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NATIONAL CONFERENCE ON CULTURAL PROPERTY PROTECTION

CONTENT

HOST

HOST INFORMATION

The National Conference on Cultural Property Protection invites host bids for 2017, 2018 and beyond.

There are three primary components to submitting a host proposal:

1

First, a letter of interest from your organization including why your location/facility/city is the ideal host.

2

After consultation and meetings, eventually written approval and support from the appropriate authority will be required to acknowledge and accept financial and time commitments associated with hosting the Conference.

3

Ultimately, a formal agreement outlining the terms of understanding between the Smithsonian and host organization must be signed prior to commitment or advertising.

STRENGTH OF CULTURAL PROPERTIES IN THE HOST COMMUNITY

The active involvement of the Host Institution and other local cultural properties is crucial to the quality and success of the National Conference on Cultural Property Protection. Proposals should indicate which cultural organization(s) in the host community can be expected to help with the planning and execution of the Conference. Other assistance that will be needed: welcoming attendees; providing a keynote and/or event speaker; and holding at least one evening reception.

Please consider carefully the following requirements before submitting a host bid.

FACILITY REQUIREMENTS

A general session space with seating capacity for 200 people

A convenient layout and reasonable proximity to all meeting rooms

An area near one of the meeting rooms suitable for conference registration

Possible additional meeting space to accommodate smaller breakout sessions

A banquet room for meals with seating capacity for 200 people

An integrated sound system in each of the meeting rooms, webcasting and/or video capacity preferred

Hotel rooms at the prevailing government rate

Close proximity and easy, affordable access to a major airport


Please note: Potential host institutions may opt for a convention or meeting facility located near area hotels. The meeting room rental rate, however, must be low enough to compete with the complimentary meeting rooms offered by cultural institutions or most major hotels.

RESPONSIBILITIES OF HOST INSTITUTION

Identifying, interviewing and visiting a minimum of three hotels that meet the conference criteria

Providing equipment and logistical support to the Smithsonian staff during the Conference: this may include copiers, printers, or computers

Designating staff to serve on the planning committee. Duties include identifying regional speakers, assembling the agenda and briefing materials, assisting the Smithsonian staff in marketing the Conference to organizations throughout the host region

Providing support staff to assist Smithsonian personnel at the Conference site for the duration of the Conference

Arranging for at least one (preferably two), cultural institutions to host an evening event for 200 to 350 people. The host institution provides, at its own expense, a meal of (at least) heavy hors d’oeuvres and beverages (wine and beer included). The event site should be open for viewing and, if appropriate, behind-the-scenes tours


Any costs associated with this event are to be borne by the host institution. The host institution should plan to commit approximately $20,000 to fulfill its responsibilities.

Proposals should include the desired time frame for hosting the conference.

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