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2018 Annual Meeting Call for Bids!
Held each July, the Annual Meeting brings together state HR directors and senior-level staff from around the country to hear from thought leaders and get an update on the latest HR trends. This meeting location rotates around the country. See past meeting sites by clicking here. You may download this information by clicking here.
Host State Responsibilities
The following are responsibilities of the host in regards to the proposal, planning and implementation of the Annual Meeting.
Decision Time Frame
Members of the NASPE Executive Committee will make the final location decision at the 2017 Mid-Year Meeting in Washington, DC. Please be sure a representative will be on hand to present your state’s bid and to answer questions. The committee will meet the afternoon of Friday, January 27. Details will be communicated closer to the time of the Mid-Year Meeting.
As a potential host state, your suggestions for meeting hotels/conference space are welcome. However, the host state should not contact any possible venues as it becomes confusing to hotel/venue if they are contacted by more than one party for the same event. In addition, NASPE utilizes a partner with international hotel contacts and strong buying/negotiating power to solicit bids and assist with contract negotiations, including pricing. This pricing will not be available if the hotel has already been contacted by the host state. NASPE staff signs all contracts.
The host state is not responsible for fundraising for the event. However, providing contacts to NASPE staff for local businesses that may be willing to make donations or sponsor the meeting would be appreciated.
NASPE Committee Participation
A member of the host state will serve as Host State Chair on the NASPE Executive Committee for the 2017-18 program year. In addition, a member of the host state should plan to serve on NASPE’s Meetings Committee, which is chaired by NASPE’s President-Elect. The Meetings Committee is responsible for the educational (speakers, presenters, discussion topics) portion of the conference.
While the host state has no direct responsibility for planning the educational portion of the program, suggestions for speakers, particularly local speakers/experts is always welcome. Program planning will begin in Fall 2017.
NASPE staff will rely on the host state to provide suggestions for social events and activities at the conference. This includes entertainment and off-site venues. NASPE staff will sign contracts and monitor budgeting and planning for these events.
NASPE does request on-site assistance from host-state staff. Host state assistance is helpful beginning late Sunday morning through the course of the Annual Meeting, which ends on Wednesday morning. The assistance varies from staffing the meeting registration and host state tables, to providing audio-visual support during the presentations, to providing a person(s) to take photographs throughout the meeting. Typically, two people are needed for the registration and host state tables on Sunday and Monday and only one person for Tuesday and Wednesday. It is also helpful to have one or two people available to staff meeting rooms and assist with any set-up, picture-taking and material distribution.
Preparing the Bid
Please send your proposal to Leslie Scott (email@example.com ) by December 5, 2016.
Once the proposal is received, NASPE staff will work with its partner to contact hotels and solicit availability and sleeping room rates. NASPE will share the hotel responses with the states bidding to host the meeting.
Staff Site Visit
After the Executive Committee determines the location of the 2018 Annual Meeting, NASPE staff will conduct a site visit to visit hotels and social event venues in Late Winter/Early Spring 2017. The goal will be to have a signed hotel contract by late Spring 2017.