Rendezvous Host Proposal

About you and your InstitutionName:

Institution:

Department:

Email address

Have you attended a previous Rendezvous or do you plan to attend this year's event? (Check all that apply)
2023 - Pasadena, CA
2022 - Twin Cities, MN
2021 - Online
2020 - Online
2019 - Nashville, TN
2018 - Lawrence, KS
2017 - Albuquerque, NM
2016 - Madison, WI
2015 - Boulder, CO

Why are you interested in hosting the Rendezvous?

Describe characteristics that make you, your institution, and/or your location an ideal host for the Rendezvous.

Logistical InformationWhat year(s) are you interested in hosting the Rendezvous at your institution? (Select all that apply)
2025
2026
2027
2028
2029
2030

The Rendezvous has typically been the third week of July. Does this week work for you and your institution?

Yes No

Comments on timing (optional):

Historically, the Rendezvous has offered lodging choices including both residential dorms and hotels nearby. Are these options available at your institution and within walking distance?

Yes No

Comments on lodging (optional):

Are there dining options located within walking distance?

Yes No

Comments on meals (optional):

All the rooms, with the possible exception of the poster hall, will need to have projector/screen capabilities and wi-fi. Depending on the program schedule, the Rendezvous typically requires the following selection of rooms:

7 rooms that hold ~50, preferably in flex seating
1 large room for posters hall (~4000 sq feet)
1 large room ~300+ for opening reception, Monday, Wednesday, and Friday closing plenaries and town hall
2 large rooms (~40 person capacity) that would be good for oral sessions and teaching demonstrations
3-5 meeting rooms 30-50
3-5 smaller meeting rooms 20-30
If available, 1-2 computer labs participants can use during a workshop or mini-workshop session (~25+ capacity)

Can you institution meet these requirements in campus buildings relatively close together?

Yes No

Please provide a description of the meeting room spaces you have available for the Rendezvous programming, including the room capacity and general layout (e.g. fixed seating, tables, desks, etc.)

Or, upload a description of the meeting space available at your institution.

All uploaded files are public unless you are in a private workspace

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Description: A very brief description of the file.

Show Optional Fields

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

e.g. 'student_handout'
This will be the name of the downloaded file. By default the system will generate this based on the title you specified and the type of file. If you specify a name here it will over-ride the automatically generated name. This is generally only useful when uploading file of a type not recognized by the system (not in the list of file types above). In that situation choose File Type: Unknown Binary and include the appropriate suffix in the file name here. e.g. myfile.m3z Avoid spaces or special characters in the file names.

Authorship/Reuse

Either:
I am the author (copyright holder) of the contents of this file and people are allowed to reuse it for non-commercial purposes as long as they give me attribution as described by this creative commons license.
Or

Choose a different authorship/reuse options

Who is the original creator/copyright holder of the information in this file?

Provenance/Acknowledgements

A short description of where the material came from. Include names and institutions of authors and contributors as well as acknowledgment of any work from which this was derived.

Reuse License

The creator/copyright holder must have agreed to allow distribution of this file through this site.
If you are the creator we strongly encourage you to select the CC Attribution-NonCommercial-ShareAlike option.

If none of the above licenses apply describe the conditions under which this material appears on this site as well as any information about reuse beyond this site.

More Information about reuse and choosing a license

Distributing information on the web generally requires the permission of the copyright holder--usually the original creator. Providing the information we request here will help visitors to this site understand the ways in which they may (legally) use what they find.

If you created this file (and haven't signed away your copyright) then we'd encourage you to select the CC Attribution-NonCommercial-ShareAlike option. You'll retain the copyright to your file and can do as you please with it in the future. Through this choice you are also explicitly allowing others to reuse that file as long as they give you attribution, and don't use it for commercial purposes.

If the file (or content within it) was created by others you'll need their permission. If it predates 1923 or was created by a U.S federal employee (as part of their job) it is likely in the public domain (and we can all do as we choose with it). The original author may also have explicitly stated how it may be reused (e.g. through a creative commons license). You can describe the licensing/reuse situation in the box above.

