Bidding Process of Future AADB National Conferences

Last Updated:
Friday, January 11, 2008

Interested local/state deaf-blind organizations are encouraged to submit a written proposal to bid for hosting the AADB National Conference. Bids for subsequent years are also encouraged so the planning can start early.

Request for Proposal (RFP)

A written proposal should include the following information:

Host Information:

1. Name and description of the organization bidding to host the conference. Include proof of 501 (c)(3) IRS status. This is helpful in raising funds on local levels to help defray expenses incurred in planning for the conference as well as for evening socials and registration materials.
2. Minutes or letter from officers approving the organization to make the bid and their selection of the local committee chair to be the main contact with AADB.
3. Name and contact information of the chairperson of the local committee. Must have access to email and MSN or AOL Instant Messages (downloading is easy and free, no need to be a member of AOL or MSN). The chair of the local committee must have the appropriate qualifications as well as make a commitment to devote many hours to help plan for the conference.
4. Resume and 3 support letters on the qualifications, leadership, and organizational skills of the chairperson.

Site information:

1. Description of the campus include:
   • Proximity of dorms and cafeteria,
   • Description of dorm rooms,
   • Capacity for 1000 people,
   • Multiple meeting rooms for 50-100 people,
   • Good lighting at facilities, large capacity rooms (holding at least 1000 people for banquet, opening ceremony, closing ceremony.
   Bidders can enclose the university/college conference packet, which may include a lot of information on the above. When the bid is selected, a site visit will be arranged to get more info about the campus and costs. A university or college is needed that can house at least 1000 participants and can agree on a non-official basis to have the conference. A letter from the university stating that they are willing to have the conference on their premises would be helpful.
2. Estimated costs (include lodging in dorms, meals, meeting rooms, A/V equipment, cleaning and setup of rooms, etc.) Again, the university/college conference packet will show general costs and can be included in the proposal. AADB Office will negotiate actual costs later.
3. Proposed dates of availability for a week from Saturday to Friday between mid-June to late July. The dates should be checked against the dates of other major conferences (such as National Association of the Deaf, Registry of Interpreters for the Deaf) to be sure they don’t conflict. We need to assure ourselves of the availability of sufficient interpreters and SSPs during the AADB conference week.
4. Letter from university inviting AADB to have national conference on their campus for unofficial campus business (when selected, a formal contract will be drawn with the university and AADB).

Local Resources Information:

1. Description of area resources that can be tapped for the conference including interpreter training programs, deaf or blind related local/state organizations/agencies, transportation resources, etc. There must be a significant number of local volunteers to help plan for the conference and work closely with the AADB Office. It is helpful to have at least one interpreting training program at a community college/university in the vicinity to provide additional resources for local SSPs.
2. Description of 3 to 5 local attractions to be used as possible tours.
   Procedure:
   • This initial step should take place between two and three years prior to the actual conference dates.
   • An announcement about the Request for Proposal (RFP) for hosting a national conference site would be placed in the AADB website, Deaf-Blind American, deaf-blind listservs, and other relevant publications or listservs starting three years prior to the actual date. Periodic reminders should also be placed in the same sources.
3. The local committee shall submit a proposal addressing the topics mentioned in the RFP. The committee is encouraged to submit the proposal by the deadline mentioned in the RFP.
4. The proposal then should be presented to the AADB Board for review and discussion. The Board must approve the bid for the conference so that the AADB Office can proceed with conference planning.
   
   Please see the policy on general management of national conferences separate from this RFP.

Upon preliminary selection, a site visit may be arranged. The board will vote on final selection of the conference site.

To be consider for any future conference site, please submit proposal via attachment to AADB Office.

If you have any questions, suggestions or comments, please contact the AADB Office.