Hosting AFEA Africa’s Annual Conference Questionnaire Your answers to the questions below will provide valuable information for our Board of Directors in their initial assessment of your proposal. First and Last Name (Contact Person) Address (Mailing address) Phone number (including country code) Email Name of Institution (Hosting the conference) Contact address of Host institution Country Wepage of Host institution (if available) Please provide a brief statement explaining your interest in hosting an AFEA conference at this institution. Describe the level of local and regional interest and involvement you anticipate by members of the community. How would a conference at this institution fit with the overarching goals of AFEA? What do you feel makes this location appealing to potential participants? AFEA conferences usually last 3 days in Late June or July. Please indicate which month would work best for the host institution Late June July Please provide 3 dates in the selected Month that would work best for the host institution Please provide us with one or two examples of conferences that have occurred at this venue in the past. Your description should include the number of attendees, length of the conference, the sponsoring organization, and any additional pertinent information. Have you confirmed that the proposed institution has agreed to host AFEA? Yes No Is there a support office at the host institution that is available to work with AFEA staff regarding logistics? Yes No Are you willing to act as a liason between the host institution and AFEA staff? Yes No If you cannot be a liason, please provide the name and contact information of the person who will be a liiason between the host institution and AFEA Does the host institution have an auditorium with seating for 250-350 people? Yes No Does the host institution have at least 10 rooms each with a seating for 30 people? Yes No Does the host institution have a meal and reception area with tables and chairs for 250-350 people? Yes No Does the host institution have a lobby/space space for registration tables Yes No Are all the spaces mentioned above within the same building or in close proximity? Yes No Does the host institution have space for publishers' book displays Yes No Can the host institution provide a secure space to store registration/conference materials overnight? Yes No Are copier and/or printer services available for conference materials, programs and folders? Yes No If all of the available spaces are not in the same building, please describe where and how your university/institution could accommodate the space requirements for the conference: Is there a charge for use of the auditorium needed for the plenary? If so, how much? Is your institution willing to waive the charge to AFEA? Is there a charge for use of the session rooms? If so, how much? Is your institution willing to waive the charge to AFEA? Please provide detailed information on all space rental costs associated with the use of an auditorium for two plenary sessions, 35-40 session rooms, and other space needed including reception hall and boardroom. This venue and city are very safe and additional security for the safety of the participants is not necessary. True False Security personnel would be present during our conference. This is routine and the cost would be covered by the venue. True False It is recommended that AFEA hire security personnel to provide security throughout the conference for a fee. True False If the last statement above is “true” please describe how security would be provided and at what cost. True False Do the rooms have LCD projectors? Yes No Do the rooms have Computers? Yes No Do the rooms have Projection screens? Do the rooms have AV technnical support available to set up and assist with the equipment? Yes No Is there a charge to use the equipment? Yes No Is there a charge for the AV technical support? Yes No If there is a charge to use any of the above named equipment or the AV technical support, please provide detailed information regarding who would provide the required equipment and what charges would be involved. Clearly explain all AV and technical support costs of using this venue. Yes No Could catering at the host institution provide coffee breaks throughout the conference and preconference workshop? Yes No Can the host institution provide lunch each day of the conference and pre-conference workshop? Yes No Can the host institution provide evening receptions? Yes No Can the host institution provide dinner one evening? Yes No Could liquor be served at the receptions and dinner? Yes No Would we need to move to another building for lunch? Yes No Would we need to move to another building for dinner? Yes No Would we need to move to another building for the receptions? Yes No If an outside caterer would be required, could you provide the names of at least three caterers who would be available for bids? Yes No Would the same caterers provide liquor? Yes No If not, would you be able to provide the names of at least 3 outside vendors to provide liquor? Yes No Are there 3-4 stars hotels within walking distance? Yes No Are there 3-4 stars hotels within 5 miles? Yes No Are there dormitory rooms available to accommodate approximately 200 or more participants for 4-5 nights? Yes No Could these dormitory rooms be reserved directly by the participant with your university/institution with payments made directly by the participant? Yes No Indicate the number of 3-5 stars hotels within an 8km (5 mile) range with hotel rooms under $75 USD/night Indicate the number of 3-5 stars hotels within an 8km (5 mile) range with hotel rooms in the range $75-$100 USD/night Indicate the number of 3-5 stars hotels within an 8km (5 mile) range with hotel rooms in the range $100-150 USD/night Indicate the number of 3-5 stars hotels within an 8km (5 mile) range with hotel rooms over $150 USD/night Do you have an international airport with direct service to your city from most major hubs Yes No Do you have an international airport that requires significant ground or train transportation to reach your city Yes No Is there taxi services in your city? Yes No Is there city bus services in your city? Yes No Is there shuttle services in your city? Yes No Because AFEA has only a limited budget, we greatly appreciate the offer of support from host institutions for some of our basic conference events. Please indicate which of the following your institution might be willing to support. Would your institution be willing to sponsor a reception on the first full night of the conference? Yes No Because AFEA has only a limited budget, we greatly appreciate the offer of support from host institutions for some of our basic conference events. Please indicate which of the following your institution might be willing to support. Would your institution be willing to sponsor the dinner on the last full day of the conference? Yes No Because AFEA has only a limited budget, we greatly appreciate the offer of support from host institutions for some of our basic conference events. Please indicate which of the following your institution might be willing to support. What costs (space rental, AV, catering event) might your institution be willing to support to enable AFEA to use your facility? Yes No Is your university/department/institute willing to contribute financially to the conference budget or specific budget items or needs? If yes, for which items and approximately what amount? Can you identify, approach, and obtain commitments from other local funding sources outside the university (municipality, ministry, non-profit organizations, firms) to fund specific budget items? Please explain and list possible donors. In the space below please provide any other information that might be relevant and help our Board of Directors make a decision regarding your university/institution as a viable site for an AFEA Annual Conference. Upload any pictures of your institution and the surrounding community Upload any pictures of hotels and hotel rooms in your city Send Thank you so much for supporting AFEA Conferences!
