Although serving as a Host institution for AFTA Conference is a major undertaking, it is also an opportunity to showcase the quality of your staff and the special agroforestry features of your State/Province.
PLANNING COMMITTEE ROLE
The AFTA Board of Directors will appoint a Conference Planning Committee consisting of AFTA members and partners from the selected Host Institution. The Planning Committee will include representatives from the Host Institution, members of the AFTA Board of Directors, a representative from a past Conference Planning Committee, and others as needed to ensure appropriate diversity in disciplines, geography, etc. The Conference Planning Committee makes all major decisions regarding the conference, and will determine:
- conference theme overall, program format & schedule, conference budget & registration fee, conference registration deadlines, abstract review and acceptance, conference advertisement, proceedings format and publication
HOST INSTITUTION ROLE
At least two members from the Host Institution are expected to serve on the Conference Planning Committee. Additional members will be added as needed to conduct this conference. The Host Institution will be responsible for carrying out all plans made by the committee, including:
- Soliciting bids from potential conference sites and associated lodging.
- Producing and distributing advertising materials, including the preliminary announcement/call for abstracts; final announcement and registration instructions.
- Recruiting speakers, as directed by the Conference Planning Committee.
- Publishing the final conference program.
- Registering participants.
- Recruiting volunteers as needed to conduct the conference (e.g., moderators, audio-visual equipment operators, tour guides, poster set-up managers, registration assistants, State gift swap, auction, photographers, etc.).
- Arranging study tours, including all logistics (bus rental, estimated costs, food, etc.).
- Producing a proceedings and other summary of the conference, as determined by the planning committee.
- Purchasing or providing all supplies (with reimbursement from the conference account).
- Processing all conference income and expenses from a conference account established by the Host Institution.
- Summarizing the evaluation forms and providing a summary to the Board of Directors.
Certain duties of the Host Institution as described above may be delegated to other members of the Planning Committee, but the Host Institution maintains responsibility for ensuring completion.
It is the goal of AFTA that the biennial conference not only covers its costs, but also produces profits that can help supplement AFTA’s budget to fund conference scholarships or other priorities. Agreement on the disbursement of profits will be made between the AFTA Board of Directors and the Host Institution during the planning phase. In the event that the Host Institution functions as the financial manager and handles all details related to registration and finances, profits will be split 50:50 between the Host Institution and AFTA. If AFTA assumes responsibility for financial management, profits will be split as follows: 25% to the Host Institution and 75% to AFTA. Grants and donations received by AFTA in support of the conference will not be included in revenue to be shared; however, revenue from commercial sponsors may be shared. The AFTA Board of Directors will negotiate the best deal possible with the Host Institution and will set the registration fees for the conference in keeping with this policy.
Your proposal must include the following:
1. Description of one or more potential conference sites. If possible, we prefer a site that uses sustainability practices and that is surrounded by or located near a setting with agroforestry interests. Your proposal should include information about the following features:
- distance to the nearest national airport (2 hours maximum travel time)
- nearest city
- meeting and lodging facilities (see criteria below)
- guest amenities
- a description of two-day agroforestry tour opportunities in the local vicinity
- a description of sustainable practices employed by the conference center.
2. Names of one or two agroforestry faculty from your university/organization that will recommend them to serve on the Conference Planning Committee. Include a brief description of their past experience in planning a national conference or other major events.
3. At least one letter from an appropriate administrator verifying that your university/organization has the faculty resources and financial backing to conduct this conference.
4. Cost estimates for lodging, food, and meeting room space from each potential conference site. Plan for a conference length of three days, plus one-day pre- and/or post-conference tours. Traditionally, the conference has been held in June, but conference organizers are free to choose dates that work well to showcase the region’s agroforestry efforts and which will attract participants based on cost, amenities, and competing events. Historic attendance has ranged from 100 to 150 participants.
5. Proposed financial relationship between AFTA and the Host Institution regarding financial duties and potential profits/losses.
6. Anything else the Board of Directors should know when evaluating your proposal.
To assist you in understanding the work that is involved and the expenses that you may incur, we encourage you to contact one of the past NAAC hosts.
- Kevin Wolz - 2021 Virtual Conference, Savanna Institute, U.S.
- Badege Bishaw - 2019 Conference, Oregon State, U.S.
- John Munsell - 2017 Conference, Virginia Tech. University, U.S.
- Jesse Randall - 2015 Conference, Iowa State University, U.S.
- Raju Soolanayakanahally - 2013 Conference, Prince Edward Island, Canada
The AFTA Board of Directors will select the Host Institution based on:
● Prior experience on the part of the Host Institution’s faculty in conducting a major educational event; evidence of support from Host Institution
● Convention facilities and hotels that have:
- Sufficient meeting space for general sessions for all conference attendees
- Breakout rooms for concurrent sessions and workshops of ~30 people each
- Banquet facilities for the entire group as well as for special events
- Exhibit space for ~50 posters and ~10 vendors
● Location within two hours of a major airport
● Estimated costs for lodging, meals, and meeting space
● Amenities offered by the potential conference sites
● Sustainable practices employed by the conference site/center/hotels
● A broad variety of agroforestry tour opportunities
● Cost sharing and revenue sharing
Following the Board of Directors’ consideration, AFTA will notify you of the outcome of your bid. We anticipate making a decision by October, 1, 2022.