SOPHE Annual Meeting Application and Selection Guidelines. Application Due: 6/14/2013

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1 SOPHE Annual Meeting Application and Selection Guidelines Application Due: 6/14/2013 The Annual Meeting supports professional development by presenting new ideas and techniques; providing continuing education opportunities for professionals who do not have immediate access to key leaders in the field; providing visibility to SOPHE in various regions of the country; and raising non dues revenue to support SOPHE s mission and activities. Since transitioning to a single annual conference, SOPHE will consider applications from chapters and proposals for specific cities to serve as host locations for the 2015 Annual Meeting. RECENT & UPCOMING SOPHE CONFERENCES 2005 (Midyear) Boston, MA; Attendance: 220; Co Sponsor/Chapter: Society for Behavioral Medicine & New England SOPHE 2005 (Annual) Philadelphia, PA; Attendance: (Midyear) Las Vegas, NV; Attendance: 509; Chapter: Nevada SOPHE 2006 (Annual) Boston, MA; Attendance: (Midyear) Seattle, WA; Attendance: 650; Co Sponsor/Chapter: Directors of Health Promotion & Education/IUPHE/NARO & PNW SOPHE 2007 (Annual) Alexandria, VA (Washington, DC); Attendance: (Midyear) Chicago, IL; Attendance: 378; Co Sponsor/Chapter: CDC & Illinois SOPHE 2008 (Annual) San Diego, CA; Attendance: (Midyear) New Orleans, LA; Attendance: 267; Chapter: Delta SOPHE 2009 (Annual) Philadelphia, PA; Attendance: (Midyear) Atlanta, GA; Attendance: 567; Co Sponsor: Prevention Research Centers/CDC 2010 (Annual) Denver, CO; Attendance: (Midyear) Albuquerque, NM; Attendance: 300; Co Sponsor: NACDD 2011 (Annual) Arlington, VA (Washington, DC); Attendance: (Midyear) Nashville, TN; Attendance: 186; Co Sponsor: CDC Healthy Aging Research Network 2012 (Annual) San Francisco, CA; Attendance: (Annual) Orlando, FL; Attendance: (Annual) Baltimore, MD Application Procedures/Process 1. National SOPHE issues call for proposals. Anyone/any location may submit a request to be a SOPHE meeting site. 2. The Site Selection Committee scores criteria for Phase I and II for each submission. 3. Based on scoring, the Site Selection Committee will forward the top 2 3 sites to SOPHE staff for evaluation of Phase III criteria. 4. The Site Selection Committee will make recommendations for locations to the SOPHE Board of Trustees for a vote.

2 SOPHE Annual Meeting Application Requirements The following criteria are to aid the Site Selection Committee in determining where, when, and how the conference should be conducted and its relation to the overall mission of SOPHE. The criteria are meant to convey a positive approach toward the end result, an effective and profitable Annual Meeting, and to help make the selection process fair to all interested cosponsors. The Site Proposal Application takes into account several factors that cumulatively predict the success of an annual meeting venue. Many of these criteria are scored and weighted in an attempt to objectively compare proposed venues. Others are informational and provide a more subjective assessment of the anticipated success of a venue. Phases I and II of the review focus on eligibility and site information, respectively. During these phases each location will be scored broadly on the following criteria: City/State Issues Historical Perspective (Relative to any previous SOPHE meetings held in the location) SOPHE National and Chapter members living in the region Accessibility and affordability of lodging and transportation Desirability/draw of location to attract attendees Once these criteria are scored by the Site Selection Committee, the top 2 3 locations will be forwarded to SOPHE staff to conduct Phase III of the review, an evaluation of the availability and feasibility of each, e.g. confirming appropriate meeting space/hotel room availability on desired dates. The Site Selection Committee will make a recommendation to the Board of Trustees for a vote. Applicants should complete and return the attached form to the attention of the SOPHE Site Selection Committee (amcelvaine@sophe.org) no later than June 14, The Site Selection Committee will present its recommendation to the Board of Trustees at its August 14, 2013 meeting. Those who submit a proposal will be notified via of the final selection by September For transparency, the site selection scoring key and weighting system used by the Site Selection Committee is attached to this call for proposals.

