Annual Conference Local Host Position Description

This is an overview of the local host responsibilities for SCUP’s Annual International Conference and Idea Marketplace. The local host chair and committee support the conference committee in identifying an optional campus tours and events program that highlights local sights and complements the educational program, Idea Marketplace, and other events at the conference.

Please note that SCUP appreciates our volunteers greatly, but cannot offer complimentary conference registrations for your participation. All board and committee volunteers pay for their conference registration.

The primary contact on the SCUP staff for development of the optional tour activities is the director of administrative services.

The Local Host Chair's Role:

• Participates as a full member of the Conference Planning Committee.  The local host chair’s role is to work with the director of administrative services to plan campus tours and recommend local attractions that may be of interest to attendees.
• Participates in two to three planning meetings representing the local host committee. Expenses to attend (except meetings held on site at the annual conference) are paid by SCUP.
  • Conference planning meeting – First organizational meeting.  Approximately 18 months out, during February – March.
  • Conference planning meeting - On site in conjunction with the annual conference one year out.  
  • Fall conference program planning meeting (November, year before the conference, in Ann Arbor)

• Assembles and leads a committee of volunteers from local institutions and firms who are interested in planning for SCUP visitors in their city or region.
• Submits potential campus tours to SCUP for confirmation and for slotting on the official program.  When tours are approved, the local host chair designates/recruits a ‘Tour Coordinator’ from each campus that will be hosting a tour, who will serve as the primary contact for all aspects of that tour.  The tour coordinator will work with the local host committee to determine areas of interest on campus, coordinate all campus logistics, such as; arranging to have buildings open, checking to see if security will need to be provided, if a construction site securing permission to be there and obtaining hard hats if necessary, coordinating with campus and corporate colleagues on the content of the tour; oversee the tour logistics on the campus, and draft a tour description for promotion and program.  SCUP staff will work closely with the tour coordinators to coordinate the logistics of the tour, and are responsible for contracting and securing any outside vendors for catering and transportation that may be necessary.
• Reviews post-conference special event/tour feedback and participation totals, and share recommendations with subsequent conference’s local host chair.

Local Host Committee Members:

• Works with the SCUP director of administrative services and the local host chair to develop a schedule of campus tours that coordinate with other conference activities on the program.
• Provide descriptions of campus tours for conference promotions, the preliminary program, and final program. Note: these descriptions come from each campus that offers a tour of their campus and SCUP reserves the right to edit them based on available space in program materials.
• Work with the director of administrative services to prepare and determine materials to be available attendees on site. This may include information such as a restaurant guide, maps, directions, and local things to do “on own”.
• Participate in tour/event-cancellation decisions with the director of administrative services in cases of insufficient enrollment.

The SCUP Director of Administrative Services' Role:

• Sends request for proposals to local destination management companies (DMCs) to provide transportation to campus tours and to arrange local tours. Negotiates and contracts with DMC and is the primary contact for coordinating arrangements.
• Works with the local tourism office to obtain promotional items for the year-prior local host desk and for the actual conference.
• Manages the budget. There is a budget of  $1500 to utilize toward year-prior promotional material, material at annual conference, and phone calls.
• Determines final selection of campus and local tours to offer.
• Sets prices for campus and local tours.  Pricing shall cover direct and indirect costs and be consistent with pricing of other SCUP events.  Pricing will also take into consideration the “acceptable price points” for SCUP participants, based on feedback and evaluations from prior years.  Main contact for campus tour coordinators.  Determines the timing and day for each tour, and contracts for any outside arrangements such as catering.
• Receives campus tour descriptions and photographs from campus tour coordinators for promotional material and web. Edits the tour descriptions for publication.
• Provides updates to campus tour coordinators on the status of their respective registration
• Determines evening event activities. Coordinates with DMC on suggested restaurants for Dine Around event, with input from local host committee on final selection of restaurants.

The SCUP Associate Director of Corporate Relations' Role:

The associate director of corporate relations takes the lead in securing sponsorships for the annual conference. We no longer offer sponsorships for specific items or events, and instead, now offer different levels of sponsorship with accompanying benefits; therefore, there are no  “tour” sponsorships. Members of the local host committee who help organize the tours are not considered sponsors. In the same way, institutional and corporate consultants who may lead a portion of the tour (arranged by the local host tour coordinator) are not considered sponsors. In-kind sponsorships may be available which would include items that would otherwise be a cost to SCUP such as transportation to the site, meeting space, food or beverage. The in-kind sponsor and the associate director for corporate relations agree upon the value of the item, which then determines the “level” of the sponsorship and the accompanying benefits.  The college or university hosting the tour is most likely to provide these items.

General Timeline Highlights

18 – 12 months out  Local Host Committee Selected                                                                       

12 – 8 months out   Finalize tour options and descriptions

6 months out  Registration for tours opens

An annual conference local host committee member must be a member-in-good-standing (dues paid), have excellent project management and organizational skills, an excellent knowledge of the host city, and be able to work in an online environment.