2016 National Farm to Cafeteria Conference Local Host Organization - Request for Proposals (RFP) About this Request for Proposals National Farm to School Network is in the process of determining the next location and local partner organization for the biennial National Farm to Cafeteria Conference ( pring/ ummer, 2016). We are seeking proposals from organizations who wish to serve as this local host organization in their home community. Please read through this full proposal to learn more about this exciting event and the important role and visibility of the local host organization. About the National Farm to School Network The National Farm to School Network (NFSN) is an information, advocacy and networking hub for communities working to bring local food sourcing and food and agriculture education into school systems and preschools. Farm to school empowers children and their families to make informed food choices while strengthening the local economy and contributing to vibrant communities. NFSN provides vision, leadership and support at the state, regional and national levels to connect and expand the farm to school movement, which has grown from a handful of schools in the late 1990s to approximately 40,000 schools in all 50 states and the District of Columbia. NFSN includes national staff, eight Regional Lead Agencies, 51 State Leads, a 17-member advisory board and thousands of farm to school supporters. About the National Farm to Cafeteria Conference NFSN hosts the National Farm to Cafeteria Conference - a biennial event that convenes a diverse group of stakeholders who are working to source local food for institutional cafeterias and foster a culture of food and agricultural literacy across America. The term “farm to cafeteria” encompasses all efforts to bring healthy, locally sourced food and nutrition and agriculture education opportunities to institutional cafeteria settings. This includes but is not limited to public and private preschools/early care settings, K-12 schools, colleges/universities, hospitals and prisons. The conference is designed to appeal to beginners and veterans of the movement alike. Attendees come from across the United States, Canada, and a few other countries, representing diverse professional backgrounds and communities. Each iteration of the conference has it’s own unique theme, which is built around the farm to institution elements of the local host community as well as current needs and interests of the movement. This theme is carried throughout the conference program from start to finish. The National Farm to Cafeteria Conference has previously been hosted in the following cities: Austin, Texas (2014); Burlington, Vt. (2012); Detroit, Mich. (2010); Portland, Ore. (2009); Baltimore, Md. (2007); Gambier, Ohio (2005), and Seattle, Wash. (2002). The conference schedule typically includes opening and closing plenary/keynote sessions, regional networking meetings, concurrent workshop sessions in multiple topical tracks, a reception, a poster session, lightning talks and a sponsor/exhibitor area. The pre-conference day includes field trips, short courses and additional meetings. For more detailed information about previous conference programs, please visit the 2014 conference website: 7th National Farm to Cafeteria Conference.
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2016 National Farm to Cafeteria Conference Local Host Organization - Request for Proposals (RFP)
About this Request for Proposals National Farm to School Network is in the process of determining the next location and local partner organization for the biennial National Farm to Cafeteria Conference (spring/summer, 2016). We are seeking proposals from organizations who wish to serve as this local host organization in their home community. Please read through this full proposal to learn more about this exciting event and the important role and visibility of the local host organization. About the National Farm to School Network The National Farm to School Network (NFSN) is an information, advocacy and networking hub for communities working to bring local food sourcing and food and agriculture education into school systems and preschools. Farm to school empowers children and their families to make informed food choices while strengthening the local economy and contributing to vibrant communities. NFSN provides vision, leadership and support at the state, regional and national levels to connect and expand the farm to school movement, which has grown from a handful of schools in the late 1990s to approximately 40,000 schools in all 50 states and the District of Columbia. NFSN includes national staff, eight Regional Lead Agencies, 51 State Leads, a 17-member advisory board and thousands of farm to school supporters. About the National Farm to Cafeteria Conference NFSN hosts the National Farm to Cafeteria Conference - a biennial event that convenes a diverse group of stakeholders who are working to source local food for institutional cafeterias and foster a culture of food and agricultural literacy across America. The term “farm to cafeteria” encompasses all efforts to bring healthy, locally sourced food and nutrition and agriculture education opportunities to institutional cafeteria settings. This includes but is not limited to public and private preschools/early care settings, K-12 schools, colleges/universities, hospitals and prisons. The conference is designed to appeal to beginners and veterans of the movement alike. Attendees come from across the United States, Canada, and a few other countries, representing diverse professional backgrounds and communities. Each iteration of the conference has it’s own unique theme, which is built around the farm to institution elements of the local host community as well as current needs and interests of the movement. This theme is carried throughout the conference program from start to finish. The National Farm to Cafeteria Conference has previously been hosted in the following cities: Austin, Texas (2014); Burlington, Vt. (2012); Detroit, Mich. (2010); Portland, Ore. (2009); Baltimore, Md. (2007); Gambier, Ohio (2005), and Seattle, Wash. (2002). The conference schedule typically includes opening and closing plenary/keynote sessions, regional networking meetings, concurrent workshop sessions in multiple topical tracks, a reception, a poster session, lightning talks and a sponsor/exhibitor area. The pre-conference day includes field trips, short courses and additional meetings. For more detailed information about previous conference programs, please visit the 2014 conference website: 7th National Farm to Cafeteria Conference.
