Computers and Writing Conference Site Selection

Our Rationale
One of our committee's charters is to support continuity in the annual Computers-in-Writing [sic] Conferences, by coordinating the search for a sponsoring university and the transfer from site to site, maintaining mailing lists and other records, providing advice and logistical support for the conference planners, and assisting in publicizing the conference.

 Our Response
To revise and strengthen the system for applying to host the conference, and to provide additional guidelines to help improve the process of hosting the conference.

 Site Selection Process

Background Information.

Bill Condon and a couple of other colleagues, under Eric Crump's instantiation of the 7C's, created the site application form that we have used till the 1999 conference.

Interested site representatives have made themselves known at 7C's meetings and at meetings at some C&W conferences. Sadly, these meetings have fostered some misunderstandings and political hot potatoes. The meetings were originally intended as times for people to ask questions and mention interest; but they began to be misunderstood -- some people still asking questions; others believing that attending the meetings was mandatory to being selected as a site.

Recent Changes.

The application process has been modified, to strengthen the application and selection system. What should happen is that a site fills in the application and then a selection committee looks at the options, choosing the best site for the next unscheduled conference. If there are multiple applications, the committee tries to find a way to help the site that has not been chosen to gather more information so that they are ready to host the program the next year.

Links to Computers and Writing Conference Sites

The Twenty-first Computers and Writing Conference, Stanford
University

 

The Twentieth Computers and Writing, University of Hawai'i
Kapi'olani Community College and University of Hawai'i at Manoa

 

The Nineteenth Computers and Writing Conference, Purdue University

 

The Eighteenth Computers and Writing Conference, Illinois State
University

 

The Seventeenth Computers and Writing Conference, Ball State
University

 

The Sixteenth Computers and Writing Conference,
Fort Worth, Texas

 

The Fifteenth Computers and Writing Conference,
Rapid City, South Dakota

The Fourteenth Computers and Writing Conference,
Gainesville, Florida

The Thirteenth Computers and Writing Conference,
Honolulu, Hawaii

The Twelfth Computers and Writing Conference,
Logan, Utah

The Eleventh Computers and Writing Conference,
El Paso, Texas

Calendar for Computers and Writing Site Application

Overview:

February, 2 years prior to target	Call for Sites Posted
March to June, 2 years prior to target	Email to Committee to Discuss Interest
March/April, 2 years prior to target	Meetings at CCCC (not required)*
May/June, 2 years prior to target	Meetings at C&W (not required)*
September 1, 2 years prior to target	Letter of Intent due
November 1, 2 years prior to target	Webbed Application Site due
December 1, 2 years prior to target	Site for Conference Announced

* Neither of these meetings nor online contact is in any way binding on the part of the sites or on the part of the 7C's. They are intended only as opportunities for interested host sites to be in face-to-face contact with 7C's representatives. No decisions will be made in these meetings or based solely on these meetings. The game is still wide open.

Complete Calendar:

Statement of Intent

The statement of intent is a planning document for the Site Selection Committee as well as an opportunity for the applicant to ask questions and gather feedback.

The statement of intent to apply for consists of an email message, sent to Cheryl Ball. In your statement, indicate the name of the applicant (conference chair), the institution, telephone, fax and email address. In addition, the statement of intent can include any questions, concerns, or issues that the site would like addressed before the application is due.

A member of the 7C's committee will follow-up with your site once your statement of intent is received to help you complete your application by the November 1 deadline.

This statement must be submitted by September 1 two years prior to the anticipated conference date (e.g., statements for C&W 2007 must be submitted by September 1, 2005). This statement is required for an application to be considered.

Computers and Writing Conference Site Selection Criteria

To be considered as a site for the Computers and Writing Conference, a site must complete a statement of intent and an application form, in their entirety by the announced due date.

The following criteria should be considered in evaluating eligible site sponsorship applications for the Computers and Writing Conference:

1.  Formatting should follow the layout of the application form. Specifically, sites may retype the form or use an electronic version of the form. In retyped and electronic versions, the amount of space and the pagination of the form may change; however, the questions should be included and numbered as they are presented on the form itself. [This makes comparison of several applications easier for the selections committee and ensures that all the information has been included.]
   
