REQUEST FOR PROPOSAL (RFP) FOR SLA CONFERENCE LOCATION The Saskatchewan Library Association is a provincial, volunteer, non-profit charity organization designed to further the development of library service in Saskatchewan and through libraries, the culture of the province. The Saskatchewan Library Association includes as members: individuals, institutions, and organizations who share a common interest in library service and cultural activities.
Due to technical, vendor, and space needs the SLA Board changed the procedures for deciding conference locations. The conference in the last four years has alternated between Regina and Saskatoon. However, other locations will certainly be considered by submitting a Request for Proposal for the Conference location in upcoming years. Interested locations should submit a proposal to the SLA Board approximately 2 years in advance and the location of the conference will be announced at the previous year's AGM. Note that the conference must be planned on a cost recovery basis as a bare minimum, with an objective to increase revenues. As part of the proposal the location must clearly demonstrate that they are able to meet the minimum requirements as outlined below. Committee: • The Conference Chair or Co-Chairs should be SLA members from or within close proximity to the location. • The Facilities Chair should be an SLA member from or within close proximity to the location. • The proposal should demonstrate that a pool of volunteers is available to assist with conference planning and preparation. Technology: • Location must have an existing high speed Internet infrastructure. • Location must be able to provide computers, AV equipment (e.g. data projectors) and technological support for presenters and exhibitors. Facilities: • Facility must be large enough to accommodate 300+ participants. • Facilities must be available all day for Thursday, Friday and Saturday, plus Thursday and Friday evening. • There must be one room to accommodate 35-40 exhibitors available Thursday evening and all day Friday, and until Saturday noon, and within close proximity to the breakout rooms, including a coffee area within its confines. • One room to accommodate 100 people for a Mary Donaldson Lecture & a place nearby for the President’s reception (typically Thursday evening)
SLA/Conference Handbook Revised August, 2004
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A room for 100-150 people for keynote address (Friday morning) 3-4 breakout rooms available at all times through Friday and Saturday, and at least 2 for Thursday for meetings. The room will need to accommodate from 25 to 75 people each (e.g. usually theatre style). Location must have adequate hotels within a 5 block radius of the facility to host/accommodate the participants. Must have sufficient space to accommodate 30-40 vendors within the same facility as the sessions, including a refreshment area.
All proposals should be sent to the SLA Board at: Saskatchewan Library Association #15-2010-7th Avenue Regina, SK S4R 1C2 Note: The SLA Board will make the criteria available on the Web site and inform the members, as well as accept proposals for alternate conference locations. Whoever puts in a proposal must show that they can meet all the criteria as outlined in the Request for Proposals.
SLA/Conference Handbook Revised August, 2004
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