Host Bid Application

Host institution responsibilities include:

• Secure an appropriate venue and hotel(s) for all conference events. 
• Share in the leadership for organizing the 2028 Texas Conference for Student Success.
• Co-chair the conference committee including selecting additional planning committee members, hosting regular committee meetings and providing oversight for logistics, educational sessions, major speakers, outreach, sponsorships, and networking opportunities for attendees.
• Provide staffing support for key planning committee positions, including:
  • Conference Co-Chair 
  • Logistics subcommittee chair
  • Hospitality subcommittee chair
• Collaborate to develop and manage conference budget and logistics for the conference. 
• Communicate regularly on matters pertaining to the conference.
• Collaborate to prepare a final report, due within 60 days after the conference occurs, that includes total attendance numbers, attendee feedback obtained through surveys or other methods, and any other information related to the conference as requested by THECB.
• Coordinate with the Texas Higher Education Coordinating Board to fulfill terms outlined in an existing Interagency Cooperation Contract with THECB related to the planning, administration and implementation of the Texas Conference on Student Success.

The bid application requires the following:

• Written support from your institution and senior leadership affirming the institution’s commitment to host the conference.
• Name, title, and brief biography of the proposed conference host(s)
• A description of the host institution and its location. To maximize accessibility for participants across the state, the host institution must be located within the geographic “Texas Triangle” region bounded by Austin, Dallas-Fort Worth, San Antonio, and the greater Houston area.
• A proposed conference date (three days, preferably in October 2028 and not over a weekend), along with verbal or written confirmation that adequate venue space is available on those dates.
• Name, description, and location of the proposed conference venue(s)
  • Venue space that can accommodate at least 650 attendees in a banquet-style ballroom, as well as 8-10 breakout rooms with sufficient capacity for conference programming.
  • Nearby hotel accommodations where a competitive conference rate and room block can be secured.
• An approximate budget for facilities (two half-days and one full day), A/V services, and food and beverage costs, including one hors d’oeuvres reception, two breakfasts, one buffet or plated lunch, and two morning and one afternoon snack breaks.
• Ideas for Day 2 evening entertainment (on-site or off-site ideas are welcome) with approximate cost