Best Practices in Higher Education Emergency Management Conference

Transcription

1 Best Practices in Higher Education Emergency Management Conference I. Purpose Call for Proposals 2015 and Beyond The purpose of the Best Practices in Higher Education Emergency Management Conference (BPHEEMC) is to facilitate an atmosphere of sharing best practices and lessons learned between emergency management practitioners, consultants, and volunteers that work within campus emergency management functions. With the sharing of best practices being the focus of this event, the conference committee has decided to share the location of the conference. The event will be moved to alternate institutions, hosted by various universities and colleges each year. The purpose of this document is to solicit proposals from host institutions and outline the details of the event going forward. II. Definitions Host Institution refers to the institution that will host the BPHEEMC. UTC refers to The University of Tennessee at Chattanooga. UTC Conference Fund refers to the fund established by the UTC Office of Safety and Risk Management / Emergency Management for the purpose of funding the conference. III. Scope The BPHEEMC is a two and a half day event. The first day boasts a keynote speaker in the morning, followed by a day full of breakout sessions. Lunch is on your own for attendees. The second day begins with morning announcements, followed by another day full of breakout sessions. Lunch is provided during the exhibitor sponsored luncheon, paid for by the UTC Conference Fund. The third day begins with morning announcements, followed by a half day of breakout sessions. The conference ends with a closing session around lunch time. Lunch will not be provided as the event ends at that time. A schedule from last year s event is attached to provide an operational picture for potential hosts. Preconference sessions are optional but desirable additions to the conference. In the past, the conference has hosted the National Domestic Preparedness Training Center course Social Media for Natural Disaster Response and Recovery course the day before or the day after the conference. This allows for a day of training and an extra day of travel for those traveling long distance. The host institution is encouraged to work with the committee to add a training course to the conference schedule.

2 IV. Goals a. Alternating event locations based on campus population size will allow attendees to observe various functional levels of campus emergency management. b. Networking is vital to the survival of any emergency management practitioner. Changing the location of the event allows for the maximization of professional networking opportunities from around the country. c. Many practitioners are constrained by depleted training budgets. The goal is to bring the conference closer to home. By alternating sites every year around the country, we hope to decrease travel costs for many attendees. V. Objective To create an event that is affordable, innovative, interactive, useful, and desirable to campus emergency management professionals and their supporting functions. VI. Authority The UTC Conference Fund reserves authority with regards to all financial matters. It should be clearly understood that all funding for this event is provided through a fund originally established by the US Department of Education through the Emergency Management for Higher Education Grant Program. The University of Tennessee at Chattanooga assumes no financial liability beyond this fund. VII. Situation and Assumptions For the past two years, the BPHEEMC has been hosted at The University of Tennessee at Chattanooga. Last year, the BPHEEMC formed a committee to help coordinate the event. Due to the success of the past two events, the committee has decided to move the conference around the country to meet the goals and objectives of the BPHEEMC will be the first year that UTC will not host the event. Each year the event will rotate to a different host institution based on population size: over 20k, 10-20k, under 10k. UTC will host the event again when the opportunity arises. The event must take place on a university or college campus. The event cannot be held at an off campus location. UTC will accept proposals for the 2015 and 2016 events. Proposals for 2015 will be reviewed first. Upon selection of the 2015 host institution, the committee will begin the process to select the 2016 host institution. This will allow proper time for planning and advertisement. The dates for the event are flexible. The host institution must hold the event between February 1 and April 30, with preference for March dates. Consideration should be given to facility availability and activity on campus. In the past, UTC has held the event during the institution s spring break. This has allowed for facility availability and low activity on campus during the event. Institution s submitting proposals are encouraged to go ahead and reserve space on their campus. UTC and the conference committee will assume that any institution submitting a proposal is committed to providing the services and facilities outlined in this document and the proposal form. The top five proposals will be asked to produce a commitment

3 letter, signed by an Executive of the institution, expressing their commitment to accommodate the event with facilities, services, and personnel. UTC and the conference committee will choose the host institution by August 15. At this time, any institution that was not selected may release any facilities that have been reserved in preparation for the event. The event is being coordinated based on the assumption that UTC will share functional roles and responsibilities with the host institution. These are outlined in Section IX. VIII. IX. Selection Process a. Host Institution will submit these items by August 8 deadline i. Proposal Form ii. Floor Plan showing layout for event b. UTC and conference committee will review proposals and supporting documents c. UTC and conference committee will select the top five proposals by August 15 i. The top five institutions will be asked to produce a commitment letter and estimates for costs associated with event by August 22 d. The Host Institution will be selected by August 27 based upon all information provided i. Selected institution will have until August 29 to accept invitation to host event e. Host Institution and conference location will be finalized and publicized by September 1 Functional Roles and Responsibilities a. UTC i. UTC Conference Fund will 1. Retain all financial records for the BPHEEMC 1. Process honorariums for speakers 2. Handle all registration monies 3. Handle all monies generated through sponsorship or exhibition 4. Pay all costs incurred by the host institution which are agreed upon by the Conference Planning Committee. Examples include: a. Facilities cost b. Operating costs c. Refreshments and Luncheon a. Advertising b. Printing c. Honorariums (if applicable) 5. Provide financial records to the host, other members of the committee, and members of the public when requested 6. NOT handle any funds from sponsors paid directly to other entities such as facilities for a vendor sponsored networking event ii. UTC Continuing Education Office will 1. Accept registrations through their online registration system. 2. Provide name tag information to the host institution for printing.

