Conference Proposal Bid Guidelines

National Rural Social Work Caucus & Annual Institute on Social Work and Human Services in Rural Areas

Thank you for your interest in hosting a future Institute. Please submit your proposal to:

Karen Rice
Email: karen.rice@millersville.edu

Your proposal should include the following information:

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1. Conference Theme

• Propose a title/theme for the conference that is clearly relevant to rural social work practice.

• Indicate the year you would like to host the conference.

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2. Rationale

• Explain why your institution or organization is a strong fit to host the Institute.

• Highlight any past involvement with the Rural Social Work Caucus and how your values align with its mission.

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3. Facilities

• Describe available conference and meeting facilities:

  • Seating capacity and layout for plenary sessions

  • Number and size of breakout rooms

• List available A/V equipment, and whether there will be any fees for presenters’ use.

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4. Lodging

• Identify lodging options on campus and in the surrounding area.

• If dorms will be used, describe:

  • Year constructed

  • Air conditioning?

  • Linens, towels, toiletries provided?

• Specify the distance between lodging and conference site.

  • If not within walking distance, describe any transportation plans.

• Describe meal services, including:

  • Location and quality

  • Meal plan availability

  • Approximate costs

• Traditionally, conference registration includes:

  • Breakfast each morning

  • One group lunch (typically with the Keynote)

  • One group dinner (typically following the Rural Caucus business meeting)

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5. Local Networking & Attractions

• Outline how your program will collaborate with other schools or organizations to encourage attendance.

• Highlight any notable cultural or historic attractions that could be offered as excursions.

  • Indicate whether these will be formally organized and estimate any additional costs.

• Describe how local rural culture will be featured, such as through:

  • Entertainment

  • Presentations

  • Food

  • Exhibits or workshops

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6. Transportation

• Will your institution arrange transportation for essential events and optional excursions?

• Describe:

  • Available transportation from nearby airports

  • Proximity to major hub airports

  • Transportation options between lodging and conference venue (if needed)

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7. Registration

• Provide an estimated registration cost and outline what is included.
  (Historically includes: CEUs, materials, daily breakfast, one lunch, one dinner, entertainment.)

• Who will manage registration?

  • Social work program, campus conference services, or third-party vendor?

• Will a conference t-shirt be included in the fee or offered separately?