EXPRESSION OF INTEREST TO HOST THE 2014 NAO CONFERENCE

Transcription

1 EXPRESSION OF INTEREST TO HOST THE 2014 NAO CONFERENCE T: Frm: AHEC Prgram and Center Directrs Mary Sienkiewicz, MBA President, Natinal AHEC Organizatin Daphne Byrd-Verrizani, Anne Maynard, and Jacqueline Rllins-Wynn C-chairs, NAO Cnference Planning Cmmittee Re: Expressin f Interest t Hst the 2014 NAO Cnference Date: August 28, 2012 The Natinal AHEC Organizatin (NAO) invites AHEC Prgram Offices in cllabratin with their Centers t submit Expressins f Interest t Hst the 2014 NAO Cnference. Submissins will be reviewed and presented t the NAO Bard; up t three submissins will be invited t submit a prpsal t serve as Hst Site Partner and cllabrate with NAO Leadership (cnsisting f the NAO Bard, Headquarters and the Cnference Planning Cmmittee) n the 2014 NAO Cnference Expressins f Interest t Hst the 2014 NAO Cnference by partnering with the NAO Bard, Cnference Planning Cmmittee and NAO Headquarters n this natinal event must be received at NAO Headquarters by 5:00 PM Central Time n Octber 15, The 2014 NAO Cnference: The cnference will fcus n the prfessinal develpment and prgram develpment needs f AHEC prgram and center directrs, AHEC staff, bard members, students, preceptrs, and ther prgrams/individuals interested in AHEC cncerns. Apprximately participants will attend this cnference, inclusive f precnference wrkshps and an NAO bard meeting, spanning a three-t-five day perid, (Please nte that althugh meetings have traditinally been held during summer mnths, cnsideratin will be given t alternate times f the year). General Infrmatin: Biennially, NAO cnducts a natinal cnference cmprised f AHEC prgram and center directrs, AHEC staff, bard members, health prfessins students, preceptrs and ther interested partners. The cnference is a cllabrative effrt between the fllwing Partners: 1. The Natinal AHEC Organizatin, represented primarily by its President-Elect and the Cnference Planning Cmmittee C-Chairs; 2. NAO Headquarters, represented by staff frm Technical Enterprises, Inc. (TEI); 3. The Cnference Planning Cmmittee, cnsisting f:

2 A prgram directr and center directr c-chair; The AHEC prgram directr and center directr c-chairs f the NAO Awards Cmmittee; A representative frm each f the NAO cnstituency grups; Vlunteers frm thrughut the AHEC netwrk as appinted by the Cnference Planning Chairs; and Representatives f the NAO Educatin Cmmittee 4. The Hst Site, represented by the state AHEC Prgram Directr and affiliated AHEC Center Directrs. Eligible Hst Site Partners: Current federally funded AHEC prgram ffices in cllabratin with their affiliated AHEC Centers in gd standing are eligible t submit an Expressin f Interest t hst the 2014 cnference. NAO strngly encurages submissins by AHEC Prgram Offices and Centers that have paid their NAO membership dues. The selectin f the Hst Site will be heavily weighted in favr f NAO members in gd standing. Agreement between NAO and the Hst Site Partner: The Natinal AHEC Organizatin and the Hst Site Partner will wrk diligently t ensure the success f the cnference. The agreement shall als prvide that any funds generated beynd the actual expenses f the 2014 Cnference shall be distributed between the Hst Site and the Natinal AHEC Organizatin by negtiated agreement between the Hst Site and NAO. Cnversely, any lsses suffered by the Hst shall be evenly shared between the Hst and NAO by negtiated agreement. Selectin Prcess and Criteria fr the Expressin f Interest: The Expressin f Interest shall include: A statement cnfirming eligibility based n receipt f federal funding and NAO membership status. Letters f Cmmitment frm bth the AHEC Prgram Office and each affiliated Center indicating their interest and willingness t serve as the Hst Site. A Statement f Suitability cntaining a brief descriptin ( wrds) f the AHEC Prgram Office and affiliated Centers submitting the Expressin f Interest reflecting the AHEC missin; a brief descriptin ( wrds) f the prpsed Hst Site regin including infrmatin n hw that regin meets the interests/needs f participants; cnfirmatin f the availability f cnference venues and htel sleeping rms adequate fr hsting a three-t-five day cnference in r arund the summer f 2014 with attendees and a cnference prgram cnsisting f plenary sessins, wrkshps, seminars, exhibitrs, pster sessins and extracurricular activities. (Catering, audi-visual equipment/ supprt and access t lcal transprtatin shuld als be addressed.) Expressins f Interest (pdf. file frmat) must be received at NAO Headquarters n r befre Octber 15, 5:00 pm Central Time. Faxes will nt be accepted. Please frward Expressins f Interest t: p.rssmann@natinalahec.rg

