Concurrent Session Request for Proposals (RFP) Guidelines

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How to Submit a Concurrent Session ProposalGeneral Guidelines• Please only use the Concurrent Session Proposal Form as formatted to submit your proposal. Ensure that itis fully complete and accurate before submission. Incomplete proposals will not be accepted. Proposalssubmitted in another format will be returned for re-formatting. Proposals can be submitted as a Worddocument or a PDF.• Verify the interest and commitment of any co-presenters before submitting the proposal. If there is acircumstance where you are not able to do so, please describe those circumstances where indicated on theproposal form. Please inform co-presenters that the proposal will be reviewed by a selection committee.• All proposals must be submitted via email to aepforums@ccsso.org by 5pm EST on Friday, February 1,2013. You will receive an email confirmation of the receipt of your proposal. If you do not receive thisconfirmation within one business day, please contact Laura Johnson (lauraj@ccsso.org) as soon as possible.Only confirmation from AEP staff will verify receipt of your proposal.Session ContentConcurrent sessions address issues such as state or national policies, new or pertinent research in the field, andexemplary practice. AEP welcomes proposals from both Partner Organizations and the public that address a widerange of topics and current issues in education that are connected to the National Forum theme.Session FormatsConcurrent sessions are allotted 90 minutes and are generally attended by 20-40 participants. Presentationsshould be focused and specific so that subject matter can be adequately addressed within this time. AEPencourages presenters to explore non-traditional, engaging, and innovative session formats that incorporate activelearning. We also encourage session formats that allow time for questions, answers, and dialogue betweenpresenters and participants.Proposal Evaluation and SelectionA national panel of AEP Advisory Committee members and AEP staff will review and select the concurrent sessionproposals for the final National Forum program. Proposals will be evaluated based on the appropriateness ofcontent, relevance to the National Forum theme, and relevance to the National Forum audience. Preference willbe given to proposals where all co-presenters are confirmed at the time of submission. Notice of final selectionswill be sent to session organizers via email by Friday, February 15, 2013.Characteristics of successful proposals:• Clearly defined session topics, content, and outcomes• Detailed narratives that clearly explain what will occur during the proposed session• Relevance to the audience described on Page 1• Innovative session formats that actively engage session participants• Timeliness and importance of topic; relevance to National Forum themeAEP 2013 National Forum Concurrent Session RFP 2
Audio/Visual, Media, and Technology PoliciesPlease consider these technology guidelines for your session:• Think about using technology in a way that enhances interactivity and in a way that is supplemental ratherthan central to the content of your presentation.• Please think through your technical needs for the session carefully BEFORE you submit your proposal.Clearly indicate which items you are providing on your own and which items you are asking AEP to provide.• Presenters must provide their own laptops, laptop speakers, and any necessary adaptor cables. AEP doesnot provide presenters with this equipment.• Wherever possible, please provide your own equipment. AEP has limited access to LCD projectors and liveinternet connections are not always available.Registration and AccommodationsAll selected concurrent session presenters are required to register for the Forum and pay theregistration fee of $250. All presenters must register by Friday, March 1, 2013.If all session organizers and co-presenters are not registered by this date, your presentation opportunity may beforfeited.Registration dates:• Early Registration for AEP Partner Organizations: $250; Jan. 21-Jan. 31 (midnight EST)• General Registration: $250; Feb. 1-March 16 (midnight EST)• Late Registration: $280; March 17-April 4 (midnight EST)Please visit the National Forum webpage for information about hotel accommodations. Presenters are responsiblefor their own travel and accommodation expenses.Confirmation of Session Content and Presentation ScheduleAll session organizers whose proposals are selected must sign a presentation confirmation letter verifying theparticipating co-presenters, the session description, and content. This same confirmation also serves as a letter ofagreement for AEP’s National Forum A/V Policies and National Forum registration policies. Once AEP has set theNational Forum schedule, session organizers must also sign a presentation schedule confirmation form. Presentersmust agree to be available for both days of the National Forum.AEP 2013 National Forum Concurrent Session RFP 3

Concurrent Session Request for Proposals (RFP) Guidelines

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