host a future summit

• The campus has identified the person who will fulfill the responsibilities to serve as the conference chair.

• The potential host has obtained institutional approval to host the conference and serve as conference chair.

• The potential host has identified a facility and lodging that will provide conference space and overnight accommodations for approximately 400 people for three days (pre-Summit workshops, one-half conference days) at a date acceptable to the HEFWA Directorate, typically in mid-July.

• The campus has convenient access to a major airport to facilitate and minimize participants’ travel costs and travel time.

12-16 months out

• Site visit with HEFWA team to identify conference and hotel space

• Site selection by HEFWA team

• Set dates, location (conference venue and lodging)

12 months out

• Attend Summit in person (2023 - University of Oregon) and give short plug/save the date for 2024 event.

8 months out

• Host HEFWA Directorate on campus for site visit and Directorate retreat (2 days)

• Identify and confirm space that will be used for Summit (including pre-Summit workshops, Directorate meeting, registration, sponsor exhibits, breakout rooms, meals, volunteer reception/social, opening reception)

• Collaborate with HEFWA team to create call for proposals timeline

7 months out

• Call for proposals is distributed (managed by HEFWA team)

6 months out

• Bi-weekly planning meetings begin with HEFWE team

• Conference chair participates in proposal review process (meet with each programming review group and discuss which proposals to select)

4 months out

• Registration opens (HEFWA team manages this)

• The host institution is not expected to contribute funds to the conference. In-kind donations are accepted.

• The conference chair coordinates with the HEFWA team but is not responsible for assembling the program or vendor arrangements in the year they are hosting the conference.

• The host institution provides technical support for AV and coordinates with the HEFWA team to insure the Summit runs smoothly.

• The host institution will coordinate a welcome address from a university representative.

• The host institutional will be available for a two day HEFWA Directorate retreat and Summit site visit for two days in the fall (typically in early November) prior to the event.

• The conference chair will serve on the HEFWA Directorate. The directorate meets bi-monthly via Zoom.

• The conference chair will meet with the HEFWA planning team bi-weekly leading up to the event (typically starting 4-6 months prior to event).

• Showcase your campus, while raising awareness for the work you do on your home turf

• Eliminate the need for travel and reduce the training costs for your attending staff

• Receive complimentary or discounted registration for you and your staff

• Wide variety of growth and professional development opportunities for staff and students.

• Provides the opportunity for a large number of your students, staff, and faculty to attend the conference for a discounted fee.

• Staff, faculty and students at host institution are all encouraged to get involved and gain valuable leadership skills and experiences.

• Leadership at the host institution has the opportunity to welcome and address the conference participants.

• National recognition of your program and institution.