-learning and community engagement.
Planning and printing program
The proposal must describe how the conference program will be organized and coordinated as well as the estimated cost of printing the hard copy agenda.
Identifying/recruiting reviewers for presentation proposals
The proposal should describe how it will identify, recruit, and coordinate reviewers for presentation proposals. The description should include selection criteria/rating systems, the review/selection process, and how applicants will be notified.
Appendices to Proposals
- Curriculum vita of conference chair
- Description/biography of support staff
- Venue information (specs, rates, etc.)
- Travel/tourism materials
- Letter of support and commitment from University President
Proposals are due by 3:00 p.m. Pacific Time, Friday June 15th, 2007 to:
By Mail or Express:
Marshall Welch, Ph.D.
Director – Lowell Bennion Community Service Center
University of Utah
200 Central Campus Drive – Room 101
Salt Lake City, Utah 84112-9100
By E-mail:
MWelch {at} sa.utah(.)edu (Please write 2008 IRCSLCE or 2009 IRCSLCE in subject line)
Please direct questions to Marshall Welch at MWelch {at} sa.utah(.)edu or 801-585-7826.
Hotel Specifications for International Research Conference on Service-Learning and Community Engagement
Dates and Format:
Format of preconference workshops Day 1, conference Day 2 morning though Day 4 noon.
Usual format is Friday to Monday or Saturday to Tuesday. Dates should be selected to avoid conflict with any other major educational conferences that draw similar audience, and should not conflict with the beginning of the semester/quarter and/or any major religious holidays.
The Conference:
It will draw primarily faculty, graduate students and academic administrators. Traditionally the participants are primarily US based, but with the 2006 conference the international participation was expanded to include a number of registrants from Canada, the UK, Australia, New Zealand, South Africa, Taiwan and China.
Anticipated attendance is 350-400 people attending sessions, only 20-30 of whom are local and do not need hotel sleeping rooms.
Locations:
The conference is an annual event that began in 2001. Past conferences have been held in Berkeley, CA (2001, Marriott), Nashville, TN (2002, Loews), Salt Lake City, UT (2003, Sheraton), Greenville, SC (2004, Hyatt), East Lansing, MI (2005, university hotel and Marriott), and Portland, OR (2006, Hilton, with overflow at Marriott and Paramount). 2007 is in Tampa, FL at a Marriott.
Hotel Requirements:
Hotel must have sufficient meeting room and sleeping room capacity to host the entire conference. Housekeeping must be performed daily in general session rooms, breakout rooms, and public spaces. General session facilities and breakout rooms must be refreshed between each concurrent session.
Other required hotel services:
- Complimentary on-site fitness center.
- Wireless access throughout hotel; at minimum Ethernet access in sleeping rooms.
- On-site gift/amenities shop.
- On-site business center with Internet capacity and access.
- On-site restaurant and lounge.
- On-site espresso cart or coffee shop.
Preferred hotel services:
- Complimentary or low-cost airport transportation
- Complimentary hotel shuttle within a 10-mile radius of the hotel
- Concierge services for restaurants, tourism information
Program Layout:
- Day 1 preconferences
- Days 2, 3 and 4: 2 blocks of 1.5 hours each per half day, with 7 concurrent sessions at a time (6 on Day 4 which is half day)
- Sit-down luncheon and opening Day 2
- Sit-down dinner Day 2 with plenary speaker preceded by brief reception (cash bar) and followed by sponsored dessert reception
- Continental breakfast Days 3 and 4
- Day 3 sit-down luncheon and post-lunch plenary
- Day 3 afternoon second half (3:30 – 5:00) is poster session with refreshment break; no competing breakouts
- Day 3 late afternoon President’s reception at host campus (not hotel)
Sleeping Room Block (minimum):
Night prior to Day 1 — 75
Day 1 — 150
Day 2 — 150
Day 3 – 125
Room rates should be comparable to best available government rate, and offer a single rate for single/double occupancy.
Rates should be available 4 days prior and 4 days after conference dates.
Rooms will be booked directly with hotel by guests via 800 line and/or website, and will be direct billed to attendees.
Complimentary Rooms and Amenities:
Hotel should offer 1 complimentary room-night per 40 room-nights booked. Use of these complimentary units will be applied during the conference.
Hotel proposal should also address complimentary suites, upgrades, VIP amenities.
Complimentary parking passes should be provided for up to 4 conference staff.
Audiovisual Needs:
This is an academic group, and sessions are audiovisual intensive with most people using LCD projectors. Plenary sessions will require stage, microphones, possible other equipment. Concurrent sessions all require LCD projectors and screens; presenters use their own computer.
For concurrent breakout sessions, LCD projectors should be provided to every presenter. Other equipment for concurrent sessions should be made available to presenters at rental charge. The hotel bid should offer the price for AV services at the hotel providing the LCD projectors; it may also be feasible for the host institution to provide these at a discounted price, providing the hotel does not prohibit bringing in outside equipment. Comparative prices should be quoted.
The hotel should provide 4 complimentary walkie-talkies or equivalent system used by hotel conference staff to the host conference staff.
Meals Guarantee:
25 lunch Day 1
350 refreshment breaks Day 2 and Day 3 morning and afternoon
350 lunch Day 2 and Day 3 and dinner Day 2
300 continental breakfast Day 3, 200 continental breakfast Day 4
Estimated costs for meals should be based upon:
Meals are to be healthy and adequate and prices must include beverages, taxes, service charges, and gratuities. Provide a sample menu for each meal listed below.
- Continental Breakfast
- A.M./P.M. Break Package to include combination of coffee, tea, water, fruit, cookies (PM only), sodas (PM only), other suggestions (PM only)
- Hot Plated Lunch to include salad, entrée, roll, dessert, and beverage (water, tea, and coffee).
- Evening Reception to include a selection of hot and cold appetizers, fruit platters, cheese platters, and nonalcoholic beverages; also include prices for cash bar.
- No charges for bartenders, wait staff, or food station attendants.
Meeting Space Needs:
Room for preparing registration materials, all day of the day prior to Day 1
Room to serve as office, Day 1 7:00 a.m. through Day 4 1:00 p.m. (24 hour hold)
Day 1
Foyer for registration, with 2 tables for registration
Space for preconferences – one all day at 25, 4-6 afternoon with range from 20 to 40
Day 2
Foyer for registration, with 2 tables for registration
6-8 tables for tabletop exhibits just outside of main plenary room
9:00 – noon, 7 rooms to hold 30-50 each
noon – 1:30, lunch rounds
1:30 – 5:00, 7 rooms to hold 40-50 each
6:00 – 9:00, brief reception first (foyer), then dinner with speaker; follow with dessert reception/cash bar in foyer
Day 3
Foyer for registration, with 2 tables for registration area
6-8 tables for tabletop exhibits just outside of main plenary room
7:30 – 8:30 continental breakfast
8:30 – noon, 7 rooms to hold 30-50 each
noon – 1:30, lunch rounds
1:30 – 3:30, 7 rooms to hold 30-50 each
3:30 – 5:00, poster session in ballroom/large plenary setting (set up for posters around periphery)
Day 4
Foyer for registration, with 2 tables for registration
6-8 tables for tabletop exhibits just outside of main plenary room
7:30 – 8:30 continental breakfast
8:30 – noon, 6 rooms to hold 30-40 each
