2028-2029: Request for Conference Host Proposals

I. Introduction

The International Town & Gown Association (ITGA) invites proposals from active ITGA member institutions and communities to serve as host partners for the 2028 and 2029 ITGA Annual Conferences.

Through this Request for Proposals (RFP), ITGA intends to select host communities for both conference years during a single competitive process as part of a formalized two-year host selection cycle, allowing additional planning time for hosts and the Association.

The ITGA Annual Conference is the premier international gathering of professionals working in town-gown relations and typically attracts approximately 300 attendees representing universities, municipalities, and affiliated organizations. Final site selection authority rests with the ITGA Board of Directors.

II. Purpose of the Annual Conference

The Annual Conference provides a forum for conducting the official business of the Association, delivering high-quality professional development, showcasing exemplary town-gown partnerships, and generating revenue to support the ongoing operations of ITGA. The selected host community plays a critical partnership role in advancing these objectives.

III. Conference Format and Timing

The ITGA Annual Conference is generally structured as a multi-day professional development event that includes an optional opening activity on the day prior to the start of formal programming.

The conference typically includes three full days of educational sessions, keynote presentations, and networking opportunities, and concludes on the final day following a closing program and lunch.

Proposed conference dates are typically scheduled in early June, although alternate dates may be considered if appropriate justification is provided.

Respondents should identify proposed date ranges and demonstrate venue availability consistent with the general conference structure described above.

IV. Host Financial Commitment

The successful host community will partner with ITGA in delivering the conference and will provide a financial host contribution along with certain locally managed event costs.

Each selected host site shall provide a Host Contribution of $30,000 payable to ITGA no later than February 1 of the host year. This contribution is not credited toward host-incurred expenses.

The Host shall be responsible for transportation costs exceeding the first $7,000 covered by ITGA; one ITGA reception (venue and catering), with ITGA contributing $50 per paid attendee; keynote speaker fees, travel, and lodging; conference marketing materials and signage; host-sponsored social events not charged to attendees; and any expenditure not pre-approved by the ITGA Board of Directors.

ITGA will cover up to $7,000 in transportation costs, conference lunches and snack breaks, meeting and facility rental costs as set forth in the approved conference budget, IT/AV costs included in the budget, and a $50 per paid attendee contribution toward the ITGA reception.

V. Eligibility Requirements

Proposals must be submitted by an active ITGA member and represent a joint university and community partnership. Submissions must demonstrate executive-level support from both entities and the capacity to host approximately 300 attendees.

VI. Proposal Requirements

Proposals shall include the following information:

• Name of Conference Co-Chairs (City representative and University representative)
• Proposed conference theme
• Proposed conference dates
• Description of the host community and university
• Why ITGA should consider hosting the conference in your community/institution
• Venue and facility information including meeting space capacity and available technology. Consistent with ITGA’s mission of highlighting university–community partnerships, respondents are encouraged to consider campus facilities such as student unions, conference rooms, or other university venues where appropriate, particularly when these spaces support overall conference affordability.
• Lodging options and anticipated room rates
• Completed Financial Template (final page of this document)
• Transportation access and proximity to airports, including anticipated expenses
• Proposed local activities and community engagement opportunities
• Sponsorship prospects
• On-site staff/volunteers available to assist conference
• Written confirmation of the required Host Contribution
• Any additional information the respondent believes will assist ITGA in evaluating the proposal.

Respondents shall indicate whether they are willing to host either 2028 or 2029, or if they have a preferred year.

VII. Evaluation Criteria

Proposals will be evaluated based on several factors including the strength of the town-gown partnership, accessibility and travel convenience, quality and capacity of meeting facilities, financial feasibility, lodging affordability, local organizational capacity, geographic diversity considerations, and the potential to elevate ITGA’s national and international profile and support the Association’s long-term international engagement objectives.

VIII. Selection Process

The ITGA President-Elect shall chair the Host Selection Committee, comprised of members of the ITGA Board of Directors. Committee members must disclose any conflicts of interest. Final recommendations will be forwarded to the ITGA Executive Board for approval.

ITGA reserves the right to select one or both host sites, reject all proposals, or reissue the RFP if necessary.