Guidelines for Submitting a Regional Meeting Bid

{Note the the committee members reviewing this document. Items in bold have been added to the original document fro ReACT.

A successful Regional Meeting requires significant planning and the active support and participation of various key groups and individuals representing the Local Section(s), the Region, ACS Technical Divisions, ACS staff, and other interested parties. These guidelines are designed to help the Local Organizing Committee and Regional Board by highlighting key factors, identified by previous Regional Meeting organizers, which may impact the success of the proposed meeting. Considering these factors early, i.e. during the bid process, will greatly enhance the likelihood that the meeting will meet all of the Organizing Team's goals and objectives.

I. SUBMISSION PROCEDURES AND DEADLINES

A. A bid should be submitted at least three-four years in advance of the proposed meeting dates.

B. Two months prior to the meeting of the Regional Board, documentation of the Bid Package must be submitted electronically or in written/hard copy form (20 copies) to the Secretary of the Region.

1. The Secretary of the Region will assume the responsibility of distributing the documents to the appropriate individuals.
2. In the case of electronic submission at least five copies of ancillary materials, pictures, brochures and information from Convention and Visitors Bureaus, etc. must be sent to the Secretary of the Region.

C. A representative from the Host Local Section(s), preferably the designated General Chair or Program Chair of the proposed meeting, must be present at the meeting of the Regional Board to make a brief oral explanation of the bid and answer questions posed by the Board.

D. The Secretary of the Region will inform the Host Local Organizing Committee (LOC) of the date and time for the presentation.

II. PREPARATION OF THE BID PACKAGE

. Before preparing a bid the LOC should review the "Memorandum of Understanding for the Planning, Organizing, and Conducting of a Regional Meeting" (MOU). This document defines the Roles, Authorities, Responsibilities, and Accountabilities of each Party concerned.

A. The bid package must contain a brief description of the meeting plans including, but not limited to, the following:

1. e-mail address of contact person making the bid [required]
   
   
   
   
   
2. Proposed dates [required]

3. Proposed site(s). Additionally, list all other sites that were considered and the reason(s) why they were rejected. This information will be useful to future meeting organizers. [required]

The location would be Historic Richmond, Virginia at the Marriott Hotel and the Richmond Convention Center. There is no other hotel with sufficient meeting facilities to hold the number of people we expect.

4. Proposed LOC members (include affiliation: academic, industry, government, etc.)

a. General Chair

Dr. Joseph Pompano, Boehringer Ingelheim Chemicals, Inc.

b. Program Chair(s)

Dr. Ann Sullivan, J. Sargeant Reynolds Community College

c. Exposition Chair

Mr. Charles E. (Trey) Gregory III Boehringer Ingelheim Chemicals, Inc.

d. Treasurer

Dr. Will H. Lewis, Jr., Philip Morris U.S.A

e. Other members

Dr. Gerald Bass, Councilor, Dr. Patrick Barber, Councilor, Dr. Brian Moores, Local Section Treasurer, Mr. Kenneth Chapman, Local Section Secretary, Dr. William Welstead, Trustee, Dr. Dorothy Eseonu, Local Section Chair

5. Anticipated size of meeting

. Members

a. Students (graduate, undergraduate, high school, etc.)

b. Teachers

c. Others

6. Estimated number of exhibitors

7. Basic elements of the technical program [See Core Program Requirements and Core Program Suggestions, Appendix B of a separate document.]

The Basic elements of the technical program could include technical programs in Forensic /Biotechnology Sciences due to the close proximity of the State Forensics Laboratory and the Virginia Biotechnology Research Park; programs in chemical education; analytical – specifically chromatography and mass spectrometry

8. Possible program collaborations with other ACS and non-ACS organizations

Possible program collaborations would include collaboration with several four year institutions within the Richmond Area including Virginia Commonwealth University, University of Richmond, Virginia State University, Virginia Union University, Randolph Macon College and the Virginia Community College System. Industrial partners would include Boehring Ingelheim Chemicals, Inc., Philip Morris U. S. A., Wyeth, Afton Chemical Corporation. Finally, collaborations with the Virginia Science Museum, the Virginia Academy of Sciences, Virginia Association of Science Teachers, the Richmond Chromatograph Discussion Group, and the American Institute of Chemical Engineers would give the meeting a diverse base.

9. Elements of non-technical programs: awards, banquets, breakfasts, luncheons, other social events, tours, workshops, etc.

Will be consider further by the planning committee

10. Highlights and themes for the meeting (is a logo planned?)

Will be consider further by the planning committee

11. Meeting room availability (number and types of rooms, occupancy levels, etc.)

link to Virginia Section web site

12. Map of the site (hotel/university) to allow discussion of "flow", locations of sessions, posters, exhibits, workshops, parking, etc. [1) the URL to a pdf file of the scanned document or 2) attach a pdf file of the scanned document to an e-mail to bill_switzer@ncsu.edu AND an explanation of this document.]

from Linda Worthington

13. Preliminary budget [1) the URL to a pdf file of the scanned document or to an Excel spreadsheet or 2) attach a pdf file of the scanned document or an Excel spreadsheet to an e-mail to bill_switzer@ncsu.edu AND an explanation of this document.]

14. Travel facilities (ease of access, such as air, train, bus options; local bus routes, parking)

link to Virginia Section web site

15. Housing options (hotels, area motels, university dorms, etc.)

from Linda Worthington

16. Letters of support from local governments, hotel associations, participating academic institutions, the Convention and Visitors Bureau, other local organizations/individuals that may be involved in helping host/plan the meeting, etc. [1) This information may be withheld from the initial bid, but if the bid is accepted, may be included as part of the first presentation to the Steering Committee at the next Regional Meeting or 2) the URL to a pdf file of the scanned document.]

17. Special requests of the LOC to the Regional Board or the ACS Office of Regional Meetings (ORM)

Will be consider further by the planning committee

18. Concerns about the meeting and/or sites that should be revealed to the participating groups (possible interfering construction, etc.) [Anticipating problems beforehand is a key to success.]

Will be consider further by the planning committee

19. Any additional information that would be helpful to the Regional Board in making the site selection; for instance, pictures of the proposed site(s), materials from the local Convention and Visitors Bureaus, etc. [1) This information may be withheld for the initial bid, but if the bid is accepted, may be included as part of the first presentation to the Steering Committee at the next Regional Meeting or 2) the URL to a pdf file of the scanned document.]

from Linda Worthington

20. A letter that indicates an acknowledgement of the commitment from, and acceptance of responsibility by, the Host Local Section(s). The current chair, secretary, and one councilor should sign this letter. [1) the URL to a pdf file of the scanned document or 2) a list of e-mail addresses so that each officer may be contacted by the Steering Committee or 3) attach a pdf file of the scanned document to an e-mail to bill_switzer@ncsu.edu]

III. ACCEPTANCE OF BID BY REGIONAL BOARD

Upon acceptance of a bid by the Regional Board, the Chair(s) and Secretary(ies) of the Host Local Section(s), the General Chair of the Local Organizing Committee, an Executive (President/Chair) of the Regional Board, and the Manager of the ACS Office of Regional Meetings must agree and sign the MOU before the authorization to host the meeting is binding. See Appendix A attached.