sample conference bid proposal

Proposal to host

2011

University of Utah

Salt Lake City, Utah

Local Organizing Committee: Matt Haber Jim Tabery

Construction of the ‘U’ overlooking the University of Utah campus, 1907

ISHPSBB 2011 Host Proposal – University of Utah 2

Table of Contents 1. Overview

2. The University of Utah

3. Conference & Event Management

4. Conference Venue

5. Accommodations

6. Access and Transport

7. Social Program

8. Recreation & Touring

9. Departmental Support

10. Budget


1. Overview Introduction - We propose to host the ISHPSSB bi-annual conference at the University of Utah in either June or July of 2011. The University of Utah’s strengths in biology and the philosophy of biology, its location and geography, and its experience with hosting large conferences make it an excellent site for the 2011 meeting. Academics - The University of Utah is a leading research university, well known in the field of biology and especially genetics. The Philosophy Department has a particular strength in philosophy of biology, including four faculty specializing in it and several others holding a research interest. The University of Utah is also host to the Division of Medical Ethics, which includes members of the Philosophy Department. Geography - The University of Utah is located in the foothills of the Rocky Mountains, on the Wasatch Front. The campus overlooks the Salt Lake Valley and has four light rail stops just minutes away from downtown Salt Lake City. Hiking and biking trails ranging from beginner to highly technical are easily accessible from campus. International Recognition - Salt Lake City hosted the 2002 Winter Olympics and Paralympics. Prior to the events, University facilities received a facelift that included extensive renovations to Rice-Eccles Stadium, a convenient light rail track leading to downtown Salt Lake City, an array of new student housing, and a 134-room campus hotel and conference center. Centrally Located - Known as the "Crossroads of the West", Salt Lake City is located in the heart of the rocky mountain region. Salt Lake City combines the amenities of a major

Park City, Utah’s Wasatch Brewery Evolution Amber Ale


metropolitan area with the friendliness of a small, western city. Salt Lake City International Airport is a Delta hub and guarantees easy access without lots of connecting flights. Range of Accommodation – Affordable on campus accommodation will be available through the University of Utah Guest House and Heritage Center Residence Halls. These served as the Olympic Village for the 2002 Winter Olympics, housing and feeding thousands of Olympic and Paralympic athletes and officials. In addition, accommodation can be found conveniently in the heart of the city, nestled in nearby mountain canyons, and scattered across the valley. Anything from full-service five-star hotels to charming bed & breakfast inns are available. Getting a Drink – Fear not, you can get a drink in Salt Lake City! As recently featured in the New York Times, Salt Lake City is home to thriving craft breweries. Additionally, Utah recently saw its first distillery open its doors in Park City, crafting exceptional rye and vodka. The state of Utah is currently exploring options for modernizing their liquor laws, including

relaxing restrictions on obtaining beer and liquor in bars and restaurants. In the meantime, we do our best to keep a sense of humor about things. Staff – The professional staff at the University of Utah Conference & Event Management has over 30 years experience in coordinating and managing conferences up to 3000 attendees. They are able to take care of nearly all aspects of conference planning including facility logistics and registration


2. The University of Utah The University of Utah is one of ten institutions that make up the Utah System of Higher Education and Utah's premier research school. As of late 2007, the university enrolls 28,619 undergraduate and 6,604 graduate students and has 1,419 regular faculty members. Of the more than 3,500 colleges and universities in the United States, the University of Utah is one of only eighty-eight that are classified by the Carnegie Foundation for the Advancement of Teaching as Research I universities; i.e., those which offer a full range of undergraduate programs, are committed to graduate education, and give research high priority. The University of Utah is particularly strong in the biological sciences. The Eccles Institute of Human

Genetics is the focal point in genetic research at the University of Utah and boasts 2007 Nobel Prize Laureate Mario Capecchi as Distinguish Professor and co-chair of the institute.

