Host a Conference

group breakout shot at conference in Utah

ETC is looking for institutions that are interested in hosting a future Annual Conference. By serving as host, you and your institution can increase visibility of your institution to other campuses across the country while providing a valuable service to the Consortium. Host institutions are supported by the Executive Office to help with the execution of the conference.

Advantages/benefits of hosting:

  • National recognition for your university
  • Visibility for your department’s successes on your campus
  • Showcasing innovative new tech spaces, initiatives, and best practices
  • Six complimentary registrations to attend the event
  • 50% discount for additional attendees from your institution and surrounding partner institutions
  • 2 VIP passes for institutional leaders
  • Volunteers directly contributing to the success of the event will be provided meals and refreshments on the day of their responsibilities (excluding off-site excursions)
  • Vendor visibility on your campus
  • Community outreach and promotion
  • Giving student workers more visibility into the education, technology, and AV professions

 Requirements for hosting a conference:

  • Location for a three to four-day conference, generally held in the month of October
  • Access to major air transportation service and ground transportation from airport to conference location (preference within 25 miles)
  • Assistance identifying meeting facility/hotels within walking distance of your institution
  • Local hotel options that can accommodate approximately 175 guest rooms
  • Meeting rooms with meal and break options for 150-200 (large group and smaller rooms for concurrent sessions)
  • Technical support prior and during conference (media equipment and support services)
  • Access to local entertainment and recreational venues
  • Ease of travel for campus site visit
  • Produce promotional video for conference
  • Presentation at prior conference to promote event

ETC will provide:

  • Assistance with developing conference budget
  • RFP process for local hotel and meeting space venues
  • Contract negotiations with hotel, keynote speakers, and entertainment venues
  • Organize committee planning meetings
  • Facilitate registration process
  • On-site management of attendee check-in
  • Marketing and promotional language to promote the event
  • Conference website
  • Assist with keynote speaker contracts and on-site management of speakers
  • Cancellation insurance coverage for the event and other relevant insurance policies as needed
  • Review and coordination of all vendor payments (hotel, speakers, off-site events, etc.)
  • Will coordinate sponsored equipment as needed from corporate partners for the event.

Marist Conference Session

Additional Information:

Click here to complete the submission formA partnership agreement will be executed with the host institution if selected to host an event. If you would like additional information regarding this agreement in advance, please contact the Executive Office.