Call for Workshop and Field Trip Proposals

The Host Committee for the SVP 75th Annual Meeting, October 14 – 17, 2015, at the Hyatt Regency Dallas, co-hosted by the Perot Museum of Nature and Science and Southern Methodist University, is calling for field trip and workshop proposals.

The proposal must not exceed two pages and should include a concise description of the field trip or workshop, including where applicable:

  • Title, date, and time (beginning and ending) of activity.
  • Purpose and intended outcome.
  • Name(s) of organizer(s)/leader(s) and all of their contact information.
  • Venue (if space is being requested for the event, please indicate this and the requirements).  Note that SVP will provide meeting space complimentary if it is available per the current venue contract.  Any additional requested space resulting in extra rental fees must be covered by registration fees.
  • A detailed budget for the Field Trip or Workshop.  The budget must covere ALL expenses as SVP will NOT absorb any shortfalls.  Please include all itmes such as AV, internet, transportation, admission fees, supplies and materials.  These items are reimburseable up to the maximum of collected registration fees for the Field Trip or Workshop.  You may not request reimbursement for your time.
  • Transportation: (if applicable) on own or provided?  If provided: where is/are the exact pick up and drop off point(s).  NOTE: rented transportation must secure insurance through the rental company at an amount and level of coverage required by applicable state law.  A copy of the insurance certificate must be included with the proposal.  If transportation is provided by a leader or other participant, proof of insurance ust be provided to the business office at least 120 days prior to the date of the trip.  SVP is not liable for any loss, injur, or damage resulting from field trip or workshop participation.
  • Cost per person (please factor in the cost of the leaders if they are not to be charged).  These costs shoudl consider all the expenses you plan to submit for reimbursement.  Note that SVP will add a $5 per person administrative fee to all registration fees to cover credit card processing and other administrative fees.
  • Minimum and maximum number of attendees.  Please let u sknow if the maximum and minimum number of attendees is to include the leaders or not, as we must adjust the online registration system accordingly.

Regarding Costs: Leaderes will be reimbursed the expenses incurred by running the field trip or workshop, including admission fees, transportation, AV, internet, supplies/materials, any included meals, up to the maximum amount of registration fees collected minus $5 per administrative fee.  Field trip and workshop leaders should send completed reimbursement forms and receipts to the business office after the meeting.  Note that any excess revenue generated from registration fees will not be returned to attendees or provided to leaders.  Excess funds, if any, remain with SVP and utilitized to support the annual meeting.


Advertisement copy for the 2015 SVP meeting circular and Web site is required with the proposal and must include:

  • Title, date, and time (beginning and ending) of activity.
  • Purpose and intended outcome.
  • Venue (if known at the time of the proposal).
  • Transportation: (if applicable) on own or provided? If provided: where is the pickup/drop off location (provide specific address).
  • Recommended clothing or items to bring (if applicable).
  • Materials provided.
  • Name(s) of organizer(s)/leader(s) and all of their contact information.
  • Cost per person.
  • Minimum and maximum number of participants.

 

Proposals and questions should be sent to Tony Fiorillo, Host Committee Member, at Tony.Fiorillo@perotmuseum.org.   The deadline for proposal submission is December 9, 2014.

 

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