The University of Utah Philosophy program is increasingly becoming recognized for its strong focus on the philosophy of biology. The faculty members specializing in philosophy of biology include Professor and Chair-elect Stephen Downes, Associate Professor Anya Plutynski, Assistant Professor Matt Haber, and Assistant Professor James Tabery. In addition, Ron Mallon and Mariam Thalos have research interests coinciding with ISHPSSB activities. The program is also well known for its strength in bioethics. Department Chair Leslie Francis and Professor Margaret Battin are well-known for their work in this area.


3. Conference & Event Management We will be working with the University of Utah office of Conference & Event Management to organize and run ISHPSSB 2011. Their Summer Conference Program is one of the premier conference programs in America. Conference groups from all over the world choose the University of Utah as their conference site and bring groups ranging in size from 10 - 3000 people in a variety of accommodations ranging from our on campus hotel to newly constructed suite style residence halls and apartments. Special events and dining options are their specialty. Some of their services include:

Registration Services - University Conference Services can handle all details of registration for any number of participants. Registration forms can be received by mail, telephone, fax, e-mail or via the internet. They offer the following registration services: creation and maintenance of internet registration form, custom designed database, receipt of fees, confirmation letters, invoice participants, handouts preparation, name tags, on-site registration, and registration statistics and reports.

Timeline - University Conference Services implements a master timeline for all conferences outlining the tasks that need to be completed on a monthly and weekly basis. The unique needs of each conference are added to this comprehensive schedule.

Budgeting & Accounting - University Conference Services develops and monitors program budgets using an integrated budgeting, accounting and forecasting system. The budget is monitored on an ongoing basis to ensure expenses stay within agreed-upon amounts. Accounting statements are prepared for evaluation throughout the program planning stage and upon program completion. As part of budgeting and accounting the following services are offered: create budget, purchase services and goods, approve sponsorship money, compile accounting summary, and maintain account records. University Conference Services can work with many funding sources: grants and contracts, private industry, foundations, and non-profit organizations. For more information, please visit their website at: www.guesthouse.utah.edu


4. Conference Venue The University of Utah is well-equipped to host a conference of ISHPSSB’s size and scope. The newly constructed Health Sciences Education Building and Milton Bennion Hall (see images below) can house the 8-10 parallel sessions, with every room equipped with standard A/V equipment (overhead projector, data projector, DVD/VHS player, etc.). The newly constructed Carolyn Tanner Irish Humanities Building (see image below) is also very close by and will be a perfect venue for either/both a potential poster session or book display. Larger auditorium-style rooms are also available in the Olpin Student Union as well as in Orson Spencer Hall, which can hold the 300-500 attendees at the plenary session. All of these buildings accommodate coffee breaks and also conveniently offer non-disruptive conversation space to carry on the discussion and debate long after sessions have ended.

Health Sciences Education Building


Carolyn Tanner Irish Humanities Building

(home to the University of Utah Department of

Philosophy)

Milton Bennion Hall

Ray Olpin University Union


5. Accommodations There is a range of options for accommodations on the University of Utah campus and Salt Lake City. On campus accommodations will be arranged by the office of Conference & Event Management, and include Residence Halls and Modern Hotel accommodations (slated for refurbishing in 2010). Rates listed are 2009 rates, which we can lock in once we sign a contract with Conference & Event Management.

The University Guest House - Located on the historic Fort Douglas grounds, this hotel features spectacular views of the Salt Lake Valley and surrounding campus. Rooms have a single king or two queen-size beds, refrigerator, coffee maker, microwave, cable TV, iron & board, hair dryer, voicemail, and free wireless high-speed Internet access. A limited number of suites are also available. Continental breakfast is included. Hotel amenities include free parking, free local phone calls, convenience store, fitness room, laundry facilities, ice, and soda machines. The Guest House is also adjacent to a TRAX mass transit train station and campus shuttle-stop. 100 of these rooms will be available to the conference at a rate of $95/night.