Without permission you should not upload the file. There are several options in this case:

You can contact the original author to get permission.
You can provide a link to (or a description of how to get) the original material rather than uploading it here.
You can find a substitute that isn't encumbered by copyright.
You can create a substitute yourself. Remember, ideas can't be copyrighted, only particular expressions of those ideas. Of course you'll want to give credit the original author.

The Stanford Copyright and Fair Use Center has more good information about copyright as it applies to academic settings.

Please provide a budget estimate of the costs to host the Rendezvous at your institution, including meeting room reservation fees, A/V equipment, IT support staff, tables/chairs/linens rentals, poster board rentals, catering, and any other anticipated costs that are unique to your institution. Note that some institutions provide faculty members discounts on items such as meeting rooms and catering. Please describe any discounts you may be able to receive.

Upload a budget estimate, including the elements described above

All uploaded files are public unless you are in a private workspace

Title: A descriptive, human readable title.

e.g. 'Student Handout for Sauerkraut Assignment'

Select the file: Make sure it has an appropriate suffix (e.g. .doc) or specify the type in the Optional Fields below

Description: A very brief description of the file.

Show Optional Fields

File Type:

The system will attempt to determine the correct file type based on the name of the file you've selected. Choosing the correct file type here will override that.

File Name:

e.g. 'student_handout'
This will be the name of the downloaded file. By default the system will generate this based on the title you specified and the type of file. If you specify a name here it will over-ride the automatically generated name. This is generally only useful when uploading file of a type not recognized by the system (not in the list of file types above). In that situation choose File Type: Unknown Binary and include the appropriate suffix in the file name here. e.g. myfile.m3z Avoid spaces or special characters in the file names.

Authorship/Reuse

Either:
I am the author (copyright holder) of the contents of this file and people are allowed to reuse it for non-commercial purposes as long as they give me attribution as described by this creative commons license.
Or

Choose a different authorship/reuse options

Who is the original creator/copyright holder of the information in this file?

Provenance/Acknowledgements

A short description of where the material came from. Include names and institutions of authors and contributors as well as acknowledgment of any work from which this was derived.

Reuse License

The creator/copyright holder must have agreed to allow distribution of this file through this site.
If you are the creator we strongly encourage you to select the CC Attribution-NonCommercial-ShareAlike option.

If none of the above licenses apply describe the conditions under which this material appears on this site as well as any information about reuse beyond this site.

More Information about reuse and choosing a license

Distributing information on the web generally requires the permission of the copyright holder--usually the original creator. Providing the information we request here will help visitors to this site understand the ways in which they may (legally) use what they find.

If you created this file (and haven't signed away your copyright) then we'd encourage you to select the CC Attribution-NonCommercial-ShareAlike option. You'll retain the copyright to your file and can do as you please with it in the future. Through this choice you are also explicitly allowing others to reuse that file as long as they give you attribution, and don't use it for commercial purposes.

If the file (or content within it) was created by others you'll need their permission. If it predates 1923 or was created by a U.S federal employee (as part of their job) it is likely in the public domain (and we can all do as we choose with it). The original author may also have explicitly stated how it may be reused (e.g. through a creative commons license). You can describe the licensing/reuse situation in the box above.

Without permission you should not upload the file. There are several options in this case:

You can contact the original author to get permission.
You can provide a link to (or a description of how to get) the original material rather than uploading it here.
You can find a substitute that isn't encumbered by copyright.
You can create a substitute yourself. Remember, ideas can't be copyrighted, only particular expressions of those ideas. Of course you'll want to give credit the original author.

The Stanford Copyright and Fair Use Center has more good information about copyright as it applies to academic settings.

Field TripAre you willing to plan and/or facilitate a Rendezvous field trip? (Check all that apply)
Yes, I am willing to plan/facilitate a pre-Rendezvous field trip
Yes, I am willing to plan/facilitate a post-Rendezvous field trip
No, I am not willing to plan/facilitate a field trip
If yes, please describe your field trip - what site(s) would you visit and topic(s) might you cover? Do you have additional faculty/staff who might help lead the trip?

Additional DetailsWhat do you feel is the biggest challenge hosting the Rendezvous at your institution?

Other comments (optional)

Host an Earth Educators' Rendezvous