Host an ACUI Event

ACUI is currently accepting submissions for the anticipated 2023 events that are intended to be hosted on a campus, including seminars/institutes and regional conferences. To review the complete request for proposal for each type of program, use the links below. 

Host proposals continue to be accepted for select events. 

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Bid Submission Requirements

Institutions interested in hosting should submit a bid through the online form. The bid must include a summary of the host location and provide the following:

  • Quote of costs for the Association to host the program on your campus (e.g., lodging, meals, venue space, and audio-visual).
  • A proposal for dates of hosting the institute (in addition to preferred dates listed).
  • A proposal of facilities available, including local overnight accommodations as specified and meeting spaces. Itemized pricing information and confirmation of ADA accessibility is required. Photos of facilities are preferred.
  • A proposal of meal options. Provide pricing as applicable to program.
  • A proposal of logistical requirements as outlined in the RFP. Itemized pricing information is required.
  • Designated contact and possible host coordinator(s).
  • The phone number and email address of the director of the submitting office/department to confirm the level of institutional support for hosting.
  • Airport and airport transportation providers.

The bid must also address any additional program-specific requirements and questions posed in the individual RFPs linked at the top of this page. Bids may also include additional supporting documentation for the program, which could include photos of venue, catering menus, space diagrams, local tourism, supporting information, testimonials, etc.


Individuals with ACUI membership are eligible to submit a bid. The host institution understands that the following is required to host an ACUI event: 

  • Facilities used are ADA accessible for participants
  • Venues, staff, and operations abide by applicable federal/state/local laws and ordinances, as well as current health and safety guidelines of the Center for Disease Control and Prevention.
  • Host will partner in upholding to ACUI's statement on non-discrimination and inclusion


Host bids for programs will be accepted for priority review by June 14, 2021, which must include the following: 

  • Name, institution, and contact information of the primary contact for the program
  • A summary of the host location, addressing: evidence that the host meets the criteria identified for the specific program, and any additional program specific requirements and questions being asked. You can utilize sections of the RFP to breakdown areas of need
  • Quotes for additional costs to host. (Specifically, breakdown of estimated cost for meals, space, audio-visual, and lodging as outlined in program RFP.)
  • Any additional supporting documentation for the program, which could include photos of venue, catering menus, space diagrams, local tourism, supporting information, testimonials, etc. 

Please keep in mind there may be additional program specific questions and supplements that will need to be provided. This will be outlined in each program’s RFP. 

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Selection Criteria and Process
Selection Criteria

The review process includes, but is not limited to, an assessment of the criteria listed below. Due to the wide variety of programs that can be considered, a program does not need to meet every criterion. Criteria includes:

  • Ability to successfully host the program and its needs
  • Financial cost to host the program
  • Venue space
  • Travel and transportation
  • Lodging and accommodation options
  • Past program location (to consider access to different regions over course of time)
  • Laws and policies in state (See Non-Discrimination and Inclusion section)
  • Support from institution

Selection Process

Electronic notification will be sent to confirm submissions have been received. The program manager and applicable volunteers will review materials to make the selection. One recipient will be chosen, unless otherwise noted for the specific program.

Bid Timeline
  • September 9: RFP priority deadline
  • October 7: Contact finalist bid and confirm host agreement
  • October 28: All hosts will be notified of selection outcome
  • November: Official announcements begin
Non-Discrimination and Inclusion

ACUI is committed to non-discrimination, including non-discrimination on the basis of race, religion, color, sex, sexual orientation, gender identity, pregnancy, parental status, national origin, age, disability, veteran status, family medical condition or genetic information, political affiliation, or any other illegal discrimination, and the host facility/hotel warranties that the services and facilities being made available are offered on such a non-discriminatory basis. Each subcontractor, service provider, and/or supplier the host facility/hostel subsequently uses is expected to abide by these same tenets. The host facility/hotel agrees to promptly and sufficiently address any complaints arising out of this provision. Such assurance of nondiscrimination demonstrates a commitment to ACUI’s core values of unconditional human worth and diversity.

When planning any program, the end goal is to select a site that will create an outstanding experience for attendees. Before selecting a host location, an analysis is first conducted to determine viable airport locations, cost to attendees, past sites, and area membership support. Regions and other program planners consider similar factors after receiving proposals from interested member institutions to host the conference.

Final determination of a site location must be in alignment with the Association's core values.

Hotel/venue contracts will be negotiated to include a clause that enables ACUI to terminate the agreement without penalty due to new conflicting laws that are enacted. Such an action would be determined after careful consideration of the program directors or Board of Trustees as applicable. When a cancellation is not contractually possible or desirable, ACUI will provide education about the implications of the laws, encourage advocacy around equity and access, and ensure that local members affected by such broader external factors are supported.

All ACUI bylaws, policies, and procedures apply to hosting a program, including that minimum registration numbers must be met and logistical and budgeting guidelines must be followed.