HAPS Annual Conference application

Application to Host an Annual Conference

Note that all contracts, purchasing, and catering will be done by the HAPS Business Office. Your primary roles will be to define speakers, work out logistics with your institution, and help coordinate local issues. You will have loads of support.
General Information
Conference Coordinator

First NameLast Name
Preferred email
Primary phone

Area CodePhone Number
Secondary phone

Area CodePhone Number
Preferred address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Proposed Dates

The Annual Conference typically is held at the end of May or the beginning of June and traditionally runs from a Saturday to the following Thursday. The times at which the host institute’s facilities are available for the workshops can be the deciding factor and alternative days will be considered. Consider holding the conference over the Memorial Day weekend or the week immediately before or after.
What year are you interesting in hosting an Annual Conference?
If you are flexible, what is a second choice?
Institution Information
Proposed host institution
Institution location
HAPS region
We ask that conference coordinators secure support from the institution's administration. This might be a college president at a smaller institution or a dean-level administrator at a tier one institution. This letter can be provided later to the HAPS Conference Committee Chair, emeyer@hapsconnect.org.
Name and position of the person you expect to provide a letter of support.
Will the conference coordinator be granted release or reassigned time or a reduction in other responsibilities in order to host the conference?

YesNo
Will secretarial/administrative assistance be available to the conference coordinator?

YesNo
Please list the names and institutions (if different) for other conference committee members. Only conference coordinator receives complementary registration.
Do you currently have themes or local speakers in mind for the meeting? If so, please specify.
Are there any special institutional facilities that you would like to leverage with this meeting? Special labs, teaching rooms, or other such facilities?
Briefly describe the facilities that would be available for the following, include approximate square footage: • Update speaker location with theater seating • Workshop rooms • Space for exhibitor displays • Space for food services •
What food services are available on the campus hosting the workshops?
HAPS Business Manager will take care of all contracts and payments, but we would like to generally know what services are paid and what services will be donated by the host institution. Questions below are just a starting point.
What is rate your institution charges for room use/rental (in US$)? If no cost, please enter zero.
Will WIFI be available to meeting participants? To presenters? Will the institution charge for it?
Will the institution charge the meeting for other services such as janitorial services or security?
Local Area
Are there any hotels in the immediate area that can hold ~500 participants? Do you personally prefer one?
How far is it from the host institution to the hotel(s) and how far to the nearest airport?
Are there any local attractions or exhibits that you think meeting participants would want to know about?
Should be Empty:

Application to Host an Annual Conference

General Information

Proposed Dates

Institution Information

Local Area