Heritage Commons Residence Halls - Completed in the Fall of 2000, Heritage Commons was the site of the 2002 Olympic Winter Games athlete village. Consisting of 1350 residence Hall beds and 150 apartment-style beds, all accommodations are suite style. Double suites contain two bedrooms, each with two twin beds, and a shared bathroom; single suites contain two bedrooms, each with one twin bed, and a sharedbathroom. Deluxe suites contain four bedrooms, each with one twin bed, two shared bathrooms and a living room. Apartment-style rooms have the same layout as the deluxe suites with the addition of a kitchen. All rooms are air-conditioned and have in room telephones. Cable TV hookups and laundry facilities are available. Bed linens, pillows, small bath towels and soap are provided. 600 beds will be available for the conference attendees at a rate of $24/bed/night based on double occupancy, and $34/bed/night based on single occupancy.

Other Area Hotels for Additional Rooms and Options:

• University Park Marriott Hotel – 218 rooms • Chase Suites Hotel (Family & Pet Friendly) – 128 rooms • Hotel Monaco (A Kimpton Hotel) – 225 rooms • The Grand America (AAA 5-diamond) – 775 rooms


Heritage Common Residence Halls

Dining – The Heritage Center dining facility is an all you care to eat cafeteria that features a large selection of food varieties, including vegetarian and vegan options. The facility can accommodate 450 people at one time, and about 1000 through the facility every hour and a half. A three-meals-per-day meal ticket is available at a daily rate of $22.80 (plus tax). Single meal tickets are also available.

Additional dining options abound in downtown Salt Lake City, just a short ride from any of the four campus TRAX light rail stops.


6. Access and Transport Accessibility - The University of Utah is an ADA compliant institution. The Heritage Commons Residence Halls were the 2002 Olympic and Paralympic Winter Games athlete village, and were IOC approved. Additionally, the Conferences & Event Management has hosted ADA conferences in the same facilities to be used to host the ISHPSSB 2011 meeting. Upon the recommendation of the ISHPSSB proposal site guidelines, a baby stroller (with baby!) was used to assess the accessibility of the meeting site. This included possible venues for meeting space, social programs, and accommodations. We are happy to work with ISHPSSB to identify possible barriers to access and propose alternative plans.

Salt Lake City International Airport - Salt Lake City International Airport is a superb and convenient facility for arrivals and departures. It is a Delta Airlines hub and has just recently added a direct non-stop flight to Paris. Most delegates can expect at most one connecting flight. The airport has consistently ranked first in on-time departures and had the fewest cancellations among U.S. airports. Salt Lake City International Airport is conveniently located just 4 miles from the central business district of Salt Lake City. Local Transportation - Salt Lake City has an efficient network of taxis, buses, and light rail to get delegates wherever they need to go quickly and conveniently. Taxis -There are three main taxi companies in Salt Lake City, and each offers 24-hour service: City Cab, Yellow Cab and Ute Cab. UTA - The Utah Transit Authority provide an integrated service of buses and light rail. Standard one-way fares are $2.25. These passes are valid for two hours after purchase on buses and TRAX. A full day pass that is valid for unlimited rides on buses and TRAX can be purchased for $5.50. TRAX - An above ground light rail service. TRAX has multiple stops on the University of Utah Campus and runs directly into downtown Salt Lake City and beyond to the Gateway Shopping Center. TRAX provides an easy way for delegates who choose to stay in accommodations downtown to reach the conference venue.


Buses - The Utah Transit Authority (UTA) bus services connect downtown Salt Lake City with surrounding suburbs and the TRAX light rail service. Several buses run from downtown Salt Lake City to the University of Utah campus. Free Fare Zone- A large section of the Downtown area, including Temple Square and the area just west of the State Capitol, is a fare-free zone and there is no charge if commuters or visitors enter and exit a bus or TRAX between the designated streets. FrontRunner - A new UTA commuter rail service has been created which runs from Salt Lake City north 38 miles to Pleasant View. There are current plans to create a southern extension which will expand the current southern terminus 44 miles south to Provo. This will help facilitate attendees who wish to explore Utah beyond Salt Lake City.

Parking - Complimentary parking is available to hotel guests at the University Guest House. Permits are available for a minimal fee (less than $10/week) for guests staying in the Residence Halls. Campus parking lots are available for rent during the summer for conference guests as well.


