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INTERNATIONAL SOCIETY FOR THE PREVENTION OF CHILD ABUSE AND NEGLECT

Request for Proposal

International Congress and Regional Conferences Accepting Proposals for 2019 - 2022

________________ INTERNATIONAL SOCIETY FOR THE PREVENTION OF CHILD ABUSE AND NEGLECT

Request for Proposal – ISPCAN International Congresses and Regional Conferences of 22

Table of Contents 1 About ISPCAN ....................................................................................................................................... 3

The ISPCAN Legacy.... part of every Conference ........................................................................... 3

Benefits of Hosting an ISPCAN Conference .................................................................................. 4

2 ISPCAN Conference Overview ............................................................................................................. 4

3 Bidding .................................................................................................................................................. 5

Local Partnership ............................................................................................................................. 5

Contract and Financial Model ......................................................................................................... 5

ISPCAN Conference Budget ............................................................................................................ 6

a. ISPCAN Budget Template ..................................................................................................... 6

b. Ticket Pricing and Levels History - $USD .............................................................................. 6

c. ISPCAN Support Budget ....................................................................................................... 6

Timeline, Tasks and Process for Bidding ........................................................................................ 7

Proposal ........................................................................................................................................... 8

Selection Criteria ........................................................................................................................... 10

4 Appendices .......................................................................................................................................... 11

A. Conference Past and Future Schedule/Locations .................................................................... 11

B. Sample Program for Regional Conference or International congress ................................... 13

C. Joint Planning Committee Overview ....................................................................................... 14

D. Site Visit ..................................................................................................................................... 15

E. Venue Requirements ................................................................................................................ 15

F. Additional Selection Considerations ....................................................................................... 16

G. Hotel Considerations ............................................................................................................... 19



1 ABOUT ISPCAN ISPCAN is the only multi-disciplinary international membership organization that brings together a cross section of committed professionals from over 100 countries to work toward the prevention and treatment of child abuse, neglect and exploitation internationally. ISPCAN connects over 4,500 professionals each year from the fields of psychiatry, psychology, medicine, nursing, social work, education, legal, law enforcement, faith communities and government. ISPCAN is dedicated to preventing cruelty to children in every nation, in every form; this includes physical abuse, sexual abuse, homelessness, child fatalities, child prostitution, emotional abuse, child labor, forced migration, trafficking, and all forms of neglect. Over one million children a year are exposed to violence. www.ispcan.org

THE ISPCAN LEGACY.... PART OF EVERY CONFERENCE The purpose of the ISPCAN Legacy is to continue to build a safety net to prevent child abuse and neglect in the region long after the conclusion of an ISPCAN conference. The ISPCAN Legacy includes the cultivation of ongoing partnerships in the region and to bring together all the disciplines (law enforcement, doctors, social workers, lawyers, case workers, etc.) that work together more effectively when interwoven to create a stronger system of care in the community. Working in many languages, across cultures, utilizing emerging technology and remaining flexible, ISPCAN helps create new policy and solutions for protecting children. Some unique ways ISPCAN leaves a legacy through our conference programs:

• Youth Forums bring together youth 16-25 years of age on a topic of their choosing that is a relevant concern in this age group around vulnerability, abuse and neglect. The group of local youth also connect virtually with a global ISPCAN youth council to enhance the discussion and sharing of ideas. ISPCAN greatly values youth participation in our work.

• Working Group on Child Death Review assesses the public health response and system in place to examine unexpected child death to uncover abuse and neglect in order to establish better prevention triggers within a country’s child protection system.

• Working Group on Child Maltreatment Data Collection reviews the method of collection of child

maltreatment data and the reporting system in place for a country. Discussion and research results are used to establish and strengthen intervention, treatment and prevention.

• Declaration for the Conference is created at the conclusion of the event in order to capture the main

points. ISPCAN leaders, regional leaders and local dignitaries work together to provide political will to drive policy change, influence government and civil decision makers and raise awareness about child abuse and neglect prevention.

The valuable outcomes from these initiatives are provided to the hosting region at no cost. This information helps to create/augment regional child maltreatment and death data collection which forms the foundation critical to successful intervention, critical care and prevention in your region.

http://www.ispcan.org/



BENEFITS OF HOSTING AN ISPCAN CONFERENCE In addition to the post-conference legacy of support, ISPCAN conferences promote international networking in your city and create a strong financial impact benefitting your local economy. Only ISPCAN brings together multi-disciplinary child abuse and neglect professionals and experts from around the globe. Between 300 and 1500 delegates from over 100 countries will gather in your city.

The huge economic impact of our conferences is captured in the study “The Impact of Hosting the ISPCAN 21st International Congress at the Calgary TELUS Convention Centre”, $1.6 million in direct spending was generated by ISPCAN delegates, and visitors booked over 2,800 hotel rooms. Close to half of out-of-town attendees plan to visit the host city again. Hosting and ISPCAN conference brings these networking, economic, educational and ISPCAN Legacy benefits to your city, country and the children of your region.

