Interested in Hosting a future SSMC Conference

The process to host a SSMC Conference starts with you having a conversation with your school/department. If your school is interested in learning about making a commitment to host a future conference, the next step is to contact the SSMC President to start a conversation. Once SSMC is ready to award a conference to a University School, an official invitation letter to host a conference for a specific year is sent to the school to be accepted, signed, and returned to SSMC.

Use this button to inquire about hosting a conference

Things to consider when hosting an SSMC conference

When is the SSMC conference held? The SSMC conference is generally held the 2nd or 3rd week in July.

What is the cost to my University School to host the conference? A University School is not required to pay SSMC a fee to host the conference. In past conferences a few schools have contributed money to help pay for the conference. In these cases, there were charges for university spaces that were used. Most conferences, University Schools have used their building spaces to provide a place that the conference can be hosted.

What staff resources does my School need to provide for the conference? The school will designate a host site Conference Chair Coordinator generally an existing member of the SSMC who proposed hosting. This coordinator will become an SSMC Board of Directors member during the conference planning period. It is recommended that the school utilize an event planner for the organization and execution of the conference. If your school does not have an event planner available, it is recommended you form a committee of at least 4 people for this job.

What is the conference planning period? The conference planning period begins 18 months prior to the conference. The Conference Chair Coordinator will join the SSMC Board of Directors meeting in January a year and a half before the dates of the conference.

What are decisions and cost that my school will need to make/consider during the planning period? Your school will be responsible for developing the conference agenda and developing a budget so a cost to attend the conference can be determined. Other considerations are listed below for what is needed and costs to consider in the budget.

• What school spaces will be used to host the conference.

• Are there rentals of space needed for the conference.

• Are there rentals of tables, chairs, or tents needed.

• Are there IT usage fees from the University if applicable.

• Are there University cleaning fees if applicable.

• Organize meals for the conference: (breakfast, lunch, and any breaks)

• Organize the SSMC conference dinner: usually on the Wednesday evening of the conference held at the University.

• If your school is planning any visits to local attractions or events, the cost needs to be figured into the budget.

• What area will you used to gather for meals during the conference.

• Campus signage directing attendees to the proper buildings the conference is being held in.

• An area for vendors to setup: This will include providing each vendor 1 table, 2 chairs, and electric.

• Having posters printed with the vendors names and logos.

• If a vendor sponsors a meal: signage with their name and logo displayed during the meal.

• An area for conference attendees to check-in.

• Will the school have a conference T-Shirt or Polo.

• Swag bags, that can contain items such as, notebooks, pens, water bottles, vendor information, and conference name tag.