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Greetings,
The Association for Temperate Agroforestry (AFTA) is seeking proposals from organizations that would like to host the 18th North American Agroforestry Conference to be held in the year 2023. Proposals should be returned to Kevin Wolz, AFTA President (kevin@savannainstitute.org) no later than Thursday September 1, 2022. Proposals will be accepted from AFTA members anywhere in North America. Individuals and/or organizations can register to become a member of AFTA on the AFTA website: www.aftaweb.org. An updated pdf version of the proposal requirements can be found HERE.
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:
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:
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.
PROPOSAL REQUIREMENTS
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:
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.
HELPFUL INFORMATION
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.
SELECTION CRITERIA
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:
● 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
NOTIFICATION
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.