Our conferences and the media coverage that is encouraged helps to bring not only the professionals working in this field to attend a global event with the experts, but it also brings all layers of the community together – parents, teachers, youth, law enforcement, first responders, counselors, and students to name a few. Raising the topic of child abuse, sexual abuse and neglect out of the darkness to remove the shame, increase awareness and prevention in the general community is a secondary priceless benefit. Crimes against children can be impacted.

2 ISPCAN CONFERENCE OVERVIEW

International Congresses are held once every two years, during even years. The bid is submitted 2 years prior to the event. The region that is awarded the Congress is ineligible for a regional event that same year. Regional Conferences are held one per region each year, a total of up to 3 during even years when a Congress is held and up to 6 during odd years when a Congress is not held. Bid is submitted 9 months to 1 year prior to event.

Regions include:

• Asia • Arab • Europe • Central America & Caribbean

• Africa • Australia / New Zealand

• South America

International All regions

except where Congress is being held

Biennial, Even Years

1000-1200 Accepting Bids now for: 2020 2022

Regional All Regions 4 Each Year 300-500 Accepting Bids now for: 2019 2020 2021



3 BIDDING

LOCAL PARTNERSHIP The first step for planning an ISPCAN International Congress or Regional Conference is to form a Local Partnership to submit the Expression of Interest and Proposal jointly from:

• The Convention and Visitor’s Bureau (CB) and; • Local child abuse and neglect expert organization, University, non-profit, government,

ministry, institution, foundation working to prevent child abuse and neglect (CAN Partner). The CAN Partner must be, or be willing to become, an ISPCAN member.

The Local Partnership engages in the success of the conference by remaining active participants throughout the planning, execution and follow up of the conference. The convention bureau provides community business contacts, financial support, assistance and accountability. The local CAN partner organization is responsible for the theme, subthemes and has an overall responsibility to manage the conference content.

A PCO (Professional Conference Organizer) can be jointly hired by ISPCAN and the Local Partnership to manage the onsite logistics and help negotiate the vendors. In some cases the PCO assumes financial liability, and in other cases they do not.

ISPCAN is responsible for oversight and management of the entire process and event. ISPCAN Council also provides scientific content and co-manages the conference content with the local partner.

CONTRACT AND FINANCIAL MODEL The Local CAN Partner, working with the convention bureau and/or PCO must determine the preferred contract and financial model for the ISPCAN conference in order to achieve at minimum a break even budget. The conference proposal will have a financial model for the conference, defining how the break out of the percent liability/profit for the local parties will be undertaken with ISPCAN.

PCO Hired by both ISPCAN and Local CAN Partner Organization

Local Partnership

Local CAN Partner Organization -scientific program -local NGO's and support -professional networks

Convention Bureau -logistics -business connections -PCO vetting oversight

ISPCAN

ISPCAN Secretariat & Council -Business management oversight for event -Scientific program co- chairs



Option 1: ISPCAN conference contract is a 2 party contract between ISPCAN and the local CAN Partner Organization. In this arrangement, ISPCAN and the local CAN Partner Organization each assume 50% conference financial profit / liability. If a PCO is hired, the PCO would be paid a flat fee and/or % of the profit for the services outlined in the PCO contract.

Option 2: ISPCAN and the PCO to enter into a 2 party contact, each assuming 50% of the conference financial profit/liability. In this arrangement, the local CAN Partner Organization would be paid a flat administrative fee and/or % profit for planning and managing the conference scientific program.

Option 3: No liability for ISPCAN, only a flat administrative fee for having equal responsibility for planning and managing all aspects of the conference. All risk and liability assumed by the local partnership

Flexibility in the contact and financial models are possible in order to accommodate the unique economic, social and political climate of the hosting country/region/city. If an alternate contract/financial model is proposed, please clearly define the rationale and proposed structure of the conference contractual and financial arrangement. The contract will be sent by ISPCAN once a bid has been accepted and will be signed at the time of the site visit.

ISPCAN CONFERENCE BUDGET

a. ISPCAN BUDGET TEMPLATE

Please see www.ispcan.org for a fillable version of the ISPCAN Budget Template.

b. TICKET PRICING AND LEVELS HISTORY - $USD There are 2 types of tickets for registration for an ISPCAN conference. A non- member and member price for both developed and developing country delegates. ISPCAN Membership Fees: $165 (developed country) or $65 (developing country)

REGISTRATION TICKET TYPE

Developed Country

(International Congress or Regional Conference)

Developing Country (Regional Conference Only)

Early Late On-Site Early Late On-Site

Member 585 640 725 450 500 550

Non-Member (includes membership**)

695

750

835

615

665

715

Developing Country Member

295

340

400

200

250

300

Developing Country Non-Member (includes membership**)

345

390

450

265

315

375

**ISPCAN Membership Fee is not included in shared conference revenue and goes directly to ISPCAN.

c. ISPCAN SUPPORT BUDGET

The ISPCAN Support budget provides for staff time allocated. As and international non- profit, ISPCAN must recover administrative costs for staff time during planning, execution

http://www.ispcan.org/



and follow up of the Conference. Exact support budget costs will be determined by ISPCAN and the work split. Approximate Costs Incurred:

CONFERENCE STAFF COST FORMULA 50/50 split

International Congress

Total Staff + ERE costs (40% of year total salaries + 33 % ERE)

US$60,000 – $75,000

Regional Conference

Total Staff + ERE costs (20% of year)

US$15,000 - $25000

ISPCAN is a non-profit organization with the highest scientific standards. Therefore, the highest financial priorities are to provide reduced rate registrations fees, support students or developing country delegates, fund the post-conference regional ISPCAN Legacy resources and education, and offset ISPCAN conference administrative support costs.

