Philly Exchange 2014 Hosting Information
While it might be cold outside… it’s never too early to start planning for summer. For the past three years Philly
Exchange has been the kick-off for many of our training programs and 2014 should be no different.
What is Philly Exchange?
Philly Exchange is a one-day drive-in event which occurs in late July. This is an opportunity for Housing and
Residence Life professionals in the Southeastern PA Region (SEPA) to come together and share resources, ideas,
conversations, or a cup of coffee. The conference is unique as it is region specific—meaning we draw upon the
most experienced and skilled housing professionals in and around the region to provide specific sessions focused on
developing areas of professional competency.
So What?
We need your help! Now is the time to take on a new challenge and host a regional conference at your institution—
show off your talent, facilities, and creative abilities. Hosting a regional day-long conference is a great professional
development opportunity as well as a way to engage your staff in some teambuilding of their own. This year we’re
going bigger and better (within reason)! We’re aiming for 100 attendees from the SEPA region to join us in dialogue
at Philly Exchange 2014.
Now What?
Please take a minute to read through the included materials to see just how easy hosting The Philly Exchange 2014
can be. The attached bid packet will provide you with an overview of what to consider if you and your team want to
host. Don’t worry, you are not alone! There is a planning committee as well as two Regional Coordinators (Sarah &
Dianne) who are here to help make Philly Exchange 2014 a reality. If interested, bids must be received via e-mail by
5pm Monday, April 14, 2014.
The 2014 Philly Exchange planning committee has selected Tuesday, July 29th or Wednesday July 30th as the
most desirable possible dates for the conference. If your institution is unable to accommodate the conference on
one of these days, please provide another date suggestion as part of your bid packet.
After the bid packets are reviewed by the planning committee, the Regional Coordinators will contact the host
school to verify acceptance. If you should have any questions, please do not hesitate to contact us using the
information below. Please be assured that if you choose to take on this challenge, MACUHO and your Regional
Coordinator(s) will be there for support and guidance. We look forward to your conference bid!!
Respectfully,
Sarah Piff & Dianne Villar
Regional Coordinators, Southeastern PA (SEPA)
Philly Exchange 2014 Bid Packet
I. General Information
Please complete the enclosed information. Proposals are to be emailed no later than Monday, April 14, 2014.
Day and Date:
Host Site:
Location/Address:
Host Institution:
Chair / Contact Person:
Mailing Address:
Phone number:
Fax:
E-mail address:
Additional Contact(s) and
e-mail addresses (optional):
II. Projected Attendance
The registration fee should be based on the cost for administrative materials, promotional materials, facilities
expense, food and refreshments during the conference. The actual attendance from conference to conference will
vary depending on program content, geographical location, date, etc. However, by using last year’s attendance data
the 2014 planning committee aims for a total attendance of 100 individuals at this year’s conference. The planning
committee recommends a $20.00 to $35.00 amount be budgeted per individual attending (this amount will not
include the $5 credit card processing fee for all conference attendees paying with a credit card). If your institution is
determined to be the host of the conference, the Regional Coordinator(s) will provide information and personal
contacts to assist the host committee in planning and executing the conference.
III. MACUHO Scholarship Fund
There is a $5.00 per delegate contribution that needs to be built into all MACUHO conference registration fees.
This scholarship fund was established in 2003 to better assist the needs of the students and professional staff to
receive scholarships throughout the year for various professional development opportunities. Please make sure that
this is built into your budget. The check must be payable to MACUHO by no later than 3 weeks after the
conference.
IV. Program Information
Agenda-Format: Please complete and attach a tentative schedule for events. The development of the final
schedule and program will be worked out between the planning committee and the host institution once a bid has
been accepted and announced. As an example, below is a copy of the conference schedule from Philly Exchange
2013:
8:30 a.m. – Check-in and Continental Breakfast
9:30 a.m. – Welcome
9:45 a.m. – Keynote Address
10:30 a.m. – Session 1 (5 individual program choices)
11:45 a.m. – Lunch
12:45 p.m. – Session 2 (4 individual program choices)
2:10 p.m. – Session 3 (4 individual program choices)
3:30 p.m. – Networking Social / Hall Tours
4:00 p.m. – Close of conference
V. Conference Host Proposal Guidelines
Many details regarding the program will be worked out with the planning committee and the Regional Coordinators.
Host institutions should focus on securing institutional support and creating a bid proposal that addresses the
availability and appropriateness of physical spaces to accommodate the conference, including registration and meal
areas and spaces for keynote, individual program sessions, etc. It is also important that the attached budget include
information about cost per meal and per participant for breakfast, lunch, and (potentially) the closing reception.
Other (non-program) considerations, including parking and availability of staff to volunteer are listed below and
should also be considered by the host institution for the purposes of submitting this bid proposal.
I.
Determine site location/availability
i. Identify number and size of rooms needed based on target 100 attendees
ii. Consider location of sites (ease of walking, parking, etc)
iii. Availability of equipment
iv. Confirmation of facilities and equipment
v. Include a campus map with explanation of locations used for the conference.
II.
Secure institutional support
A letter of support from your chief housing officer should be included in the bid packet. If you are the chief
housing officer, an e-mail from your official institution’s e-mail address to the Regional Coordinators
indicating that you have institutional support will suffice.
III.
Logistics and Event Details
a. Registration including directions/campus map
b. Parking
c. Signs indicating where to park and register
d. Securing conference staff
e. Final preparations
f. Trouble Shooting
IV.
Complete a proposed conference budget (see following page)
a. Include costs for all items listed in budget worksheet based on projection of 100 conference attendees.
b. Note that MAUCHO is a zero sum organization, in that the cost of expenditures should drive the price
of registration with no goal towards making a profit.
c. If you expect any costs to be covered by other means (e.g. donations from other schools) then please
note this on the budget worksheet.
Please send all conference bids to: Sarah Piff ([email protected] )and Dianne Villar
([email protected]) by 5pm on April 14, 2014. Feel free to contact us with questions.
MACUHO thanks you for your interest and involvement!
Philly Exchange 2014
Host Bid Packet
Budget Proposal Template
Unit
INCOME
1
2
3
Registration Fees
Other:
Totals
Total
Total
(add lines 1- 2) TOTAL
Unit
EXPENSES
4
5
6
Notes
x 100 participants =
MACUHO Scholarship Fund
YourMembership.com Processing fees
Notes
Totals
General
$5.00
x 100 participants =
Total
$5.00
x 100 participants =
Total
(lines 4 + 5) TOTAL
$500.00
$500.00
$1,000.00
Printing
7
8
9
10
11
12
13
Program Schedule
Campus Maps
Parking Permits
Pad/Pens/Folders/Brochures
Name Tags
Directional Signs on Campus
Individual Program
Evaluations
14 Overall Evaluations
15 Other
16
17
18
19
20
21
Breakfast
Lunch
Closing Reception
Other
Total
Total
Total
Total
Total
Total
Total
Total
Total
(add lines 7-15) TOTAL
Meals/Refreshments
x 100 participants =
x 100 participants =
x 100 participants =
x 100 participants =
Total
Total
Total
Total
(add lines 17-20) TOTAL
Other
22
23
24
25
26
27
28
29
Facility Expenses
Equipment Rental
Speaker Fee
Other:
Other:
Total
Total
Total
Total
Total
(add lines 22-24) TOTAL
(add lines 6, 16, 21, and 27) TOTAL EXPENSES
(subtract line 28 from line 3) CONFERENCE NET*
$0
*All MACUHO conferences are based on a zero-sum budget, meaning that conference expenses should be covered entirely by conference
income