3 SOPHE 2015 Annual Meeting Site Proposal Site Name Submitter Contact Info: Eligibility City/State Issues SUBMITTER RESPONSES Are the city/state/location legal and social policies aligned with SOPHE's mission, vision, resolutions, and policies? (Y/N) Identify any legal or social policies not in alignment. (List) Historical Perspective Has there been a SOPHE or other public health conference in this city/state during the past 5 years? (Y/N) Site Information SOPHE Chapter/Members Is there an active SOPHE chapter in good standing? (Y/N) If yes, does chapter provide a letter of support with willingness to assist? (Y/N) How many National SOPHE members live in this state? How many Chapter members live in this state? How many National SOPHE members are within 300 miles? How many Chapter members are within 300 miles? Lodging/Transportation Price range of hotels in the location? Distance of city/location from the airport (in miles)? Are there multiple transportation options? (Y/N) If yes, please list: What are the average transportation costs? How many airlines fly into this city? How many nonstop destinations? How many daily departures? Page 1 of 2

4 SOPHE 2015 Annual Meeting Site Proposal Desirability of Location How many appropriate venues are available for the awards banquet? Are there at least three tourist attractions in the area? (Y/N) List top tourist attractions. Is there going to be another national health education/public health conference in this city the same year? (Y/N) If yes, which organizations and what dates? Supporting Information Please attach any additional or supporting information to the application. Page 2 of 2

5 SOPHE MEETING SITE POLICY (ver 2, rev ) Identifying Meeting Site A SOPHE meeting location may be held in the same city in conjunction with an annual meeting of a collaborating partner pre-identified by the Board of Trustees. In the case that the proposed city or state has adopted legal and social policies that are in conflict with SOPHE s mission, vision, resolutions, and policies adopted, then the Board of Trustees may ask the Meeting Planning Committee to explore other locations for the meeting. In the case that the proposed venue or related industries are on strike or anticipate strike, then the Board of Trustees may ask the Meeting Planning Committee to explore other locations for the meeting. Relocation of a meeting site must carefully consider the trade-offs between supporting SOPHE s commitment towards social justice and equity with contractual, legal, and fiscal commitments. Working in conjunction with the Executive Committee, the CEO, and appropriate local chapter representation, the Meeting Planning Committee will identify alternative meeting locations, including justifications, and propose to the Board of Trustees.

6 APPENDIX SOPHE 2015 Annual Meeting Site Selection Scoring Key PHASE I Eligibility SCORE WEIGHT City/State Issues Are the city/state/location legal and social policies aligned with SOPHE's mission, vision, resolutions, and policies? (Y/N) Identify any legal or social policies not in alignment. (List) N= 1 10 Total City/State Issues Historical Perspective Total Historical Perspective Total PHASE I Eligibility PHASE II Site Information SOPHE Chapter/Members Has there been a SOPHE or other public health conference in this city/state during the past 5 years? (Y/N) Is there an active SOPHE chapter in good standing? (Y/N) If yes, does chapter provide a letter of support with willingness to assist? (Y/N) How many National SOPHE members live in this state? (Enter number; not scored) How many Chapter members live in this state? (Enter number; not scored) How many National SOPHE members are within 300 miles? (Enter number; not scored) How many Chapter members are within 300 miles? (Enter number; not scored) Total SOPHE Chapter/Members Score Lodging/Transportation Price range of hotels in the location? (< $200 or >$200) Distance of city/location from the airport (in miles)? Are there multiple transportation options? (Y/N) N= 2 5 Y = 2 N= 1 1 Y = 2 N= 0 1 >$200 =1 $200=0 2 <15 = =1 30=0 2 N= 0 2 If yes, please list: What are the average transportation costs? (<$50 or >$50) How many airlines fly into this city? (Enter number) How many nonstop destinations? (Enter number; not scored) How many daily departures? (Enter number; not scored) Total Lodging/Transportation >$50 =1 $50=0 2 >10 =2 5 9=1 1 4=0 2 Page 1 of 2

7 APPENDIX SOPHE 2015 Annual Meeting Site Selection Scoring Key Desirability of Location How many appropriate venues are available for the awards banquet? (Enter number) Are there at least three tourist attractions in the area? (Y/N) Is there going to be another national health education/public health conference in this city the same year? (Y/N) Total Desirability of Location Total PHASE II Site Information PHASE III SOPHE Review Resource Availability Are there viable dates available in at least one hotel? (Y/N) 6 =2 3 5=1 1 2=0 10 N= 0 10 Y = 1 N= 1 10 N= Automatic Disqualification Please list all available dates by venue. Are there normal weather related factors (Mar May) that could negatively impact attendance/participation? (Y/N) Are the available awards banquet venues financially feasible (in number and size)? (Y/N) Does the hotel have sufficient meeting rooms? (Y/N) Is the venue or related industries on strike or anticipated to be on strike? (Y/N) If SOPHE meeting was held previously in this city, was revenue generated (if known)? ("made money", "broke even" OR "lost money") (Attach revenue statement from SOPHE Treasurer) Total PHASE III Resource Availabiltiy TOTAL SCORE Y = 1 N= 1 N= 2 N= Automatic Disqualification Y = 1 N= 1 Made $ = 1 Broke Even = 0 Lost $ = 1 Page 2 of 2