TIMELINE, TASKS AND PROCESS FOR BIDDING

Convention Bureau and Local CAN Expert are identified and Unite to form Local Partnership

Local Partnership Submits Expression of Interest (EOI)

ISPCAN Board Approves EOI within one week and Invites Local Partnership to Submit Bid

Bid Proposal Contains:

Convention Bureau CAN Partner Organization

1. Identify destination and venue(s). 2. Identify potential discount hotels (s). 3. Determine cost effective options. 4. Identify and vet up to 3 local PCOs (if hiring a PCO). 5. Confirm 5 or more Corporate Sponsors, Financial Partners,

Government or other Grants. 6. List potential Exhibitor contact information. 7. Create the Projected budget with CAN partner utilizing the

ISPCAN Budget Template. 8. Identify additional support for the conference from the

local community including Dignitaries, Royalty, government, public transportation, fire and police departments, etc.

1. Determine Scientific Theme. 2. Identify Scientific Sub-Themes. 3. Identify a minimum of 10 Planning Committee Co-Chairs

from 5 or more different regional child abuse and neglect prevention organizations.

4. Describe commitment to establishing and providing ongoing support for the post conference ISPCAN Legacy in your region.

5. Work with the Convention Bureau to determine the need for a PCO.

6. Work with the Convention Bureau to discuss financial model for the Local Partnership.

Local Partnership Submits Complete Proposal to [email protected] and works through any edits with ISPCAN team.

ISPCAN reviews all competitive submissions awards Bid providing a draft contract for review by all parties. Contract contains all tasks and work split along with financial terms.

ISPCAN ED Completes Site Visit to meet Co-Hosts and PCO (if applicable), tour venue, the city, hotels, transportation options for delegates, etc. Must Sign Final Contracts and Finalize Initial Budget and Meet the Local Organizing Committee. Costs for travel & accommodation of ISPCAN staff for site visit and for actual conference to be covered by convention bureau or tourism board.

ISPCAN Conference Manual and Project Timeline is Reviewed by all parties at the Site Visit.

mailto:[email protected]



PROPOSAL Please submit the final proposal to Pragathi Tummala, Executive Director at the email address: [email protected]. Proposals must be received by 9 months prior to the proposed regional conference dates and 2 years prior to an International Congress. For questions or inquiries, please email Abby Sweeney, Global Marketing and Conference Manager at [email protected].

CHECKLIST

Please ALL of the following information, within your own proposal template, in the submitted ISPCAN conference bid proposal:

Convention and Visitor’s Bureau � Organization complete name, email address, website, address and phone number. � Organizational structure and leadership team. � Number of part and full time staff/volunteers. � Main contact person name and title, email address, address and phone number.

Local Child Abuse and Neglect Prevention Organization � Organization complete name, email address, website, address and phone number. � Organizational structure and leadership team. � Overview of Child Protection System in the country or region. � Main contact person name and title, email address, address and phone number. � Brief history of the organization.

Professional Conference Organizer (PCO) � Confirm whether a local PCO will be employed to assist with conference logistics. � Describe the rationale for employing/not employing the services of a local Professional

Conference Organizer. � If a PCO will be employed, identify and include proposals from a minimum of 3 vetted local PCOs.

Conference Contract Model � Describe the proposed contract model (2 party, 3 party or other model) � Identify parties entering the contract. � Identify the profit/liability percentage for each party entering the contract.

Commitment to the ISPCAN Legacy � Describe the Local Partnership’s commitment to establish and nurture the post-conference

ISPCAN Legacy. � Describe specific regional needs to be addressed by the ISPCAN Legacy in your region. � List any requests or ideas for the ISPCAN Legacy in your region.

Proposed Planning Committee Subcommittee Co-Chairs � Demonstrate the strength of the local child abuse and neglect partner organization (CAN Partner)

by nominating a minimum of 8 Planning Committee Subcommittee Co-Chairs, representing a minimum of 5 local child abuse and neglect prevention organizations, associations, non-profits, corporations, institutes, agencies or universities.

Proposed Conference Dates � Propose a minimum of 2 conference dates.

Destination � Nominate the conference destination country, state/region and city. � Recommend a minimum of 2 conference venues and provide photos or video of all spaces to be

used. � Recommend hotels/housing with easy access to the venue within a variety of price ranges. (no

hotel blocks accepted, only discounted group rates) � Describe local travel season peaks and off-seasons. � List local weather conditions during recommended conference dates.