3 Shrtlist Decisin Once the Expressins f Interest are received, cpies shall be distributed t the members f a review Sub-Cmmittee cmprised f representatives f all Partners, including the NAO Bard, the Cnference Planning C-Chairs and NAO Headquarters. Fllwing review and recmmendatin by the Sub-Cmmittee, the NAO Bard will select a maximum f three (3) Hst Site Candidates. This decisin will be made by Nvember 15, 2012 at 5:00 pm Central Time and annunced immediately. These parties will be given until December 15, 2012 at 5:00 pm Central Time t submit a 2014 NAO Hst Site Partner Prpsal cntaining but nt limited t Cnfirmatin f the availability f space fr the dates f the cnference prpsed in the Expressin f Interest; Descriptins f meeting rm space, rms, rates, and amenities; a Prjected budget fr: cnference venue expenses, catering/banquet expenses, A/V expenses, cnference insurance requirements, htel rm expenses/rebates, htel rm bking/cancellatin plicies, and extracurricular event csts/revenue. Details cncerning the Hst Site Partner Prpsal, including Budget Detail and Selectin Criteria, will be made available t Hst Site Candidates n Nvember 15, Selectin f a hst site candidate des nt empwer the candidate t make any agreement r cmmitment with a prspective venue. Hst Site Partner Decisin Once the Hst Site Partner Prpsals are received, cpies shall be distributed t the members f the review Sub-Cmmittee. The subcmmittee will make a recmmendatin t the NAO Bard, which shall make the final determinatin regarding selectin f the Hst Site Partner. The NAO Bard shall ntify the Hst Site f its selectin by the first Bard Meeting in January, The decisin will be cmmunicated t all Hst Site Candidates immediately and annunced publically via NAO Mnday Update fllwing the January Bard Meeting. In clsing, we hpe that AHEC Prgram Directrs and Center Directrs will seriusly cnsider this pprtunity and submit an Expressin f Interest t Hst the 2014 NAO Cnference. Questins cncerning the 2014 NAO Cnference, Expressin f Interest t Hst prcess will be addressed n a Technical Assistance Cnference Call September 10, 2012 frm 1:00 2:00 pm Central Time ( Passcde: #). Thank yu fr yur interest and supprt f NAO and its member AHEC prgrams/centers. We lk frward t hearing frm yu!

4 Hst Site Partner Candidate Selectin Criteria 1. Eligibility: Current federally funded AHEC prgram ffices in cllabratin with their affiliated AHEC Centers in gd standing are eligible t submit an Expressin f Interest t hst the 2014 NAO Cnference. Hst site selectin will be heavily weighted in favr f NAO members in gd standing. 2. Letters f Cmmitment: The applicant must express a willingness t assist the 2014 NAO Cnference Partners in the crdinatin, planning and executin f the cnference. This includes cmmitment t: A. Participating in all cnference calls f the Cnference Planning Cmmittee; B. Assisting with crdinatin f Planning Cmmittee visits t the Hst Site; C. Assisting with varius cnference-related activities such identifying exhibitrs/vendrs, mderating sessins, staffing registratin desk, assisting with IT supprt, cllecting evaluatins; D. Assisting with preparatin f a pst-cnference summary reprt E. Identifying lcal resurces/activities that will enhance cnference gals 3. Suitability: The applicant shuld discuss ptential facilities capable f accmmdating cnference participants and activities. This includes: A. Cnference Venue: The Cnference Venue must have adequate meeting facilities t reasnably accmmdate a natinal wrkshp. There shuld be breakut rms that can each accmmdate persns seated in classrm style. There shuld als be space fr plenary sessins fr r mre attendees. Additinal Cnference Venue needs include: a. Dedicated Registratin Areas; b. Message service; c. Space fr general cnference administratin d. Dining facilities (restaurants) n site that can reasnably accmmdate the number f participants and/r the eating facilities in clse prximity walking distance t the Htel/Cnference Venue. e. Exhibitr Hall r similar space; f. Audi/visual capability and supprt services; g. A ballrm capable f accmmdating all participants in a theatre-style setting as well participants seated in runds fr a meal. Other suitable cnfiguratins will be cnsidered. Space shuld als include an area fr exhibits and pster sessins. h. Althugh nt required, special cnsideratin will be given t submissins that indicate Cnference Venues bserve the Clean Indr Air Act r similar smke-free rdinances and that are cmpliant with ADA enhancements fr individuals with physical limitatins. B. Htel Rm Accmmdatins: The htel must be capable f supprting a blck f attendees ver a three-t-five day perid including additinal nights fr travel and lcal explratin. a. The Htel shuld have at least 550 sleeping rms fr the 2014 NAO cnference and be able t accmmdate frm 1,700-1,750 rm nights fr the duratin f the cnference. b. Ideally, the Htel shuld be adjacent t r within ne city blck f the Cnference Venue. If nt adjacent t the Cnference Venue, transprtatin t the Venue must be prvided at n cst fr individuals with physical limitatins. c. If mre than ne htel must be used, the verflw htel(s) shuld be in clse prximity, preferably less than ne city blck, t the Cnference Venue. The accmmdatins f the verflw htel(s) shuld be cmparable t thse f the primary htel.

