Call for Expressions of Interest in Hosting CISA National Conference 2017 The Council of International Students Australia (CISA) hereby invites Expressions of Interest (EOIs) from organisations interested in hosting its annual national conference in July 2017. This conference will celebrate CISA’s 7th anniversary since its inauguration. At this time, we seek EOIs from prospective hosts. Based on an evaluation of the EOIs received, promising hosts may be asked to provide further details to inform the final selection. A Conference Committee will be appointed by the CISA Executive Committees. The Conference Committee will select the General Chair, Program Committee Co-Chairs and all other departmental coordinators for the conference (e.g., Sponsorship, Secretariat, Operations and Logistics). EOIs should identify a Local Arrangements Coordinator, who will be responsible for overseeing: • the arrangement of conference rooms, • equipment, • accommodation, • on-site registration, • participant e-mail access, • security for equipment, • the reception, • the banquet/gala dinner, and • liaising with the General Chair and the Conference Coordinating Committee to develop the budget and registration materials. EOIs are due on Friday, 1st July 2016. The successful host will be announced at the conference. The preferred date of the conference is 4-8 July 2017 with the following proposed schedule: Date Program th Tuesday, 4 July - City Tour for delegates (half day) Wednesday, 5th - Preconference workshop Day 1 July - Reception Thursday, 6th July - Preconference workshop Day 2 (half day) - AGM Friday, 7th July - Conference Day 1 - Election Saturday, 8th July - Conference Day 2 - Gala Dinner



Additional Notes City tour is optional Ideally a venue that can cater for big group activities Separated into 2 types: - Leaders workshop - Newcomers workshop Breakout rooms are necessary Breakout rooms are necessary

Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia Web: www.cisa.edu.au





Information that should be included, but not limited to: • • • • • • • •

Location (accessibility; conference venue e.g., tertiary education institution(s), hotels, convention centres; accommodation e.g., hotels, motels, student dorms, backpackers) Local Arrangements team (Co-ordinator, committee, other volunteers) Meeting venue(s) (space available for plenary sessions, pre-conference workshops, breakout rooms, an exhibition, welcome reception, gala dinner, AGM) A/V equipment Food/entertainment/banquet/receptions Sponsorships Budget estimates Opportunities for co-location with other meetings

EOIs will be evaluated in relation to a number of site selection criteria. Please provide evidence in a proposal(s) detailing the following: Involvement and support from the local international student community 20% Other stakeholder support (e.g. State government, local government, education sector, 15% community groups) Adequacy of conference and exhibit facilities for the anticipated number of registrants 15% (300-500 delegates) Accessibility and attractiveness of proposed site Experience of local arrangements team in conference and event management Adequacy of accommodation and food options in a range of price categories close to the conference / accommodation facilities Adequacy of budget projections and expected surplus A statement outlining why the venue/city should be considered Total

10% 10% 10% 10% 10 % 100%

*EOIs from organisations in cities which have not previously hosted a CISA Conference will be given special consideration (bonus 10%).



Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia Web: www.cisa.edu.au





Essential Report Requirements & Further Instructions: 1. EOI Form must be completed in full. 2. Proposal(s) must be accompanied by a Cover Page containing of bidder(s) name, bidder(s) contact person’s name and details. 3. Proposal must be: text justified, font size 12 in Arial and should be completed and submitted in a PDF document. An overview of the previous http://www.cisa.edu.au/conference.html

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Please note that all conference and meeting venues, technical equipment are to be considered as in-kind sponsorship of the host(s) which will count towards the final tiered standing for tiered sponsorship package. Costs (e.g. catering) will be covered by CISA Conference Sponsors. For further information and enquiries about CISA and its past conferences, contact the CISA President, Nina Khairina, at [email protected].

SUBMISSION: Electronic mail to [email protected] by 1st July, 2016



Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia Web: www.cisa.edu.au

Council of International Students Australia National Conference 2017 Expression of Interest Form Please complete this in full and return to E: [email protected] M: PO Box 24134, Melbourne 3001 Victoria

Proposed Local Arrangements Coordinator Details Name Address Tel Fax Email Previous Conference Organisation Experience Proposed Conference & Exhibition Hall Details (and venue contact details) Venue Venue Website Estimated Daily Rental Charge Available Rooms Available Dates Venue Address Contact Person Name Address Tel Fax Email

Please attach floor plans and estimated capacities

Proposed Gala Dinner Details (and venue contact details) Venue Venue Website Estimated Cost (Separate venue & food) Available Rooms Available Dates Venue Address Contact Person Name Address Tel Fax Email

Please attach floor plans and estimated capacities

4 Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia www.cisa.edu.au

Council of International Students Australia National Conference 2017 Expression of Interest Form Proposed Welcome Reception Details (and venue contact details) Venue Venue Website Estimated Cost (Separate venue & food) Available Rooms Available Dates Venue Address Contact Person Name Address Tel Fax Email

Please attach floor plans and estimated capacities

Has the local tourism bureau or similar been approached for support? YES/NO? If yes, please summarise discussion (Attach if necessary) Please give an indication of the number of Hotels and Accommodation in the region (within 15 minutes travel time). Number of Hotels Approximation Room Rates 5 Star Hotels 4 Star Hotels 3 Star Hotels Apartment Style Budget/Backpackers Student Accommodation Indicative Budgets & Sponsorship Availability (Attach if necessary)

5 Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia www.cisa.edu.au

Council of International Students Australia National Conference 2017 Expression of Interest Form What is the factor that sets this venue/city aside from all the others? (Why should CISA host the National Conference 2017 at this venue/city?)

Organising Committee (Attach if necessary) Please list the names and affiliations to confirm that all have agreed to serve

DECLARATION The Executive Boards of _______________________________ (organisation names) have approved this submission to host the CISA National Conference 2017. We understand that if successful our organisations will enter into an agreement with the Council of International Students Australia similar to that provided with this bid and we confirm our willingness and capacity to enter such an agreement. Submitted by Printed Name and Signature Organisation Date

6 Council of International Students Australia (CISA) PO Box 24134, Melbourne, VIC 3001, Australia www.cisa.edu.au