� List local currency and exchange rates. � List any travel or visa restrictions

Scientific Theme and Sub-Themes � Describe the conference target audience – is the topic targeting all or part of ISPCAN’s

membership? � Propose the conference Scientific Program Theme. � Recommend a minimum of 3 Scientific Program Sub-Topics incorporating a multi-disciplinary

approach to Child Abuse and Neglect Prevention. Tours/Cultural event Recommendations

� Source local cultural dinner event options. � Recommend for purchase optional tours/sightseeing trips for delegates. � Propose half day educational tours of local child abuse and neglect prevention facilities

(treatment facilities, children’s hospitals, juvenile justice facilities, refugee relocation centers, etc). � Propose half day observation/shadow opportunities with local child abuse and neglect prevention

organizations. Financial Support for the Conference

� Describe the conference income strategy. � Confirm 5 or more Corporate Sponsors, Financial Partners, Government or other Grants. � List Non-Government Organizations (NGOs) contacted. � List any additional organizations with financial involvement in the conference. � Identify corporate financial and/or donated products/services from regional businesses. � List pledged total conference financial support from all sponsors, financial partners and grants.

Budget � Complete ISPCAN Budget Template with actual costs (download template at www.ispcan.org). � List expected number of delegates by region and discipline. � Propose ticket pricing and levels (see Appendix 10.3). � Include ISPCAN administrative support costs (see Appendix 10.4). � Include site visit agenda and budget. � Describe the exhibition sale projections and layout management plan. � Describe the city financial support package. � Describe all VAT and other tax considerations. � List insurance costs, considerations and risk assessment. � Include a budget line item for 30 complimentary registrations for local + ISPCAN organizers. � Include costs for general liability and meeting cancellation insurance. � Include ISPCAN staff and speakers’ economy airfare, accommodation and registration.

Political Support � List confirmed support from national, regional or international government, ministries and

agencies. � List confirmed support from local country, region, city and/or town government agencies, political

agencies public transportation, fire and police agencies, political figures, dignitaries, royalty and celebrities.

Regional Child Protection Systems Overview � Describe the current child protection systems in your region/country.

Travel and Health � Describe visa requirements or restrictions � Explain entry and exit restrictions. � List required and recommended vaccinations. � Describe airport to venue and other local transportation options and pricing.

Press and Media Coverage Plan � Describe the proposed press and media coverage plan for the conference.



SELECTION CRITERIA Application for ISPCAN conferences is a competitive process. Multiple proposals are considered for each conference and selection is based on the following criteria:

1. Strength of the Local Child Abuse and Neglect Partner Organization (CAN Partner) is indicated by the strength of the local CAN Partner Organization is the organization’s relationships, partnerships, connections and collaboration with other CAN organizations throughout the region.

2. Commitment to the ISPCAN Legacy is a factor when awarding the conference bid, demonstrated by specific regional needs and ideas for the ISPCAN Legacy.

3. Financial Support for the Conference must be demonstrated by including committed sponsorship, identified grants, a strong city financial/support package, vetted exhibitors, secured scholarship sources for delegates from developing countries, regional and international corporate financial committing financial contributions and/or donated products/services that offset conference costs. Please include the pledged financial support in US dollars within the bid proposal.

4. Budget must be detailed, transparent and fully disclose all cost and PCO commissions in each line item. A transparent budget is necessary to provide all financially responsible parties every opportunity to minimize conference costs and realize profits.



4 APPENDICES

A. CONFERENCE PAST AND FUTURE SCHEDULE/LOCATIONS International Congresses are held every 2 years, during even years. Up to 2 Regional Conferences are held during odd years (when a Congress is held) and up to 4 are held during even years (when a Congress is NOT held. Regions include Asia Pacific, Africa, Arab, Australia/New Zealand, Europe, Central America/Caribbean and South America.

INTERNATIONAL CONGRESSES Number Year Country City

23, 24 2020, 2022 NOW ACCEPTING BIDS 22 2018 Prague Czech Republic 21 2016 Canada Calgary 20 2014 Japan Nagoya 19 2012 Turkey Istanbul 18 2010 Unites States of America Honolulu 17 2008 China Hong Kong 16 2006 United Kingdom York 15 2004 Australia Brisbane 14 2002 Unites States of America Denver 13 2000 South Africa Durban 12 1998 New Zealand Auckland 11 1996 Ireland Dublin 10 1994 Malaysia Kuala Lumpur 9 1992 Unites States of America Chicago 8 1990 Germany Hamburg 7 1988 Brazil Rio de Janeiro 6 1986 Australia Sydney 5 1984 Canada Montreal 4 1982 France Paris 3 1981 Netherlands Amsterdam 2 1978 UK London 1 1976 Switzerland Geneva

REGIONAL CONFERENCES

ASIA No. Year Country City 11, 12 2019, 2020 NOW ACCEPTING BIDS

10 2015 Malaysia Kuala Lumpur 9 2011 India Delhi 8 2009 Australia Perth 7 2007 Philippines Manila 6 2005 Singapore Singapore 5 1999 China Hong Kong 4 1996 India Calcutta 3 1993 Malaysia Kuala Lumpur 2 1988 Thailand Bangkok 1 1983 Indonesia Jakarta