Conference location requirements Main conference venue:
• Must accommodate at least 1,300 people in a general session (ballroom/auditorium) • Must accommodate at least 10-12 concurrent breakout sessions • On-site food services willing and able to procure locally, connect with local farmers and
accept food donations from sponsors • Ability and willingness to prepare healthy meals and accommodate a high percentage of
special meal requirements (vegetarian, vegan, gluten-free, allergens) • Environmentally friendly practices: recycling, composting and minimizing waste
(alternatively, the site must be open to contract services to meet these needs) • Audio-visual equipment rental, set-up and technical assistance• Availability for a span of 5 days between March and July 2016
Reception location:*
• Ability to accommodate 1,300 guests • Preferably off-site from the main conference venue • Ability and interest in serving locally sourced and sustainable food
Travel and lodging:
• Affordable lodging for 1,000 people on peak nights (multiple lodging options are acceptable). We are open to creative venue and lodging ideas, as long as they are affordable and can accommodate a group of our size.
• An easily accessible airport • Charter bus services capable of transporting 600-1300 people to off-site events • Nearby public transportation (ideal, but not required)
Community support:
• Organizations and individuals willing and able to serve on an active local host committee**
• Local businesses, organizations and foundations interested in sponsoring the conference directly or through in-kind support
• Minimum of 10 field trip sites in the surrounding area, aligned with the conference theme, that can welcome a minimum of 50 attendees each***
* Reception All Conference attendees are invited to attend the reception. The reception is an opportunity to showcase the local host community and highlight the local producers and farm to institution initiatives in the community. **Local Host Committee The local host organization bears the responsibility to gather partners who can assist in local fundraising and conduct local outreach and promotion for the event, with guidance from NFSN. A successful conference depends upon a strong local committee, and the local host organization will lead the convening of this local committee. Please have conversations within your community now to determine who would be interested in actively participating on a local host committee. Partner and funder support letters are required as part of this local host application. ***Field Trips One of the most loved elements of the conference are the pre-conference field trips. The site identification and content planning of field trips is mainly the responsibility of the local host organization and local committee. This local team will be responsible for selecting the field trip sites, prepping the hosts and speakers, developing the content for the trips, and creating the field trip descriptions for the conference program.
Local Host RequirementsIt is critical that the local host organization see themselves as part of a team working collaboratively with NFSN staff, contractors and partners to create this event. The local host organization will enter into a contract with NFSN and will be compensated for a maximum of $10,000 for their scope of work. Key requirements:
• Established community leaders, capable of rallying support from volunteers, funders and media
• Ability to convene and manage a local host committee with representatives from multiple stakeholder groups (health care, education, agriculture, etc.)
• Staff person or contractor able to serve as the local coordinator and the chair of the local host committee (this individual does not need to be identified on this application). The time commitment for this role will increase incrementally as the conference nears. It is crucial to the success of the conference that this person is able to focus time on this event.
Local Host Responsibilities The local host organization will serve on the overall conference leadership committee and the conference program committee and will be directly responsible for:
• Identifying potential venues and lodging options • Identifying local field trip partners, locations and content* • Identifying a site for the reception • Developing content and identifying speakers for a local plenary session • Facilitating connections with local partners, funders, farmers/producers and VIPs • Organizing the local host committee
The Application Process and Timeline RFP Deadline: Friday, December 5, 2014, Midnight EST Please complete the following questionnaire, including the short answer section, and submit it along with all supporting documents by the deadline. Submissions must be delivered to NFSN (via email or mail) no later than December 5, 2014 at midnight Eastern Time. Late submissions will not be entertained. Email: [email protected] Mailing address: National Farm to School Network Attn: Conference Coordinator PMB 104 8770 W Bryn Mawr Ave, Suite 1300 Chicago, IL 60631 A committee will review the proposals received and narrow it down to a maximum of3 finalists. Site visits to finalist locations will be conducted during December 2014/January 2015, if needed. A final decision on the 2016 conference venue and local host organization will be made in late January or early February 2015.