4 iii. UTC Office of Emergency Management will 1. Co-chair the conference committee with a host institution representative 2. Participate in all conference calls, proposal review/ratings, call for presentations, conference program, etc. 3. Work with the conference committee and host institution to prepare a schedule based on the needs of the event iv. UTC and host institution will share marketing/advertising responsibilities 1. Social Media 2. Save the Date 3. Call for Speakers 4. Conference Program b. Host Institution will i. Coordinate facilities and arrange for payment of charges (if applicable) with UTC Conference Fund to include: 1. Room rental and coordination a. Main meeting/auditorium space b. Breakout room space c. Lunch room space d. Exhibit Hall 2. Parking arrangements 3. Refreshment arrangements 4. Lunch arrangements 5. On-site check in 6. Audio/Visual Equipment Rental/Setup 7. Wi-Fi access ii. Reserve space based on the agreed upon schedule provided by the UTC Office of Emergency management, approved by the conference committee iii. Print name tags based on information provided by UTC registration iv. Coordinate and negotiate conference hotel room rates (GSA rate) to be paid for by individual attendees v. Serve as co-chair on the conference committee 1. This includes conference calls, proposal review/ratings, development and dissemination of call for speakers and call for exhibitors, save the date(s), social media, conference program, etc. vi. Work with UTC Office of Emergency Management and the conference committee to recruit and select exhibitors and sponsors to support the event. vii. Share marketing/advertising responsibilities with UTC (UTC Conference Fund will pay for any agreed upon advertising which requires payment) 1. Social Media 2. Save the Date 3. Call for Speakers 4. Conference Program

5 viii. Communicate the BPHEEMC event with external/community partners and prepare for attendees. 1. Visitors Center 2. Networking Events 3. Special Speakers (welcome) ix. Provide a room monitor for each breakout room as well as an exhibit hall monitor. These monitors will provide for speaker/exhibitors needs and will act as runners for the event. x. The host institution will provide an Event Manager to facilitate the event and coordinate behind the scenes. xi. Optional: the host institution will coordinate and advertise shuttle service to attendees if appropriate. xii. Optional: offer and setup CEU s for attendees xiii. Optional (encouraged): coordinate pre/post conference training sessions X. Logistics Support and Resource Management a. Host Institution will i. Coordinate location of rooms being used and develop a floor plan for attendees that will be printed in the conference program ii. Coordinate arrival and setup of all refreshments and luncheons iii. Coordinate parking for attendees and exhibitors iv. Setup venue signage for conference attendees v. Coordinate logistical support for speaker and exhibitor materials and setup vi. Coordinate arrival/setup of AV/media equipment vii. Coordinate travel arrangements for keynote: pickup viii. Create a local planning committee comprised of university stakeholders from Administration, Emergency Management, Facilities, and Public Relations 1. This local planning committee will be part of the conference organizing committee and will participate on all committee decisions and discussions, to the extent possible b. UTC conference fund will i. Pay for necessary travel for keynote, within reason ii. Generate registration info for attendees and exhibitors XI. Concept of Operations a. The Host Institution will operate the event under their own organization. i. Requests can be made for UTC assistance during the event XII. Commitment a. The host institution selected must submit a signed commitment letter from an Executive of their institution stating their commitment to provide facilities, equipment, personnel and other accommodations outlined in this document and the proposal form. XIII. Plan Maintenance a. UTC will maintain BPHEEMC plans and update them on an annual or as needed basis.

6 XIV. Honorarium a. The BPHEEM recognizes the cost of travel for both presenters and participants. It is also recognizes that the ability to offset those expenses helps to ensure consistently high quality presentations. For that reason, BPHEEM will provide retrospective honorariums based on the financial stability of the conference. BPHEMM does not guarantee in advance that honorariums will be paid. The following will determine the ability to provide retrospective honorariums. i. The UTC Conference Fund, with the advice of the Conference Committee, will establish a minimum operating reserve level ii. At the completion of the conference UTC Conference Fund will issue payment for any unpaid invoices and reconcile the conference accounts iii. The UTC Conference Fund will provide a financial report to the Conference Committee for approval iv. The Conference committee will determine what, if any honorariums may be paid while maintaining the appropriate minimum operating reserve to fund the succeeding year s conference Tentative Schedule (taken from 2014 event) 8:00-5:00 Monday Social Media for Natural Disaster Response and Recovery training course, offered by the National Domestic Preparedness Training Center Tuesday 8:00-8:30 Registration and Coffee 8:30-8:45 Welcome and Announcements 8:45-9:35 Keynote Address 9:35-9:50 Break, Exhibit Hall Opens 9:50-10:50 Breakout Session 1 10:50-11:00 Break, Exhibit Hall 11:00-12:00 Breakout Session 2 12:00-1:30 Lunch 1:30-2:30 Breakout Session 3 2:30-2:40 Break, Exhibit Hall 2:40-3:40 Breakout Session 4 3:40-5:00 Exhibit Hall Time 6:00-8:00 Networking Reception (Double Tree Hotel)

7 Wednesday 8:00-8:30 Building and Exhibit Hall Open 8:30-8:45 Morning Announcements 8:45-8:55 Break, Exhibit Hall 8:55-9:55 Breakout Session 5 9:55-10:05 Break, Exhibit Hall 10:05-11:05 Breakout Session 6 11:05-11:15 Break, Exhibit Hall 11:15-12:15 Breakout Session 7 12:15-1:45 Lunch 1:45-2:45 Breakout Session 8 2:45-2:55 Break, Exhibit Hall 2:55-3:55 Breakout Session 9 3:55-5:00 Exhibit Hall Time 6:00-8:00 Networking Reception Thursday 8:00-8:30 Building and Exhibit Hall Open 8:30-8:45 Morning Announcements 8:45-8:55 Break, Exhibit Hall 8:55-9:55 Breakout Session 10 9:55-10:05 Break, Exhibit Hall 10:05-11:05 Breakout Session 11 11:05-11:15 Break, Exhibit Hall 11:15-11:30 Closing Session