7. Social Program The social program for ISHPSSB 2011 will include an opening reception at the Officer’s Club at Fort Douglas, and a banquet at one of several possible venues on campus. Depending on funding, a closing reception or poster session reception will also be included.

Opening Reception - Founded in 1862, Fort Douglas was established to help secure the Western US Overland Mail Route, and out of concern of secessionist activity in the area — indeed, its guns were trained on downtown Salt Lake City! In 1991 the Fort was closed and 51 acres were transferred to the University of Utah. A University task force determined that the best re-use of Fort Douglas would be to transform it into a residential village for University students and visitors. About this time, Salt Lake City was selected as the host city for the 2002 Winter Olympic Games, and a deal was struck with the University that Fort Douglas would serve as the Athlete’s Village for the Olympic and Paralympic Athletes that would be attending. Fort Douglas is a designated National Historic Landmark.

The Fort Douglas Officer’s Club and the adjacent Bandstand (see images below) are a stone’s throw from the University Guest House and residence halls, making check-in, conference registration, and attendance at the opening reception a one-stop shop. The Officer’s Club and the Bandstand also sit in the foothills of the Wasatch Mountains and overlook the city below. It will be a beautiful, comfortable and convenient venue for a warm summer night in the Rockies.

Banquet - Potential sites for the conference banquet include Rice-Eccles Stadium, which held the opening and closing ceremonies for the 2002 Olympic Games, and which now houses the Tower as well as the Olympic Cauldron banquet facilities (see image below). Another potential site is the Utah Museum of Fine Arts, located on the University of Utah campus (see image below).

Possible venues for social events during ISHPSSB 2011 have been chosen for their proximity to accommodations. Alcohol is allowed if provided by approved vendors and caterers.


Possible venues include:

Fort Douglas Officer’s Club

Fort Douglas Bandstand

Rice-Eccles Stadium

Utah Museum of Fine Arts


8. Recreation & Touring Life Elevated - The University, Salt Lake City, and the state of Utah host a great variety of attractions that can fill an afternoon, day, weekend, week…or lifetime. Utah truly is life elevated.

National and State Parks - Utah is America’s national parks capital, with Arches National Park, Bryce Canyon National park, Zion National Park, Canyonlands National Park, Capitol Reef National Park, and Dinosaur National Monument. (Mesa Verde National Park and Grand Canyon National Park are also just across the border.) These are all in southern Utah,

easily accessible by car within 3-6 hours. What’s more, Utah has over 40 state parks, many of which rival national parks. World-class hiking, mountain biking, river rafting, climbing, bouldering, camping, and casual site seeing are all nearby. From snowcapped mountains to arid deserts, Utah is an outdoor paradise.

Cultural Activities - Salt Lake City is home to a number of museums, planetariums, gardens, and general points of interest: The Leonardo Science

Museum, Utah Museum of Fine Arts, Utah Museum of Natural History, Fort Douglas Military Museum, Clark Planetarium, Red Butte Gardens, Gilgal Gardens, Temple Square, and Wheeler Historic Farm. Utah’s Hogle Zoo as well as the Tracy Aviary are also just a mile or two from the University.

Beyond the city limits, attendees can also quickly visit the Great Salt Lake, venturing either to Antelope Island State Park or to Robert Smithson’s Spiral Jetty.

Bryce Canyon - July 2008.


Resorts - Utah is famous for its winter sports (Greatest snow on earth!). While attendees will not be able to take full advantage of these resources, many of the winter resorts offer a range of outdoor activities during the summer months. Look for moose on a hike at Alta. Take a mountain bike down a run at the Sundance Resort. Or, for the true skiing/snowboard enthusiast, Snowbird’s slopes are often open until July 4.

Other Activities - The Salt Lake Bees (minor league team for the Anaheim Angels) play throughout the summer. Historic Park City, which hosts the Sundance Film Festival every year, is just a 20-minute drive from Salt Lake City; situated right in the Wasatch Mountains, Park City has some of the finest dining and entertainment in the state. Rare book hunting happens year round in Salt Lake City at Ken Sanders Rare Books, The King’s English Bookshop, Golden Braid Books, and Central Book Exchange.

Utah!