AFRICA

No. Year Country City 7, 8 2019, 2020 NOW ACCEPTING BIDS

6 2016 Kenya Nairobi 5 2009 Ethiopia Addis Ababa 4 2007 Uganda Kampala 3 2005 Nigeria Enugu 2 1999 Kenya Nairobi 1 1993 South Africa Cape Town

ARAB No. Year Country City 5, 6 2019, 2020 NOW ACCEPTING BIDS

4 2017 United Arab Emirates Dubai 3 2009 Saudi Arabia Riyadh 2 2007 Yemen Aden 1 2004 Jordan Amman

AUSTRALIA / NEW ZEALAND No. Year Country City 8, 9 2019, 2020 NOW ACCEPTING BIDS

7 1999 Western Australia Perth 6 1997 South Australia Adelaide 5 1995 Australia Victoria 4 1993 Australia Brisbane

EUROPE No. Year Country City

16, 17 2019, 2020 NOW ACCEPTING BIDS 15 2017 The Netherlands The Hague 14 2015 Romania Bucharest 13 2013 Ireland Dublin 12 2011 Finland Tampere 11 2007 Portugal Lisbon 10 2005 Germany Berlin 9 2003 Poland Warsaw 8 2001 Turkey Istanbul 7 1999 Israel Jerusalem 6 1997 Spain Barcelona 5 1995 Norway Oslo 4 1993 Italy Padova 3 1991 Czechoslovakia Prague 2 1989 Belgium Brussels 1 1987 Greece Rhodes

CENTRAL AMERICA AND CARRIBEAN No. Year Country City

2 2020 NOW ACCEPTING BIDS 1 2018 Jamaica Montego Bay

SOUTH AMERICA No. Year Country City 8, 9 2019, 2020 NOW ACCEPTING BIDS

7 2015 Mexico Toluca



6 2013 Chile Vina del Mar 5 2009 Argentina Buenos Aires 4 2007 Colombia Bogota 3 2003 Mexico Oaxaca 2 2001 Argentina Buenos Aires 1 1999 Venezuela Caracas

B. SAMPLE PROGRAM FOR REGIONAL CONFERENCE OR INTERNATIONAL CONGRESS

Saturday: Pre-Conference Programs Full Day Pre-Conference Registration Full Day Countries in Transition Forum Full Day Youth Forum

Saturday: Pre-Conference Programs Full Day Pre-Conference Registration Full Day Working Group on Child Maltreatment Data Collection Full Day Working Group - Working Group on Child Death Review Full Day Master Class 5:00 PM Opening Ceremony and Award Presentations 6:00 PM Presidential Address and Keynote Speaker(s) 7:30 PM Welcome Reception

Day 1 and Day 2 Schedule Full Day Registration Full Day Exhibition 8:30 AM Concurrent Sessions 9:30 AM Coffee/Tea Break and Poster Presentations 10:00 AM Keynote Speakers 10:30 AM Keynote Speaker 11:00 AM Concurrent Sessions 12:30 PM Lunch, Networking, ISPCAN Regional Resource Center Meeting 1:30 PM Keynote Speaker 2:00 PM Concurrent Sessions 3:30 PM Coffee/Tea Break 4:00 PM Concurrent Session 5:30 PM ISPCAN Member Meeting

Day 3 (half day) Half Day Violence Against Children Partner Workshop 8:30 AM Registration 8:30 AM Exhibition 9:30 AM Coffee/Tea Break and Poster Presentations 10:00 AM Keynote Speaker 10:30 AM Keynote Speaker 11:00 AM Concurrent Sessions 10:00 AM Exhibits, Poster Presentation, Coffee/Tea Break 12:00 PM Closing Ceremony 1:00 PM ISPCAN Conference Debrief Meeting

---- International Congress Only --- Thursday, Friday, Saturday - Days 4, 5, 6

Full Day ISPCAN Executive Council Meetings (meeting space for 25 people required)



C. JOINT PLANNING COMMITTEE OVERVIEW

The Planning Committee (PC) is comprised of the ISPCAN ED, a PCO representative, Subcommittee Co-Chairs (1 ISPCAN Councilor and 2 local CAN Professionals for each Subcommittee). Decisions will be made with a majority vote of the PC members. The PC will:

• Develop, plan and execute a successful conference. • Oversee the conference budget. • Conduct monthly planning meetings and keep minutes of all meetings. • Decide on the principal format and core aspects of the conference. • Assist with preparations for all conference events. • Coordinate all subcommittee work. • Manage the Professional Conference Organizer (PCO). • Serve as press liaison and manage media relationships. • Oversee the abstract submission, review, selection and assignment processes. • Oversee all registration processes and data. • Create email distribution lists for various purposes. • Identify regional sponsors, grants, exhibitors, dignitaries and city support. • Work closely with PCO onsite. • Distribute thank you letters within 30 days of the Conference conclusion.

