Call for Presentations & Vendors 

DEADLINE TO SUBMIT CALL FOR PRESENTATIONS PROPOSAL IS JUNE 17, 2016.

DEADLINE TO SUBMIT VENDOR REQUEST FORM IS JULY 5, 2016.

CALL FOR PRESENTATIONS


SUMMIT CURRICULUM

Over the course of the Summit, there will be educational and personal learning tracks for youth between the ages of 13-17, parents/caregivers, and professionals to engage with the research behind Adverse Childhood Experiences and concrete approaches that communities around the country have taken in building  Community Resilience. 

When developing the Summit's curriculum, our goal is to provide a balanced program that meets the variety of skill levels and interest levels of the Summit audience, presented by speakers of the highest quality who represent the diversity of the City of Richmond and the Commonwealth of Virginia. 

For questions or for more information, please e-mail Linda.Durant@richmondgov.com or call 804-646-7441. 


A NOTE CONCERNING HONORARIA

The City of Richmond Department of Social Services (RVA DSS) has a tradition of using educational sessions as a platform for innovation in the field of child, adult, family and community services. We look for contributors who are willing to share their expertise without expectation of payment in the spirit of networking, collaborating and educating.

In submitting this proposal, I understand that RVA DSS is not offering to pay for travel, lodging and non-summit meals. Food provided at the Summit and registration fees will be waived for a maximum of 2 presenters per workshop. Additional presenters will be responsible for the full one or two day Summit registration payment. 

If approved, I agree to present on the assigned dates and times during the Summit, August 3-4, 2016. I also agree that I have read all of the above information.

SELECTION PROCESS

The selection process runs from March 7, 2016 - June 20, 2016. Decisions will be emailed to proposed presenters by mid July. 

The deadline to submit Call for Presentations Proposal has been extended! The new deadline is June 17, 2016.

All submissions are reviewed and evaluated by a committee representing various disciplines. 

The evaluation process is competitive based on these criteria:
 
(1) Relevance and Clarity (learning objectives are clearly stated using active verbs indicating exactly what the benefit would be to the learners) 

(2) Practical Application (presentation provides take-away knowledge material that can be used by the learners in their day-to-day work settings)
 
(3) Leading-edge (presentation addresses critical issues, emerging trends and innovative methods)

(4) Systems thinking (evidence of systems-thinking)
  
(5) Balance (the committee will review for balance to ensure that all disciplines have a representative number of presentations and that no one presenter or organization is disproportionately represented.)

WORKSHOP LENGTH

Summit workshops will last 75 minutes to include Q & A (60 minute content, 15 minute Q & A).

POWERPOINT PRESENTATIONS

PowerPoint Presentations presented at the Summit will be pre-loaded on USB Drives and are due no later than 2 weeks prior to the start of the Summit (due July 20, 2016).  

A/V NEEDS AND USB DRIVES

RVA DSS will provide the following AV for presenters in each workshop classroom: a screen for an LCD projector (for PowerPoint Presentations) with accompanying cords, LCD projector, flipchart and markers, and a microphone (as needed).

Submitting this proposal indicates an understanding that RVA DSS will NOT be providing workshop presenters with laptop computers. Presenters should understand that it is their (s) responsibility to provide pieces of equipment necessary for the presentation, and any associated costs will be covered at their own expense. 

CALL FOR VENDORS


Vendors are first come first serve. It’s best to reserve your space right away since space is limited.

THE VENDOR BOOTH PACKAGE INCLUDES:

One six-foot table and two chairs
8.5 x 11-inch one-line identification sign
Two name badges
Advertising in Summit Program Book
One Summit Program Book
Registration for two for the Summit (Additional vendor participants will be responsible for the full one or two day Summit registration payment)
Summit Refreshment and Meals

VENDOR FEE: $275
Call for Vendor Registration Forms and full payment must be submitted by July 5, 2016.


Check and Money Order: Checks and money orders must be received by July 5, 2016. Vendor registration confirmation is sent to the primary vendor once the check or money order is received. Only agency checks, certified checks and money orders will be accepted. Cash payments will not be accepted.

CALL FOR VENDOR REGISTRATION FORM SUBMISSION DEADLINE:
Call for Vendor Registration Forms with full payments are due by July 5, 2016, in order for your contact information to be printed in the Summit's Program Book.

Call for Vendor Registration Forms and payments received after July 5, 2016 will be accepted on a space availability basis and may not be included in the Summit's Program Book.

VENDOR BOOTH CANCELLATIONS:
Cancellations received in writing prior to July 15, 2016, will receive a refund less a $50 administrative fee. Refunds will not be issued for cancellations received later than July 16, 2016.

PLACEMENT OF VENDOR BOOTH:
Priority placement will be given to vendors who submit their Call for Vendor Request Form and full payment early.

Vendor Booths not set up by Wednesday, August 3, 2016, at 8:00 a.m. may lose their assigned space.

Summit hosts will be on hand to give directions, answer questions, and assist in setup. Each vendor packet will include two name badges, one Summit Program Book and wireless access instructions. These packets will be available at the on-site vendor registration table on the day of the Summit.

DISMANTLING OF VENDOR BOOTHS:
We request that all vendor booths remain fully assembled until the official closing of the vendor hall, at approximately 3:00 pm on August 4, 2016. No refunds will be issued for early departure.

SOUND AND AV EQUIPMENT:
Vendors are asked to maintain a level of sound and use of AV equipment as not to disturb adjacent vendors and/or Summit participants.

WIRELESS ACCESS:
Vendors wishing to use the campus wireless network will be provided with a login and instructions in their registration packet.

PROTECTION OF PROPERTY:
Vendors may not tape, paste, thumbtack, nail or otherwise affix signs or posters to the walls. If any signs or posters are leaned on the walls, they must be properly padded so as not to cause damage. If any damage is caused to the property, accidentally or otherwise, the vendor will be billed for full cost involved to restore the area impacted to its previous condition.

SALES TAX STATUS:
Vendors are responsible for registration with the state and local sales tax authority and collection and payment of any applicable sales taxes.


FIRE, SAFETY AND HEALTH REGULATIONS:
The vendor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. All vendor booth and displays are to be free of noncombustible nature.

INDEMNIFICATION:
The vendor agrees to indemnify the City of Richmond and Summit property owners, its agents, employees, directors, officer, assigned and anyone exercising rights under this Agreement from any and all claims, losses, demands, damages liability, costs and expenses (including reasonable attorneys' fees and costs) arising out of, or in connection with, participating in the Summit.

For questions or for more information, please e-mail Pamelia.Watts@richmondgov.com or call 804-646-3112.