SPP Fall Meeting Host Site Proposal Form

Fall Meeting Host Proposal Form

Please complete as much information as possible; we realize some specifics may be unknown upon submission of this proposal form.
Logistical and Financial Information:
Fall Meeting Host Location (Institution, City, State):
Fall Meeting Proposed Dates:

MonthDayYear
2 digit month, 2 digit day, 4 digit yearStart Date
MonthDayYear
2 digit month, 2 digit day, 4 digit yearEnd Date
*Please note, Meeting Venue will need to be reserved from Tues-Sunday of meeting week

Fall Meeting Host Proposal Form

Please complete as much information as possible; we realize some specifics may be unknown upon submission of this proposal form.
Primary Proposal Contact Information:
Name:

First NameLast Name
Credentials:
Title(s):
Affiliation(s)
Address:

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Alternative Address:

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Email
example@example.com
Phone Number
Please enter a valid phone number.Format: (000) 000-0000.

Fall Meeting Host Proposal Form

Please complete as much information as possible; we realize some specifics may be unknown upon submission of this proposal form.
Meeting Venue/Hotel Name and Location:

Minimum Space Requirements:
- Meeting Planning Office for approx. eight (8) individuals: Tuesday-Sunday
- Registration Desk Location (close proximity to main classroom/ballroom): Tuesday-Sunday
- Five (5) Committee Meeting Rooms (capacity 30-50 attendees): Thursday
  General Session/Symposium Classroom/Ballroom, capacity 175-200 classroom set (with space for stage, AV and screens for presentation, as well as hard-wired internet): Thursday-Sunday
- Continental Breakfast/Lunch/Refreshment location, capacity 175-200: Thursday-Sunday
- Scientific Poster Hall, capacity to allow for 40-50, 8’x4’ poster boards: Thursday-Sunday
- Speaker Ready Room (capacity 2-3 rounds of 10): Thursday-Sunday
  Room for special invitation lunch/breakfast, capacity 50-60 (rounds of 10): Friday-Sunday
- Exhibit hall space for a minimum of 10 exhibit booths (6’ tables, access to electricity, in close vicinity, or in the same room as the breakfast/lunch/refreshment location: Thursday-Saturday
Venue Suggestion:
If the venue is not a hotel, please indicate hotel options for a room block contract:
If the venue is not a hotel with in-house food and beverage, please provide the name of preferred catering companies:

Fall Meeting Host Proposal Form

Please complete as much information as possible; we realize some specifics may be unknown upon submission of this proposal form.
Preferred Audio and Visual Vendor:

Note: Venues typically work with an in-house AV company; however, may allow for external AV vendors, upon approval.

Minimum AV Requirements:
- Wi-Fi throughout meeting space
- Laptop/speaker/microphone/polycom/meeting Owl (or similar) x5 for facilitation of hybrid committee meetings (virtual and in-person attendees)
- General session minimal needs: hardwired internet, laptop for speaker and moderator, slide advancer, 2 screens/projectors, stage, moderator/panel table with table microphone, podium with microphone, house sound/speakers, Q&A microphones and stands for audience x2 (Ideal: Stage-wash, up-lighting and drape, confidence monitor, speaker timer)
- Set-up, strike and management labor, as needed
- Willingness to work with 3rd-party live-stream and capture vendor and virtual platform vendor
Social Event Proposal:
Proposed caterer, if applicable:
Is there a capacity limitation?
Fall Meeting Banquet Venue Proposal:
Proposed caterer, if different than venue:
What is the capacity of the proposed venue?
Proposed transportation vendor:

Fall Meeting Host Proposal Form

Please complete as much information as possible; we realize some specifics may be unknown upon submission of this proposal form.
Activities:
Will there be other activities included (e.g., hospital tour)?
If yes, please describe:
Should be Empty:

Fall Meeting Host Proposal Form