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Click here to download a copy of Conference Guidelines in MS Word Format Bid
Deadlines: Submit
Bids to: The bid window is August through November. Please keep in mind and avoid Jewish Holidays, Labor Day Weekend, Watkins Glen Weekend, the STARFLEET International Conference (if relevant), and other large "genre" events. Additionally, if your bid is near Halloween, please consider NOT using a Halloween theme since we also hope to put a Halloween party out for bid. The conference should cover a weekend, Friday to Sunday. It should NOT be part of another, larger, event, not even a Star Trek convention. We want to avoid cross programming. An ideal location will have ease of access for both public and private transportation (i.e., cars, busses, trains, etc.) to and from the conference location as well as to public areas near the conference site. It will also have handicapped access. Cost is an important factor, and attention should be paid to keeping costs as low as possible. We realize that some areas will be more costly than others, and this will be taken somewhat into account, but since cost is one of the biggest factors for all attendees, keeping it lower increases your chance of a successful bid. This applies to the total cost of the weekend, including lodgings, registration, and the awards banquet. Also favorably looked-upon will be an option of only coming to the conference and dance, but not the dinner. The conference cost should include an ID badge and program booklet, as well. Staffing: All submissions must contain a contact person and include their mailing and e-mail addresses, as well as a phone number, so that they can be easily reached. They must also provide a list of Conference Staff with the following positions:
Other positions that may be posted, but are not mandatory:
The Conference bid is accepted by the host chapter(s) with the express knowledge that once the bid has been selected, that group is responsible for carrying out the conference. Unless extreme circumstances warrant, the Conference will not be canceled. At least monthly progress reports should be sent to Region Seven Command to keep the Regional Coordinator informed on progress and/or problems with the preparations. Acknowledgments of pre-registrations should be made as soon as possible after receiving the registration materials. Make sure that you specify that pre-regs include a SASE for confirmation notice. Ensure that you constantly advertise the conference in local chapter newsletters, "Fleet 7", the "Communiqué", electronic media, etc. Advertising the Conference is a MUST to ensure that we have plenty of members in attendance. In addition, efforts to obtain coverage in the local media (smaller newspapers, radio stations and TV stations) are encouraged, since the regional conference gives media a different slant on the usual stories about Trek fans. A tentative schedule of events should be sent to all command personnel and workshop leaders one to two months in advance to ensure no scheduling conflicts. Contact all regional leadership/staff personnel one and a half months before the Conference to ensure their attendance and let the Regional Coordinator know if substitutions are necessary. The hotel room, conference registration, and dinner of the RC must be covered by the conference. (It is also recommended (if feasible) that these things be covered for the Commander, STARFLEET as well.) This is to ensure that, regardless of financial situation, the RC (required by the rules to be there) is in attendance. Some programming suggestions follow. Please note that these suggestions, other than the general meeting, the awards ceremony, and the closing session, are not set in stone. The three aforementioned events should be "single-track", with nothing programmed against them. The region will also consider alternate programming tracks, which have proven successful in the past. A bid committee may also wish to consider contacting past chapters which have hosted conferences and asking to view their winning bids. Scheduling and Programming Suggestions: Friday's programming should include registration set-up, and a social event for persons arriving Friday night. Saturday schedule should include an approximately two-hour-long welcome/general session. Additional Saturday scheduling should include multi-track programming for various section meetings (i.e., Captains call, First Officers Call, Divisional meetings) and should be flexible for additional requests for speaking time. The host should provide a list of local eating places for people to use for meals not designed to be included in the Conference. The awards banquet hould consist, at a minimum, of a meat dish, a vegetable side dish, salad and a cash bar for those of legal drinking age. Additional options, if possible, are of course encouraged. If a dance is held Saturday evening, it should be a "10 Forward" style party that lasts at least three hours and includes a DJ. If alternate programming is chosen, that also should extend well into the evening. Sunday: This is basically a time for the conference to wind down and possibly finish any programming tracks unable to be incorporated into the Saturday Schedule. Debrief/Departure Meeting should contain last minute talks from the Conference Chairman, Region Seven Command Personnel, and feedback on the conference itself It should start approximately at 1:00 PM and wrap up at 2:00 PM or shortly thereafter. A typical agenda for the general meeting:
Suggestions
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