5 d. Althugh nt required, special cnsideratin will be given t submissins that indicate Htels bserve the Clean Indr Air Act r similar smke-free rdinances and that are cmpliant with ADA enhancements fr individuals with physical limitatins. C. Transprtatin: The city r ther gegraphic area f the cnference must have suitable lw-cst public transprtatin facilities (airprts, grund transprtatin) r be therwise accessible t participants. An estimated cst f rundtrip airfare t the city frm majr hubs such as Atlanta, Chicag, Denver, Ls Angeles based n 2012 fares shuld be prvided. 4. Preliminary Budget: A Preliminary Budget based n a cnference spanning a three day perid, with a range f attendees shuld be drafted. Expenses and revenues assciated with the cnference shuld include but are nt limited t: The basic cnference registratin fee per persn Cnference Venue rental expense Fd/beverage expenses/revenue Cnference Venue Audi/Visual and Internet expenses Htel rm rates/rebates Organized extracurricular event expenses/revenue Prjected revenue frm lcal exhibitrs/vendrs

6 Rles and Respnsibilities: 2014 NAO Cnference Partner Rles & Respnsibilities 1. The Rles and Respnsibilities f the NAO Bard include but are nt limited t: Preparing a slicitatin letter t all AHEC prgram and center ffices ntifying them f the pprtunity t hst the 2014 NAO Cnference Reviewing Expressins f Interest and Hst Site Partner Prpsals in cllabratin with representatives frm the Cnference Planning Cmmittee and NAO Headquarters. Recmmending cnference themes, issues, and subject areas fr presentatin t the Cnference Planning Cmmittee; Finalizing selectin f three (3) ptential Hst Site Partners and making the final determinatin f Hst Site Partner (with input frm the Cnference Planning Cmmittee and NAO Headquarters); Finalizing terms f agreement with the Hst Site Partner regarding the distributin f any funds generated beynd the actual expenses f the Cnference; Reviewing cnference evaluatin summary reprts and develping recmmendatins fr future Cnference Planning Cmmittees; Entering int Agreement with the Hst Site Partner. The Agreement shall als prvide that any funds generated beynd the actual expenses f the Wrkshp shall be distributed between the Hst and NAO at a negtiated rate. Cnversely, any lsses suffered by the Hst shall be evenly shared between the Hst and the NAO at a negtiated rate. 2. The Rles and Respnsibilities f the Cnference Planning Cmmittee include, but are nt limited t: and; Wrking diligently with the NAO Bard, NAO Headquarters and Hst Site Partner t ensure the success f the 2014 NAO Cnference; Actively participating in the planning f the cnference including participatin in selectin f the Hst Site Partner including reviewing Expressins f Interest and Hst Site Partner Prpsals in cllabratin with representatives frm the NAO Bard and NAO Headquarters; Ranking three (3) ptential hsts and making recmmendatins t the NAO Bard regarding selectin f the Hst Site Partner; Participating in cnference calls and n-site meetings at the cnference site; With NAO Bard apprval, determining the theme, lg, and schedule fr the educatinal sessins; identificatin and selectin f speakers, and marketing strategy fr the cnference as well as prviding general versight fr the cnference budget; Reviewing the abstracts submitted fr presentatin and making apprpriate selectins; and; Assuming ther tasks as the Cmmittee C-Chairs and the Hst Site request. 3. The Rles and Respnsibilities f NAO Headquarters include, but may nt be limited t: Wrking diligently with the NAO Bard, Cnference Planning Cmmittee and Hst Site Partner t ensure the success f the 2014 NAO Cnference Distributing and receiving Expressins f Interest and Hst Site Partner Prpsals; Negtiating and entering int agreements with htels, cnference venues, exhibitr cmpanies, a/v cntractrs, caterers, key nte speakers, entertainment, prviders f prmtinal items and any ther entities assciated with the cnference.

7 Effectively and efficiently managing the daily peratins necessary t successfully execute the 2014 NAO Cnference. 4. The Rles and Respnsibilities f the Hst Site Partner include, but may nt be limited t: Wrking diligently with the NAO Bard, Cnference Planning Cmmittee and NAO Headquarters t ensure the success f the 2014 NAO Cnference; Designating the Prgram Directr, Assciate Directr r a Center Directr f the Hst Site Partner t n the Cnference Planning Cmmittee; Entering int agreement with NAO prviding that any funds generated beynd the actual expenses f the Wrkshp shall be distributed between the Hst and NAO at a negtiated rate. Cnversely, any lsses suffered by the Hst shall be evenly shared between the Hst and the NAO at a negtiated rate Assisting NAO Headquarters in the identificatin f ptential cnference venues and htels.