ISPCAN one co-chair for each subcommittee

ISPCAN ED PCO

Local CAN Partner

one co-chair for each subcommittee

Planning Committee • Conference Chair • Scientific Program Subcommittee • Master Class Subcommittee • Finance Subcommittee • Sponsorship and Marketing Subcommittee • Cultural Program Subcommittee • Youth Forum Subcommittee • Countries in Transition (CIT) Subcommittee • Scholarship Subcommittee • Working Group on Child Death Review • Working Group on Child Maltreatment Data



D. SITE VISIT Once the bid is awarded, members of the ISPCAN staff and Congress & Conference Committee will visit the recommended destination city, venue and lodging to discuss budgeting and other areas of importance to the conference. The site visit travel and accommodation is to be hosted and funded by the convention bureau and results will be reported back to the ISPCAN Executive Council.

THE SITE VISIT IS TO INCLUDE: 1. Tour the suggested destination city. 2. Tour recommended venues. 3. Tour of suggested hotels and lodging, including sleeping rooms. 4. Tour the suggested social event location. 5. Visit to sightseeing option. 6. Experience of local transportation 7. Meet with C0-Hosts – CB and CAN Partner. 8. Meetings with PCO. 9. Meetings with LOC Members. 10. Meetings with any additional members of government.

E. VENUE REQUIREMENTS Provisions, Labor and Public Spaces

• The selected venue must provide all items incidental to and typically required for, convention-type meetings, such as risers, skirting, tables, chairs, etc.

• The selected venue must provide for meeting room set-ups/changes during the convention. • Handicap accessibility to main entrances, meeting rooms and office space. • Overflow crowd traffic, exhibit and meeting space.

Meeting Space • 1 Welcome Reception space with a mix of banquet and high top tables for 30% of delegates. • 1 Cultural Evening banquet room for capacity of %40 of delegates. • 1 Plenary Session/Lunch space with theater or banquet seating for 100% of delegates. • 10 Concurrent Session meeting rooms per day with theater seating for 50 delegates each.

Exhibit Space • 1 Poster Presentation display space for single side posters for 10% of delegates and coffee/tea service. • 1 Registration area with multiple electrical outlets and high speed internet access. • 1 Exhibitor space in high traffic area for 10-30 exhibits, each exhibit to include 1 tables, 2 chairs, power

strip and trash can. • 3 complimentary exhibits for ISPCAN with 2 tables, 4 chairs and 1 power strip each. • 1- 5 local craft vendor exhibits including 1 table, 2 chairs and 1 power strip.

Additional Space • 1 ISPCAN management office with conference seating for 20, 1 computer, Wi-Fi and high speed

internet access. • 1 ISPCAN meeting room with conference seating for speaker support and AV logistics. • 1 ISPCAN storage space. • 1 ISPCAN Cyber Center for 25 computer stations.

Technology, Audio and Visual • 1 screen, microphone, signage easel, standing lectern, computer and power strip in all meeting rooms. • High speed internet access, Wi-Fi access and A/V recording equipment in all meeting rooms. • Sound patches for audio recording purposes in all meeting rooms. • Wi-Fi and high-speed internet connections for all attendees. • Lighting and sound equipment and technician for all large group meetings.



Food and Beverage • Food provided must be available to meet all dietary restrictions. • Full service bar(s) with bartenders, stationed and passed hors d’oeuvres and miniature desserts for 30% of

delegates for Welcome Reception. • Lunch for 100% of delegates Monday and Tuesday and xx% of delegates on Wednesday. • Full bar in Presidential Suite to include resupplied daily. • Bartenders and cashiers for conference events at which alcohol is served. • Breakfast cash and carry stations in designated public areas with no minimum catering guarantees. • Continental breakfast for 20 in the ISPCAN office Saturday through Friday of the convention week. • Coffee/Tea break beverage and pastries for 100% of delegates mid-morning and mid-afternoon

Saturday through Tuesday and mid-morning only Wednesday. Signage and Decor

• Banners for podiums in each meeting room. • Foliage or fresh flowers in each meeting room. • Backdrops and/or banners for all large meeting rooms containing stages. • 1 set of 6 large signs per session for networking group gathering areas per during welcome reception,

cultural event and lunches. Green Meeting Initiatives

• Documentation of environmental initiatives that have been undertaken or a green meetings program that is in place.

• Paperless check-in and check-out options. • Recycling program to include paper, plastic, glass, aluminum cans, and cardboard. • Clearly marked recycling containers in all meeting rooms and throughout public space areas. • Water conservation fixtures. • Linen reuse program. • Cloth napkins and silverware in lieu of paper and plastic whenever possible. • Condiments provided in serving containers, and not individual packets

F. ADDITIONAL SELECTION CONSIDERATIONS When researching a venue, evaluate locations based on strengths (easy to get to, good reputation), weaknesses (too expensive), opportunities (place that would draw new members, new experience), and threats (other big meetings in town that would drive up costs). Here are other factors for your analysis: Dates

• Available throughout recommended Conference dates. • Weather – accessibility, road closures. • Potential seasonal attraction closures. • Tourism peak and off seasons.

Location • Availability of additional sleeping rooms options nearby in case of large attendance. • Ease of travel to the venue. • Local traffic during delegate arrival and departure times. • Availability of public transit. • Availability of public parking. • Safety and beauty of area and neighborhoods surrounding the venue. • Nearby attractions and tours.

