Association for International Agricultural and Extension Education

Proposal for Conference Site and Hosting

Conference Host Application and Selection Criteria

The Association for International Agricultural and Extension Education (AIAEE) accepts bids from potential hosts of future AIAEE conferences. Only organizations with current dues-paying AIAEE members may submit a Conference Host Application. Any organization wishing to host an AIAEE Conference must prepare a proposal with site information for each of the categories listed below. All potential host locations will be considered.

The AIAEE developed the following criteria to serve as a guide for potential hosts in planning and submitting proposals to AIAEE for future conferences. These criteria may help potential hosts assess the merit of their proposal to host an AIAEE conference. Specific criteria also make the selection process evident and transparent to all AIAEE members. AIAEEā€™s leadership may modify these criteria to improve its utility in the decision-making process.

Those interested in hosting an AIAEE Conference should send all requested information (use the format below) to the Conference Planning Committee Chair, Amy Harder, at This email address is being protected from spambots. You need JavaScript enabled to view it.. Proposals to host conferences must be received by March 1, 2019 to receive full consideration.

Potential hosts should use the five categories/criteria to describe their proposal in narrative form. The elected officers of the Executive Board will independently evaluate each proposal using the criteria outlined in this call for applications. The quality of each criterion will be rated (1 = poor, 2 = fair, 3 = good, 4 = very good, 5 = excellent). The results will be used by the Conference Planning Committee to make a formal recommendation to the Executive Board. The selected host location will be announced to the general membership no later than the annual meeting of the AIAEE (held in conjunction with the annual conference).

The organization submitting a proposal must answer each of the following criteria:

Organization submitting the proposal:


  1. Partnership Considerations (especially important for non-U.S. conference sites):

1.1 Length of institutional relationships between AIAEE members and site location;

1.2 Potential for institutional relationships with similar organizations;

1.3 Professional reputation and regional influence of host organization(s); and

1.4 Benefits to host institutions.                    

Category score: ____


  1. Conference Planning:

2.1 Level, depth and breadth of commitment by the host institution (s)

2.2 Adequacy of hosts to help plan the conference

2.3 Planning of Costs and Ease of Communication

2.4 Quality of conference facilities, AV equipment lodging and food

Category score: ____


  1. Site Characteristics

3.1 Security, political stability

3.2 Field trips for AIAEE members, Graduate Students, and/or Guests

3.3 Climate/season during conference dates

Category score: ____



  1. Costs

4.1 Financial impact of Conference planning on AIAEE budget

4.2 Travel costs for members, including graduate students (US or host country)

4.3 Hotel costs, amenities, location, etc.

Category score: ____


  1. Membership Impacts

5.1 Existing membership based in the country/region   

5.2 Potential for new members 

Category score: ____


________   Total score