Call for a Local Host for the 2015 Administrator's Conference

Call for a Local Host for 2015!

Please consider the Call for Proposals to host the Spring 2015 Administrator's Conference, New Chair's School, the Planning for the Job Market Workshop, and the ACSP Governing Board meeting. The organization of these events is a coordinated effort of the ACSP Committee on the Academy, a professional conference manager and a local host university. The most recent Administrator's Conference was held very successfully at The Ohio State University this past fall (follow this link for details).

Please submit your proposal by March 14, 2014. Please let Maria Manta Conroy know of your intent to submit a proposal as soon as possible.

Questions may be addressed to Maria Manta Conroy, Chair for the Committee on the Academy,

Guidelines for Proposals to Host the
Spring 2015 ACSP Administrator’s Conference, New Chair’s School,
Planning for the Job Market Workshop and ACSP Governing Board Meeting

I. Purpose:
This set of general guidelines has been prepared to assist ACSP member institutions to prepare complete and competitive proposals to host the ACSP Administrator’s Conference, New Chair’s School, Planning for the Job Market Workshop and ACSP Governing Board Meeting. Responding to the items contained in these guidelines (see especially Section III below) will ensure that your proposal covers all of the necessary matters. Adhering to these guidelines should make it possible for interested ASCP institutions to prepare proposals without investing unnecessary time and expense. It should be emphasized that being selected as a Local Host for the ASCP carries significant responsibilities. Yet, previous Local Hosts attest that the investment of time and resources is an extremely worthwhile undertaking for faculty, students and for the host institution. It is certainly regarded as a significant contribution to the life of our Association.

II. General Conference Management Arrangements:
The organization of the above mentioned events of the Association of Collegiate Schools of Planning is a coordinated effort of the ACSP Committee on the Academy (CA), the Local Host (LH) and a professional Conference Manager (CM), each of which has distinct responsibilities. This arrangement was initiated with the 2011 Administrator’s Conference and has proven effective in planning and managing a conference that now draws close to 100 member department chairs and faculty over the three-day span.

The LH works closely with the Committee on the Academy in putting together the Conference and New Chair’s School agenda, beginning with suggestions for the selection of the conference venue, preparing advance marketing materials, organizing local activities related to the conference, assisting with preparation of the program content, and working with the CM throughout the conference process. It is the primary role of the LH to ensure all of the local arrangements are handled thoroughly and competently in support of the conference program.

The Conference Manager and Chair of the Committee on the Academy provide continuous support to the Local Host. The Conference Manager secures the contract with the hotel, manages registration of all attendees including on-site registration, and payment of all invoices.

III. Items to be addressed in Proposal:
There is no prescribed format and stipulated length for responsive proposals from potential Local Hosts. The selection process considers the following: how effectively the proposal addresses the items discussed below; evidence that there is a commitment to carry out the program that will be honored 18 months to two years down the road; creativity and innovation in conference activities (while upholding the ACSP tradition of wide ranging scholarly exchange in planning education); and the quality of the conference site and facilities. Each of the following items needs to be specifically addressed in the proposal.

A. Conference Dates:
The 2015 Administrator’s Conference will be held in the spring. It is preferred that the ACSP conference dates not conflict with other related conferences (e.g. APPAM, the Regional Science Association, Society for American City and Regional Planning History, and the American Planning Association Leadership Conference) and avoids conflict with religious holidays. While the proposal should provide specific conference dates (which are necessary to determine availability of conference venues and sleeping rooms), the final decision on the conference dates rests with the ACSP Committee on the Academy. It should be noted that the conference typically begins Thursday morning with the ACSP Governing Board meeting, the afternoon with the New Chair’s School and runs through the end of the afternoon on Saturday with conference sessions.

B. Conference Venue
In order to accommodate the separate events, it is helpful to identify your preference of facilities in the local area that can accommodate the following meeting space requirements:

Governing Board Meeting– One meeting room set hollow square for 24 with space in the room for additional seating, audio visual equipment, 6’ registration table and break area. A separate space for lunch is required for the Governing Board and New Chair’s School combined – about 45 people in rounds of 8.

New Chair’s School – One meeting room for 25-30 attendees at rounds for 8 allowing space for audio visual equipment.

Administrator’s Conference – two meeting rooms each set classroom or theater style for 50 attendees allowing space for audio visual equipment. The Administrator’s Conference also requires space for one banquet luncheon on each of two days for 75-100 attendees and a keynote speaker.

Planning for the Job Market Workshop – one meeting room for approximately 25 attendees allowing space for audio visual equipment and a small food/beverage break area.

Hotel - In recent years, the per night room costs have ranged between $119 and $209 (single and double occupancy) and it is important to identify appropriate venues that can meet comparable rates while providing superior service. Cost will be a consideration in the conference site selection. At least two possible venues should be identified but it should be noted that the Conference Manager and Chair of the Committee on the Academy will be responsible for negotiating and finalizing the contract with conference/hotel venue.

C. Local Transportation Issues:
It is necessary to identify and briefly assess available transportation facilities that serve the conference site (air carriers, rail service, etc), with some attention to typical costs (round trip) between major urban centers as well as frequency of service. This is especially important for those host schools located outside major metropolitan areas. Transportation matters also need to be addressed in relation to mobile workshops and the conference reception.

D. Local Host Committee:
It is necessary to identify the LH Chair (or Co-Chairs), as well as key support persons and to provide assurances that these key persons will be available to execute conference planning and implementation duties beginning approximately 6 months prior to conference.

E. Conference Theme:
The proposal should indicate a proposed conference theme, and discuss potential keynote speakers that highlight the conference theme.

For the purpose of preparing the proposal, please do not engage potential plenary speakers. However please do identify individuals you would like to nominate whose work relates to the conference theme, and whose involvement in the conference would enhance the visibility of planning and planning education. Traditionally ACSP gives major weight to local host nominations for keynote speakers.

G. Reception Venue:
It is a tradition at ACSP conferences to provide a conference reception. The LH is responsible to identify appropriate sites. The ACSP policy is to allow the LH to work with a budget of $50 per anticipated attendee (historically 75), which must cover the rental fee for the space, motor coach transportation to and from the hotel, and food and beverage expenses.

IV. Proposal Submission Process:
For full consideration, initial detailed letter of interest and/or complete proposals should be submitted to the Chair of the Committee on the Academy, and the ACSP Vice-President via the ACSP staff office:

Any questions about the proposal preparation process should be directed to the Chair of the Committee on the Academy.

V. History:
The history of ACSP Administrator’s Conference venues includes:

• 2013 The Ohio State University
• 2011 University of Texas at Austin
• 2008 University of Maryland at College Park (in Bethesda)
• 2007 California Polytechnic University at San Luis Obispo
• 2005 University of Cincinnati
• 2003 Florida State University (at Amelia Island)
• 2001 University of Pennsylvania
• 1999 University of Illinois at Chicago
• 1997 Georgia Institute of Technology

Donna Dodd, Association and Conference Director
Association of Collegiate Schools of Planning, Inc.
6311 Mallard Trace Drive, Tallahassee, FL 32312 U.S.A.
Phone: 850.385.2054 ~ Fax: 850.385.2084
Web: ~ Email: