2019 ANDOVER EDUCATORS CONFERENCE


SITE HOST APPLICATION GUIDELINES


Do you have access to an ideal venue that is near a major airport for the 2019 Andover Educators Association Conference? 

Site Host Applications are being accepted through January 15, 2018. Contact AndrĂ©e Martin at conference2019@bodymap.org with questions and to submit completed application packets. Applicants are asked to provide detailed information on the conference site host responsibilities listed below. Proposals can be sent via email attachment (pdf) to conference2019@bodymap.org on or before January 15th, 2018.




CONFERENCE VENUE


  • Recital halls

    • Staffing needs and requirements

    • Size

  • Large rehearsal rooms

    • Number and size

  • Classrooms

    • Number and size

    • Projectors and audio equipment

  • Practice Rooms

    • Number

    • Availability for pre-conference lessons

    • Availability during conference

  • Conference Bookstore

    • Location possibilities

  • Pianos

    • Number and quality

    • Locations (in large rehearsal spaces, classrooms etc.?)

  • Venue Cost

    • Security

    • Audio technicians

    • Video technicians

      • Capabilities

      • Cost

      • How will videos be accessible after the conference?

  • Printing Services

    • Printing and photocopying availability

    • Cost

  • Support

    • Administration, faculty, staff support for conference

  • List any previous conferences hosted at site



HOUSING


  • If on-campus housing is recommended:

    • Dorm proximity to music school

    • Room size and style (including bathroom facilities)

    • Year and condition of building

    • Cooking facilities

    • Linens

    • Security (Is after-hours access available via key-card?)

    • Check-in and Check-out process

    • Availability for pre-conference training days for trainees and sponsoring teachers

  • If off-campus housing is recommended:

    • Hotel proximity to music school

    • Cost: Is a conference rate available?

    • Airport shuttles from hotel



   FOOD

   

  • Restaurants

    • Walking distance or via public transportation from the music building?

    • Number and types

    • Restaurant options for those with dietary restrictions

  • Dorm meal package

    • Is a meal package required if using a dorm?

      • Are their options for partial meal plans?

      • Options for those with dietary restrictions

  • Facility and catering options for banquet

  • Coffee and snacks for breaks

    • Campus food services

    • Cost

  • Concert receptions

    • Campus food services

    • Cost

 


TRANSPORTATION


  • Accessibility from nearest international airport

    • Distance

    • Public transportation or shuttle

  • Parking

    • Cost

    • Distance from conference site


REGISTRATION


  • Will campus conference services allow us to use our own registration software?


MARKETING


  • Local marketing plans

  • Local interest

    • Number of people new to AE who may be interested in attending


PEOPLE & STAFF


  • Student Workers (6-8)

    • Availability and reliability

  • Pianists

    • Availability

    • Fees

  • Feldenkrais and AT teachers (local)

    • Availability for private lessons


  

OTHER THINGS TO DO


  • Area attractions





   




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