2. The application is complete, including all specified information and answers to all questions
   
3. The stability, experience, and status of the applicant and identified staff members
   
4. Evidence of adequate funding and commitment from funding agencies, departments, and so forth
   
5. Complete budget showing well-thought out and realistic projections
   
6. Adequate facilities for accommodations (as well as the quality of the accommodations themselves)
   
7. Reasonable costs for hotel accommodations, including concern for graduate students and others in the community who traditionally have less departmental support for professional development
   
8. Plans for the conference program show variety, appropriate focus, clear sense of structure
   
9. Reasonable registration costs
   
10. Added value of any sponsoring events (dinners, tours, etc.)
    
11. Facility support for disabled conference attendees and other attendees with special needs
    
12. Site offers a safe environment for conference attendees
    
13. Accessibility of site (geographical location) and distance from recent, previous conference sites
    
14. Reviewers who are knowledgeable of the subject area and any strands that have been identified
    
15. Uniqueness, ability to enhance or improve the conference

Computers and Writing Conference Site Application

To apply to host the Computers and Writing Conference, please create a webbed application that at its most basic creates the sections in the application outline below, in a printer-friendly document. Your site can include anchors to help readers jump to a particular section, but the entire form should be printable, so that committee members can look at the thing off line if necessary. The main application should look just like the long scrolling version in Normal view in MS Word.

You can create a snazzier, hyperlinked version as well if you like, but the printed, linear form is the requirement. 

Your application can include links to online material about the speakers, hotel, local attractions, the airport, and so forth. The more information you can provide for the Selection Committee, the better.

This web-based application process has a number of benefits over the former paper-based process. The new system will

1. still have all the details that would be included in a paper-based system -- sites still answer all the questions, just in a web authoring program instead of a word processor.
   
2. put the proposals online so that potential applicants for future years can see what applications look like
   
3. give the site the ability to share information about the local attractions and facilities without having to ship out weighty packets of brochures and photocopies via postal mail
   
4. facilitate online work by the site selection committee. Since the decision for the conference will be made during November, this system will allow the selections committee to consider all the materials quickly and easily.

Submission of Site Applications

Please send the URL for your completed application web site to Cheryl Ball by November 1, two years prior to the conference you wish to host (see the Calendar above for more details). 

Required Application Sections and Questions 

Format of the Application

The format and arrangment of your webbed application should follow the layout of the application form. Please include the text of the question and the response for your site. To be considered, you should be sure to included all headings and questions, and you should include the numbers as they are presented below. [This makes comparison of several applications easier for the selections committee and ensures that all the information has been included.]

Background Information

1. Date Application Posted
   
2. Name of Applicant
   
3. Institution
   
4. Postal and Email Address
   
5. Phone
   
6. Year to host Conference
   
7. Proposed Date for Conference Weekend  

Conference Funding

1. Source of funding
   
2. Amount of funding
   
3. How will you allocate funding? (Please attach detailed preliminary budget)
   
4. Approximately what will you charge for registration? What will additional events (e.g., special tours or trips) costs?  

Conference Facilities

1. In the past, up to 400 people have registered for the Conference on Computers and Writing. Please list hotel(s) and number of rooms to be set aside for attendees.
   Main facility providing accommodations
   Number of rooms reserved
   Additional Hotels
   Number of rooms reserved
   
2. What will you do to provide a location and adquate exposure for exhibitors? How will you guard against uneven placement and ensure traffic for the exhibits?
   
3. What will be the cost of hotel or university accommodations for attendees?
   
4. Why are you a good site for the conference in terms of excellence of faculty planners, computer/conference facilities, accommodations, and travel? How far is the conference site from a major airport? Identify any potential travel agency connection.
   
5. What computer support can your provide for attendees drafting papers, printing documents, checking email, and so forth?  Are labs available on campus? What kind of local dial-up access will be available?
   
6. The ideal site will be in a location that offers a safe environment for conference attendees regardless of their race, gender, sexual orientation, religious beliefs, and cultural background. To your knowledge, are there any legal, social, or cultural reasons that your site may pose a problem?
   
7. The ideal site will also have facilities that are accessible to the disabled. How does your site ensure accessibility?

Conference Program and Events

1. Past conferences have sponsored as many as 55 one-hour-15-minute sessions over a two- or three-day period. These are concurrent sessions with approximately four speakers for each session. Conferences have commonly begun with workshops, registration, and keynote on Thursday, held concurrent sessions all day Friday and Saturday and on Sunday morning and ended with a brunch or lunch and final speaker on Sunday. Briefly describe your plans for the conference program--its structure and focus.
   
2. Who will you ask to review proposals to ensure high quality?
   
3. Are you planning on sponsoring other events (dinners, tours) that attendees might participate in? If so, please list, with cost above in the Funding section
   
4. What specific features are you planning to make your meeting unique or to improve or enhance the Computers and Writing Conference?

Conference Management and Staff

1. What kind of help or advice from past organizers would you find most useful?
   
2. Would you be willing to serve on the CCCC's Committee on Computers and Composition for the year preceding and following your sponsoring the conference, to receive and then provide counsel about sponsoring the conference?
   
3. Which previous Computers and Writing Conferences have you and/or your Co-Chairs attended?
   
4. Please add any other comments you might have regarding plans for the Conference on Computers and Writing.