Accessibility • Accessibility for people with disabilities. • Proximity of spaces for refreshment breaks. • Restroom proximity to meeting spaces. • Fire/emergency escape plan.



Building Condition • Building appearance. • Last renovation. • Driveway maintenance. • Landscaping. • Door cleanliness. • Entry appearance, including clutter/obstructions • Non-smoking areas. • Noise level. • Cleanliness. • Lighting. • Maintenance. • Staff appearance - uniforms, badges.

Environment • General suitability of meeting rooms for designated uses (current floor plans). • Number of meeting rooms available meets room requirements. • Size of rooms (prepare scale diagrams; incorporate all equipment, staging, and decorations; and

calculate the desired square footage per person for required setup). • Ability to accommodate required setup: theater, classroom, conference, or banquet style. • Capacity of each room compared to expected attendance. • High ceilings (10 feet minimum). • Free from columns or other visual obstructions. • Adequacy of lighting: adjustable controls, brightness. • High-speed wireless Internet accessibility (is there a fee?). • Meeting rooms available for committee and business meetings or ancillary group functions. • Pre and post conference space available for affiliated ancillary groups. • In-house sound and A/V company availability. • Electronic signage outside each meeting room (or will manual signs be required?).

Rates and Costs There are up to 40 rates and costs to consider when selecting the venue, including:

• Meeting Rooms. • Technology, audio, visual and recording equipment. • Taxes. • Photography. • Parking. • Public transportation. • Food and beverage. • Flowers and décor. • Signage. • Labor.

Food and Beverage Service • Public providers. • Availability of food and beverage providers, types, and hours of operations. • Cleanliness of food-preparation areas. • Adequate staffing at peak times. • Attitude of personnel. • Prompt and efficient service. • Variety of menus. • Cost range.



• Reservation policies. • Additional food outlets to set up for continental breakfast and quick luncheon service, if necessary. • Feasibility of using public food outlets for group functions during non-peak hours.

Exhibit Space • Number of loading docks and proximity to exhibit area. • Truck marshalling area. • Availability and location of freight-receiving area. • Location of utilities (type, location, and number). • Maximum floor load. • Security of area (officers required?). • Location of fire exits. • Proximity to food-service areas, restrooms, and telephones. • Sufficient time for move-in and move-out. • Reputation of facility regarding union relations. • Decorations to enhance exhibition appearance. • Availability of supplemental lighting. • High-speed wireless Internet accessibility. • Proximity of exhibit hall to meeting rooms. • First-aid station availability. • Availability of office space for exposition manager, service contractors, and suppliers. • Crate storage areas and policies. • Fire marshal regulations. • Air-conditioning, heating, and lighting restrictions during set-up and take-down. • Floor plans of convention center, including ceiling heights. • Exclusive services (e.g., security, food and beverage, hall cleaning). • Restrictions for aisle signage, banners, hanging weight, etc.

Offices and Other Services • Registration area proximity to general-public/high-traffic area? • Sufficient space for furniture and equipment necessary to perform the business at hand. • Sufficient lighting. • Easy for attendees to locate. • Adequate electrical outlets. • Availability of house telephones or telephone jacks. • Ability to secure space after hours. • Flexibility regarding tentative agenda versus fixed agenda. • Meeting space locked in by a signed contract. • Accessibility for people with disabilities. • Reduced charges for half day use.

Equipment • Inventory sufficient to meet set-up requirements for simultaneous functions. • Number and condition of each type to table. • Chairs: types, sizes, amounts available. • Riser sections, stages.



G. HOTEL CONSIDERATIONS Please consider a range of pricing options for delegates in a reasonable transportation or walking distance. Negotiate a discounted group rate. Dates

• Available throughout recommended Conference dates. • Weather – accessibility, road/attraction closures etc. • Season – off season and peak season tourism. • Dates of any planned renovations.

Location • Nearby attractions and tours. • Safety of surrounding neighborhoods. • Beauty of surrounding neighborhoods. • Jogging/walking areas within walking distance. • Bank within walking distance. • Drug store within walking distance. • Competing meetings occurring at the venue during the conference dates.

Ease of Travel • Local traffic. • Availability of public transit. • Availability of on-property parking (number of spaces). • Parking area lights/security. • Safety and beauty of nearby area and neighborhoods. • Distance from airport. • Freeway accessibility. • Non-property shuttle cost. • Free airport shuttle. • Parking fees. • Valet parking available. • Valet parking fees or complimentary.

Accessibility • Accessibility for people with disabilities. • Modern elevators and escalators in sufficient number to serve guests when the facility is full. • Accessible message and information desk. • Service elevator accessibility. • Accessible emergency services.

Ratings • Mobil/AAA rating. • Yelp Reviews. • Is a change of hotel ownership under discussion?