9. Departmental Support

Dear ISHPSSB 2011 Site Selection Committee:

As chair-elect, I will be chair of the Philosophy Department at the University of Utah in summer 2011. In this capacity, I welcome the opportunity to host the ISHPSSB bi-annual conference here, locally organized by Assistant Professors Matt Haber and Jim Tabery. Our Philosophy Department has made a long-term commitment to philosophy of biology. We have four tenured or tenure-track faculty actively publishing in the area (Haber, Tabery, Anya Plutynski, and myself) as well as a growing core of graduate students. The University of Utah has reinforced this commitment through funding for retention of faculty in philosophy of biology who have been made job offers elsewhere, as well as providing financial support for a philosophy of biology lab group that meets weekly.

Salt Lake City and the University of Utah in particular are well-positioned to accommodate a conference of ISHPSSB’s size. The 2002 Olympics and Para-olympics were held in Salt Lake City, and the University hosted the opening and closing ceremonies at their renovated stadium as well as housed and fed the athletes. As part of this effort, the city built an extensive public transportation system linking the University to the city and surrounding areas. The University of Utah has a long and successful history hosting national and international conferences in a wide range of disciplines.

Professors Haber and Tabery have already initiated the necessary organizational work to ensure a successful conference at the University of Utah in 2011. Working with the University’s office of Conference and Event Management, they have secured accommodations for conference attendees, sites for the Opening Reception and Banquet, and rooms for the parallel sessions and plenary meeting, as well as the standard inter-session refreshments. They have managed to develop a two-tier budget wherein the entire conference could be locally organized for as little as $42,595 or up to $51,975 (with anticipated local financial support if the economic situation improves).

If you have any further questions about the University of Utah hosting the ISHPSSB 2011 bi-annual conference, please do not hesitate to contact me.

Yours sincerely,

Stephen M. Downes, Chair-elect, Department of Philosophy


10. Budget Below are two sample budgets assuming 500 attendees. Both are rather sparse, with Tier 1 being more bare-boned than Tier 2. We put this budget together with the help of the University’s office of Conferences & Event Management staff, who will be helping us run the meeting. They charge $30/person, which we will roll into the registration fee. As described above, this includes handling of registration, booking accommodation, accounting, and other planning. On top of that, they charge 18% of cost of any booking or projects they do for us, e.g., there is a $500 charge for creation and maintenance of a conference website, plus an 18% service charge. Due to the present economic climate, we have not been able to secure any guaranteed funding for hosting ISHPSSB 2011. Nonetheless, we are hopeful that as the economic climate improves and campus budgets regain some stability that we will be able to raise at least $20,000 - $25,000. Still, our budget below assumes no funding. Possible funding sources include support from various Deans and schools on campus, collaboration with other local programs (e.g., BYU Biology), outside grants, and t-shirt sales. We have estimated registration rates of $75 for students, and $125 for full members, with 40% student and 60% full member composition of attendance. This produces an effective rate of $105, which puts our breakeven point for 500 attendees at 406 for Tier 1, and 495 for Tier 2. Below we have included breakeven points for different levels of funding obtained. Banquet tickets will also be made available. We have included the cost of securing a location in our budget, but will pass along catering costs in the cost of banquet tickets.


Tier

2 C

ost

s

$475

$15,

000

$200

0

$10,

000

$500

0

$550

$300

0

$500

$15,

450

$51

,975

N

et t

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HPS

SB

$525

495

400

305

257

Tier

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Offi

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App

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Fine

Art

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Prin

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all

Cre

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Mai

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$30/

pers

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18%

cos

ts

Tier

1 C

ost

$475

$12,

000

$172

0

$420

0

$500

0

$300

$300

0

$500

$15,

400

$42

,595

N

et t

o IS

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$9,9

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406

310

215

168

Tier

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5,00

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$52,

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Brea

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Brea

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$10

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Brea

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$20

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Brea

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rant

$25

,000

Sunset over Salt Lake City, from the University Guest House & Conference Center

Matt Haber, [email protected]

Jim Tabery, [email protected]

Department of Philosophy

University of Utah

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