The proposed dates for the conference should be between March and July 2016, spanning a total of 5 days. The first two days will be internal meetings and don’t require the full conference venue, but the following three days will require full venue access. Please list primary and secondary dates you are proposing: Primary dates: _________________________________________________________ Secondary dates: ________________________________________________________
Local Host Please describe your qualifications to successfully serve as the local host organization for the 8th National Farm to Cafeteria Conference, 2016. Include the title, year and size of any past conferences or events (national, regional or state) your organization has hosted: (200 word limit) Please describe why your city/community is uniquely positioned to serve as the host city/community for this conference: (200 word limit)
Briefly describe how aspects of farm to cafeteria work within your community could be featured throughout the conference, enriching the experience for all attendees: (200 word limit) Please describe your organization’s leadership, local network and connections across the farm to cafeteria arena (including but not limited to your recognition as a leader in the field, your experience building partnerships/coalitions for a common goal, garnering sponsors and support, attracting local media attention, and sourcing local food for events). (300 word limit)
Describe how farm to cafeteria efforts in your state/region would benefit from hosting this (inter)national event: (200 word limit) Conference Site (provide a minimum of 2 site options) Please keep in mind the site requirements described above, as we will assume you have verified that the following venue suggestions will meet the outlined needs. Primary Conference Venue 1. What is the primary conference venue you have identified that could accommodate this conference (name and address)? Is this site available on the dates you have listed above? ________________________ Is lodging available at this venue or only off-site (more detail is required below)? _____________________________ What is the cost estimate of renting the meeting space during the suggested date range? Does your organization already have an established relationship with this venue? If yes, please provide more information. Is the proposed venue interested in conference sponsorship in exchange for sponsor benefits (see 2014 Conference Sponsorship Packet for example of typical conference sponsorship benefits)? ______________________________ Secondary Conference Venue 2. Is there a secondary conference site you have identified that could accommodate this conference (name and address)? Is this site available on the dates you have listed above?
Is lodging available at this venue or only off-site (more detail is required below)? _______________________ What is the cost estimate of renting the meeting space during the suggested date range? Does your organization already have an established relationship with this venue? If yes, please provide more information. Is the proposed venue interested in converence sponsorship in exchange for sponsor benefits (see 2014 Conference Sponsorship Packet for example of typical conference sponsorship benefits)? _ Transportation
Is there a local charter bus/shuttle company that can move 600-1300 people to off-site
events?
Lodging (please provide a minimum of 3 options in a range of prices under $200 per room per night. Note that lodging does not have to be a hotel. Primary Option Secondary Option Secondary Option Lodging Name
________________ ________________
________________
Address ________________
________________
________________
Number of Rooms Available
________________
________________
________________
Conference Rate ________________
________________
________________
Are there any alternative lodging options available in your area that are not mentioned above? (college dorms, camping, Airbnb, other)
Field Trips Does your organization have experience developing and executing field trips and site visits? Are there a minimum of 10 locations nearby (less than an hour of transportation time) that would host field trips (50 minimum participants each)? ______________________ Please give us at least three examples of possible field trip locations. 1. ____________________________________________________________________
Additional ideas? (200 word limit) Local Foods Reception Please identify two possible sites for the reception. Primary Reception Site 1. Primary reception site (name, address, brief description): Is this site available on the dates you have listed above? What is the cost estimate of renting the meeting space during the suggested date range? Does your organization already have an established relationship with this venue? If yes, please provide more information. Is this reception site interested in conference sponsorship opportunities?
Secondary Reception Site 2. Secondary reception site (name, address, brief description): Is this site available on the dates you have listed above? What is the cost estimate of renting the meeting space during the suggested date range? Does your organization already have an established relationship with this venue? If yes, please provide more information. Is this reception site interested in conference sponsorship opportunities? Partners, Funders and Outreach Please provide 4 letters of support from local organizations (2 from partners and 2 from potential sponsors) who are interested in working with you to successfully bring the 2016 National Farm to Cafeteria Conference to your city/community. In addition to those providing letters of support now, what other partners, sponsors or agencies would you considering reaching out to for the conference? What local media would be interested in covering the event? Do you have any existing connections with media? What local outreach mechanisms do you have (listserves, coalitions, other vehicles) for sharing the event information?
What local VIPs (chefs, authors, political leaders, musicians, advocates, celebrities, etc) may be interested in participating in the conference? Describe any existing connections you have with them. Is there anything we haven’t asked you that you’d like to bring to our attention? Thank you for your interest in serving as the local host for the 2016 National Farm to Cafeteria Conference.
