Request for Proposals to Host 2016 Annual Conference

The Pacific Northwest Association for College Admission Counseling (PNACAC) seeks proposals from member institutions to host the Annual Conference in the spring of 2016. Interested campuses are asked to submit proposals no later than Friday, July 25, 2014 5:00pm PST. Late proposals will not be considered.

Submit proposals to:

PNACAC Executive Assistant PO Box 12474 Mill Creek, WA 98082 [email protected]

All proposals will be reviewed by the PNACAC Executive Board and the selected campus will be notified by September 5, 2014. The selected host will be announced at the PNACAC General Membership Meeting at the NACAC Annual Conference in Denver on Thursday, September 18, 2014.

In a separate document, please address the following:

Conference Facility Requirements

Please describe how campus facilities will accommodate the following: 1. Meeting space with capacity to hold up to 500 people a. Must include at least one large space to host meals, keynote speakers, general membership meetings,Vendors/Exhibitors and the College & Involvement fair 2. Break‐out rooms to be used for workshops and conference sessions a. A minimum number of seven rooms is required b. Rooms should vary in size to seat from 30‐150 3. Audio/Visual Support a. Technical support b. Availability of projectors and other AV equipment c. Internet access for presenters and conference participants d. Indicate which of the items above will be available at a discounted rate or complimentary

Lodging/Residence Hall Requirements

Please describe how campus facilities will accommodate the following: 1. On‐campus lodging (single rooms) for a minimum of 300 participants a. Bedding and soap must be provided b. Air conditioning preferred (please indicate if available) c. Approximate age/condition of on-campus lodging that would be used for the conference d. Approximate distance to conference meeting facilities e. Include a diagram with physical layout of residence halls to be used 2. Access to athletic/fitness facilities preferred (indicate if discounted or complimentary) 3. Availability of off‐campus lodging a. If class is in session, indicate the availability to accommodate up to 500 conference participants b. If class is not in session, indicate the availability for those registrants who choose to stay in a hotel c. Indicate distance to campus d. Average nightly rate

Catering, Meals and Receptions

The registration fee for the PNACAC Conference has traditionally included most meals and two receptions. Please respond to the following & summarize on checklist document: 1. Average cost per person for catered meals a. Breakfast (2) b. Lunch (2) c. Mid‐morning and afternoon breaks d. Dinner (1) 2. The President’s Reception: Includes at least one hosted alcoholic beverage, hors d’oeuvres and/or dessert a. Identify possible on-campus venue and associated fees for use b. Estimated catering expense for food and beverage 3. Conference Social: May be hosted on or off-campus. Includes entertainment, at least one hosted alcoholic beverage, and hors d’oeuvres and/or dessert a. Identify possible venues and costs; if off-campus include any transportation costs b. Estimated catering expense for food and beverage c. Recommended activities or entertainment, including costs (if applicable) 4. Ability of campus catering to accommodate special dietary needs 5. Ability to serve alcohol on campus? (Yes/No)

Location

Please address the following & summarize on checklist document: 1. Location/distance to nearest airport 2. Ease of airport transfer (including cost) a. Shuttle service b. Car rental 3. On‐site/campus parking availability(indicate if discounted or complimentary and cost) 4. Estimated per person transportation costs to site from: Seattle, Portland, Boise, Spokane, Anchorage, Missoula, Bozeman and Billings a. Indicate flight costs (estimated as of July 2014) b. And/or ground transportation mileage

Other 1. Identify key personnel and provide their qualifications. a. Name of Key Person who will serve as the Conference Co‐Chair (include full Title and Contact Information) a.i. This person will have primary responsibility for all of the arrangements on campus a.ii. List experience with event planning a.iii. He/She will work closely with the other Co-Chair (PNACAC President Elect) b. Names, title and contact information of other person(s) who will have substantial involvement in this project 2. Will the institution be available to host at least one pre‐conference site visit meeting for the Conference Planning committee (including catering and meeting space)? 3. Will the institution allow PNACAC to use the institutional logo for promotional purposes? 4. Indicate approximate number of staff available to provide assistance & support of pre-conference preparation activities (i.e. assembly of conference packets, registration set-up, etc) 5. Host institution is responsible for directional signage and maps to the meeting spaces on campus during the conference

In addition please provide:

1. A short description of the institution’s experience in hosting similar programs.

2. Campus Map indicating the location of key conference activities

3. Proposed Dates- Indicate dates for which your campus is available to host within the following parameters: a. Wednesday-Friday or Thursday-Saturday is the traditional conference schedule b. Preference will be given to options between Monday May 18-Friday June 5, 2015

4. A comprehensive estimated budget that includes: ▪ Average per person cost for conference meals (including taxes & fees) ▪ Estimated daily per person cost for on‐campus lodging (including taxes & fees) ▪ Estimated daily per person cost for off‐campus lodging (including taxes & fees) ▪ Estimate of total contribution to be made by host campus (examples include facility rental/waiver of fees, AV support/waiver of fees, giveaway items, catering, etc.) ▪ The selected campus will be expected to host/sponsor a minimum of one meal, reception or catered event during the conference. Please indicate which meal or event will be paid for by the host institution and the approximate value.

5. Original Signature: At least one copy of the Response to the RFP submitted must bear the official signature of an authorized representative of the institution.

Approximate PNACAC Conference Planning Timeline

● Request for Proposals (RFP) available June 2014 ● Due Date for Questions regarding RFP July 1, 2014 ● Proposals due to PNACAC July 25, 2014 ● Announcement of 2016 Host Site early September 2014 ● Initial Planning Committee Meeting August/September 2015 ● Call for Proposals & Exhibitor Information available Mid‐November 2015; Due 1/15/2016 ● Registration mid-late February 2016 ● 2015 Annual PNACAC Conference-SuperConference II Reno, Nevada May 18-20, 2015

RFP Selection Process

Proposals will be evaluated by the PNACAC executive board based on, but not limited to the following criteria: 1. 1. Ability to meet the stated requirements for space (lodging, catering,meeting/conference facilities) 2. 2. Ability to provide stated amenities 3. 3. Ease/cost of travel for participants 4. 4. Level of institutional support and sponsorship/financial contribution. 5. Conference registration fees as well as corporate and educational sponsors will cover many of the conference expenses; however the host institution will be expected to provide a significant measure of financial support for the conference. 6. 5. Relative location to previous host sites.

PNACAC Conference Locations

2015 SuperConference II (Reno NV) 2014 Oregon State University (Corvallis, OR) 2013 Washington State University (Pullman, WA) 2012 Super-ACAC Conference with Western & Rocky Mountain (Reno, NV) 2011 University of Puget Sound (Tacoma, WA) 2010 The Grove Hotel & Conference Center (Boise, ID) 2009 Hilton Convention Center (Vancouver, WA)