Institutions interested in hosting the Student Technology Conference will submit a bid approximately one year prior to the Conference they are bidding for (e.g. bids for the 2026 Conference are due late 2024 / early 2025).
The following information should assist in the planning process for institutions submitting a bid to host.
Gather your team before submitting a bid
- Chair/Co-chair appointments
- Web and document information and development
- Housing contacts
- Dining Services contacts
- Database specialist for registration services
- Physical Plant/Grounds
- Finance person to manage conference budget
- Conference Coordinator
- Conference art designer for advertisement and giveaways (logos)
Produce your Student Technology Conference Bid Web Page
- Core Host Team
- On campus conference housing
- Keynote and presentation
- Dining Facilities
- Letters of Commitment
- Budget
- Area information
Verify potential dates that your institution can support
- If possible determine primary and secondary dates for the conference
- If possible avoid the week before and of July 4
- If possible avoid Father’s day weekend
Verify Availability
- Keynote and presentation spaces
- On campus housing for up to 250
- Dining Facilities to accommodate 100-300+
- Opening and closing event location
- Off campus hotel availability
Verify Financial Responsibilities
- Contracts and event locations that require a deposit
- Develop a budget to submit for the bid process following the bid guidelines
Receive support from responsible institution administration
Suggestions include:
- Letter of Commitment from President/Chancelor
- Letter of Commitment from your department Vice President/Vice Chancelor
- Letter of Commitment from leadership within your department
- Letter(s) of Support from department(s) that will assist you with the conference
Site Visit by Conference Selection Committee members
- Have proposed on campus housing options available for viewing
- Have keynote and presentation facilities available
- Visit projected dining facilities
- Visit hotel for off campus
- Visit the Doc Fair Area
- Visit the Vendor Fair Area
- Visit options for the Professional Development Seminar (PDS)
- Show any other areas that you think will help your bid
- If possible schedule a meal with your institutional support and leadership partners and the site visit team.