Thinking about hosting InterActivity?

Museums should submit a proposal — see guidelines below — to ACM by the following deadlines:

• InterActivity 2014: submit by August 15, 2011

• InterActivity 2015: submit by October 28, 2011

Criteria & Proposal Guidelines for Host Museums of the InterActivity Annual Conference

The following questions or criteria should be addressed by potential host museums when submitting a proposal to
ACM. Museums are encouraged to contact ACM prior to preparing a full proposal. Proposals must be submitted by
an ACM member museum in good standing. Proposals from a consortium of museums will be considered, however museums must work together and submit one joint proposal. Proposals from visitor and convention bureaus will not be considered, although museums are encouraged to work with visitor and convention bureaus on logistical criteria.

Capacity of the Host Museum
1. Does the museum have the resources to support the effort required to host the annual conference?
a) What staff and volunteer resources will the museum assign to work on InterActivity? (See Appendix A.)
b) Who would be the host museum liaison to ACM?
c) What physical facilities would be available at the museum for break-out sessions or study tours?
d) Can the museum host/support a two day program committee meeting on-site, within 8-9 months of the conference?
e) How can board members of the museum be involved?
f) Does the museum have relationships with local hotels, caterers, bus companies, press, politicians, etc., that would be helpful in planning the conference?
g) Can the museum accommodate 600 people for an evening event?
h) Where does the museum propose to hold the Trustee/Leadership Reception?

2. In addition to the fundraising commitment described below, the museum also provides graphic design for conference materials, conference photographer, food & beverage for program committee meeting in the fall, location and food and beverage for the Trustee Reception.
a) Is the museum capable and willing to provide these resources?
b) What is the graphic design capability of the museum? The host museum is responsible for graphic design including conference logo, programs and collateral materials.

3. In hosting the evening event, ACM will reimburse the museum for $20-25 per ticket sold (depending on city) for catering. Museum must produce an evening event that includes a dinner/reception, entertainment, etc. ACM will arrange transportation between conference hotel and the museum.

4. Does this proposal have the support of the museum’s board? (The proposal should be discussed at a museum Board Meeting and the Board Chair should sign a Letter of Commitment.)

Resources and Strengths of the Host Museum

1. Is there a specific theme or set of ideas that the museum would propose as ACM considers a theme for the conference?
2. What programs or exhibits would the museum like to showcase during the conference?
   
3. Does the museum have an established relationship with universities or other possible content partners nearby that could be tied into program planning?
   
4. Does the museum offer programs that are regarded by the field as models of excellence?
   
5. Does the museum have any long-range plans that might affect the conference? If so, please describe.
   
6. Does the museum have recommendations for potential Great Friend to Kids Award recipients and/or other speakers?
   
7. Would children involved in museum programs be available as speakers or performers?
   
8. Has the museum presented its own Great Friend to Kids Award? If so, to whom?
   
9. What are the key issues facing the museum over the next few years?
   

Resources and Characteristics of the Host City

1. What museums and other cultural institutions located in the proposed city could we involve in InterActivity?
   
2. What other venues in the city would be suitable for a second evening event?
   
3. What additional opportunities/resources are available for professional development?
   
4. What other amenities and unique attributes does the community offer?
   
5. Overall, how is the city a compelling location for InterActivity?

City Logistical Capacity

1. Does the city feature a selection of conference hotels to accommodate the following:
   
   • Plenary Session space for 1,000-1,200
     
   • Exhibit Hall space for 80-100 10’ x 10’ booths
     
   • Breakout rooms for 8-10 concurrent sessions for 100 each
     
   • 400+ guest rooms for peak night
     
   • Request Hotel RFP for additional details
     
2. Does the city feature nearby airport access with a major airline hub and good transportation from airport to city
   center?
   

Museum Fund Raising Capacity
The total fundraising goal for InterActivity ranges from $75,000 to over $100,000 and is the result of the combined efforts
of ACM and the host museum. However, the host museum must commit to raising a minimum of $50,000. ACM first
applies contributed funds to InterActivity direct expenses. Earned income (exhibit hall, advertising, registration and event
fees) is then applied to remaining InterActivity direct expenses. Net earned income from InterActivity is a critical source of
support for ACM’s annual operating budget. (See expense budget in Appendix D.) In kind contributions that are procured
by the museum and are directly budget relieving may be applied to the fundraising commitment at ACM’s discretion.

1. How willing and able is the museum to help raise funds for InterActivity?
   
2. What are the potential sources for funding InterActivity? Please identify corporations, foundations, or other
   potential sources of funding.
   
3. How confident is the museum of its ability to achieve the fundraising goal? What goal will the museum commit to
   in a host agreement with ACM?
   

Dates and Overlap with American Association of Museums (AAM) Annual Meeting.
The InterActivity conference is general held between April 18 and May 10. The conference is two and a half days with the
last day being the half day. Thursday-Saturday has worked well in the past, but ACM is willing to consider other days.
In the past, the InterActivity conference has preceded the AAM Annual Meeting. Although not a necessary component for
a proposal to host InterActivity, ACM will take into consideration conference alignment. The benefit of preceding the AAM
Annual Meeting is that our exhibitors are able to attend both conferences and we do enjoy a substantial amount of overlap.

Additionally, some conference attendees participate in both conferences. The drawback can be fundraising conflicts
between the two conferences.

1. What are the dates and days proposed for InterActivity?
   
2. If the dates and location proposed precede the AAM Annual Meeting, how will the museum address fundraising
   challenges? (May be answered in section above.)
   

Proposal Collateral materials may include the following:

• Museum information packet
• Hotel proposals (contact ACM for separate hotel specifications)
• Visitor and convention bureau information
  

Please note that ACM staff will not accept gifts from hotels, convention bureaus, etc. However, customary industry practice does allow for hotel(s) and/or visitor and convention centers to cover the travel costs for two ACM staff members to make a site visit.

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