Green Initiatives • Documentation of environmental initiatives that have been undertaken or a green meetings program

that is in place. • Paperless check-in and check-out options. • Recycling program to include paper, plastic, glass, aluminum cans, and cardboard. • Clearly marked recycling containers in all meeting rooms and throughout public space areas. • Water conservation fixtures. • Linen reuse program. • Cloth napkins and silverware in lieu of paper and plastic whenever possible. • Condiments provided in serving containers, and not individual packets



Room Rates • Proposed room rate. • Room-rate window dates. • Current convention rate and rack rate for individual guests (not part of the group). • Additional room fees, if applicable (resort fees, room occupancy taxes, and so on). • Charges for early departures.

Building Condition • Building appearance. • Last renovation. • Driveway maintenance. • Landscaping. • Door cleanliness. • Entry appearance. • Entry clutter/obstructions • Non-smoking areas. • Noise level. • Cleanliness. • Lighting. • Maintenance. • Staff appearance - uniforms, badges. • Lobby furniture in good condition. • Entry clutter/obstructions • Size/spaciousness. • Non-smoking areas. • Last renovation. • Noise level. • Cleanliness. • Lighting. • Maintenance. • Corridor/hallway cleanliness. • Corridor/hallway noise. • Visibility of room numbers/names. • Smoke detectors in public spaces. • Hotel emergency exits clearly marked. • Elevators: handicap accessibility, number, cleanliness and speed. • Smoke detectors, audio and visual fire alarms, sprinkling system in all public areas and guest rooms. • Fire exit information clearly posted.

Staff • Registration desk staff appearance (uniforms, badges). • Bell staff appearance (uniforms, badges). • Desk and Bell staff attentiveness/helpfulness. • Ability to direct visitors to functions. • Wait time for baggage delivery.

Policies • Deposit due date and amount. • Cancellation clause. • Attrition clause. • Guarantee on rates/space. • Guarantee on menu pricing. • Telephone access charges (long distance, local and calling card).



• Refund policy for cancellations. • Guarantee and deposit requirements. • Hotel emergency plan. • Check cashing policy. • Credit cards accepted • Reservation procedures and policies. • Check-in/check-out hours. • Best-rate guarantee policy including internet reservation providers. • Guarantee and deposit requirements. • Willingness to work with third-parties; CB, CAN Partner, PCO, destination management company, etc. • Hotel's union status (is all or part of the hotel unionized?). • Hotel handling fee for incoming organization's shipments.

Registration • Registration desk location (easy to find?). • Sufficient space and personnel in relation to guest rooms. • Ability to handle peak check-in/check-out times for major groups. • Rapid response to telephone calls. • Quick delivery of messages. • Express check-in/check-out • Pre-registration from housing list. • Accommodate early arrivals. • Accommodate late check-outs. • Guarantees past 6 PM. • Waive early check-out penalties • Number of rooms available for early arrivals and late departures • Availability of luggage storage. • Ability of hotel to accept Internet reservations through hotel's and/or CVB's Web site.

Sleeping Rooms • Room category classifications and number available in each category. • Availability of a concierge level. • Availability of VIP upgrades. • Number/percentage non-smoking floors and rooms (standard and concierge). • Number and types of suites. • Number of rooms equipped for people with disabilities. • Size of standard versus deluxe rooms. • Smoke detectors, audio and visual fire alarms, sprinkling system in all guest rooms. • Fire exit information clearly posted. • Security-programmed room keys. • Staff room discount. • Availability of complimentary rooms. • View.

Guest Services • Business center. • Concierge. • On-site restaurants. • On-site shops. • Lobby bar. • Swimming pool. • Hot tub/spa.



• Fitness center. • Beauty/barber shop. • Massage services. • Luggage storage. • Ice machines. • Soda/snack machines. • Complimentary breakfast – hot, made to order or continental. • Complimentary coffee/tea and or cocktails. • Complimentary welcome baskets. • Safety info in hotel reservation area. • 24-hour switchboard. • Wake-up service. • VIP amenities. • Availability of executive floor offering special guest services.

Sleeping Room Amenities Audio/Visual

• High-speed wireless Internet accessibility in guest rooms

• Phone: local/long-distance charges. • Voice mail/message service/light • Clock radios. • Cable TV. • Movies on demand. • Video games on demand. • Parental blocking of TV available. • Remote control for TV.

Stationary • Telephone books. • Memo pads, pen. • Stationery/post cards • Local-area guides • Guest-service directory. • Complimentary daily paper.

Food and Beverage • Room service schedule. • Microwave. • Refrigerator. • In-room mini bar. • Glassware bare or covered. • Plastic or glassware. • Ice bucket. • Coffee maker.

Outdoor access • Room entry internal or external. • Balcony/porch. • Windows and/or doors that open.

Grooming • Hair dryer. • Iron/ironing board. • Make-up mirrors. • Toiletries. • Shoe buffers. • Generous supply of towels, mats. • Bathrobes.

Laundry • Adequate closet space. • Hangers. • Same day/overnight laundry. • Laundry bag in closet.

Bathroom • Modern bathroom fixtures. • All plumbing easy to operate. • Quiet toilet • Quiet plumbing.

Furniture • Furniture in good condition. • Bedding. • Work desk. • Adequate lighting • In room safe

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