ECAASU 2013 Bid Guidelines
Why Host ECAASU
Organizing an ECAASU Conference is truly a once-in-a-lifetime experience. ECAASU gives you and your board the opportunity to make a significant impact on an issue you care about. It brings Asian American activists on your campus together to accomplish something bigger than just your school. It allows you to meet and work with Asian American leaders from other universities and in the real world. The list of benefits goes on!
The ECAASU Bid Process
1. Form an ECAASU Bid Team (do this now).
2. Email june.kao@ecaasu.org to notify the Board of Directors of your interest (when you know you want to bid)
3. Create a Bid Proposal (finish the Bid Proposal before the Duke Conference)
4. Present your Bid Proposal at the Duke 2012 Conference (Feb. 24-26, 2012)
5. The winning bid will be selected by a vote of the Board of Directors. Each of the directors will have one vote. The outcome of an online election after the conference will also count as one vote.
The Bid Proposal
The basic requirements of a Bid Proposal are (1) a theme statement, (2) a conference budget, (3) a logistics overview, (4) a conference board, and (5) a campus overview. The theme statement is the unifying theme of the conference–it could be an issue that you want to focus on or a goal that you want to promote. The conference budget is an estimated line-item budget that lists all of the revenue and expenses for the conference. Remember the lower and more realistic the overall cost of the budget, the better. The logistics overview lists the facilities available at the conference location such as the capacity of your classrooms, lecture-halls, and auditoriums. The logistics section should also include how students will be able to get to the conference and where they can stay. The conference board is a list of the members who would be working on the conference if you win the bid. Finally, the conference overview is a list of Asian American resources on campus such as Asian American student groups, multicultural affairs offices, or administrators who focus on Asian American issues.
In addition to the basic requirements, the Board of Directors urges you to be creative with the Bid Proposal. In the past, schools have submitted videos to support their bid and created mock websites.
The Selection Criteria
The Board of Directors take a holistic approach to selecting the winning bid. We consider factors including, but not limited to, the vision of your conference, the location of your school, the strength of the planning board, the low cost of total expenses, connections with speakers and sponsors, and the last time ECAASU was hosted at your school.
Frequently Asked Questions
Is my school big enough to host ECAASU? The size of the ECAASU conference varies from year to year depending on the size of the school and the preferences of the conference board. Here is some information on the size of past ECAASU conferences:
- ECAASU 2007 at Yale: 750 registrants
- ECAASU 2010 at University of Pennsylvania: 1157 registrants
- ECAASU 2011 at University of Massachusetts, Amherst: 1010 registrants
- ECAASU 2012 at Duke: 800 registrants, capped
If your school does not have an auditorium that fits 1000 people, then look off campus. Much of ECAASU 2009 at Rutgers was held at the nearby Hyatt Hotel. ECAASU 2012 at Duke will be held at a convention center near Duke.