Hosting the 2011 Water Management Conference
The LGSA's Water Management Conference is an annual event providing Local Government with a broad range of information on water management and issues primarily associated with water utilities. The conference presents an opportunity for councillors, council staff, water managers, government representatives and the broader industry to tackle key water management issues and discuss ways forward to achieve a sustainable future.
Councils are invited to express their interest in hosting the 2011 Local Government & Shires Associations of NSW (LGSA) Water Management Conference.
The expression of interest needs to address the hosting criteria as set out below in a written document. The successful council contacted in due course to ensure proper budget planning can occur.
Deadline: Tuesday 6 April 2010
Submissions to: Meg Fisher, Manager Events and Protocol, LGSA, GPO Box 7003, Sydney NSW 2001 or meg.fisher@lgsa.org.au.
Hosting Criteria
- A statement outlining reasons why your council should host the conference and what links your council and region have to ensure relevance with the Water Management Conference.
Site Visits
- A detailed proposal for a site visit program lasting approximately two hours, highlighting innovation in aspects of water supply, sewerage, drainage and/or stormwater.
Conference Venue
- Venue to seat at least 180-200 people preferably classroom style, with air conditioning, appropriate public address and professional sound and audiovisual facilities including onsite technician. Screens for presentations (2 where possible) need to be visible from the whole auditorium.
- Venue must be capable of providing catering onsite for morning tea, lunch and afternoon tea.
- Mobile telephone reception and internet access must be available at the venue.
- A large secure (lockable) space for use as offices for LGSA staff close to the main auditorium
- Audio visual suppliers must be of a professional standard.
- Facilities/rooms that can facilitate a program of concurrent forums separate to the main conference room that could seat up to 50 people each (usually 3-4 rooms inclusive of main plenary room).
- Ability to present a trade display area and facilitate the booking, sponsorship, setup, and pull down of displays (minimum of 10 booths). It is preferable that the trade display area be sectioned off from the conference venue to minimise noise. Trade display area to take a minimum of ten 3 x 2 metre stalls with provision for power and data cabling.
- Onsite parking must be available.
- All conference facilities, including transport and site visits, require disability access.
Accommodation
- Availability of accommodation for at least 180 motel style rooms; of at least NRMA 3-star standard.
- Guarantee of a minimum of 20 hotel rooms per night (preferably in the one location for speakers and LGSA staff) for the duration of the conference for LGSA use only as part of the overall number or rooms.
- Onsite parking must be available.
Social Functions
- Conference dinner venue, close to the main conference venue (no more than 20 minutes at most), able to seat approximately 200 people.
- Ability to host a Welcome Reception.
Location and Transport
- Location of conference must be within reasonable proximity to an airport, and host must be able to provide transport to and from the airport and accommodation.
- There should also be a transport option between accommodation, the conference centre and conference dinner. It is envisaged councils will promote the best transport routes and links to delegates, and liaise with airlines, coach, rail and car hire companies to ensure appropriate availability of transport options.
- Ability to provide transport pickup for speakers and special guests as needed.
Sustainable Event Management
- The conference should comply with sustainable events management practices and aim to maximise the efficient use of resources and minimise negative impacts on the environment. It should comply with the LGSA Principals and Guidelines for Event Sustainability (available on the website).
Risk Management
- The conference venue or host council should be aware of risk management principles and have an emergency plan in place for the conference.
Further Information
The Associations will develop the conference program with input from the host council, and will provide contacts for potential sponsors and trade exhibitors. Conference logistics and management of registrations is generally the responsibility of the host council depending on your resources. This can be discussed with you.
Depending on the host council's capability to secure sponsorship, run online registrations and manage budgets, the LGSA will negotiate either a cost per head as a fee or a percentage of any surplus. LGSA is happy to discuss this prior to your application.
The expectation for the conference host and the LGSA is to achieve a positive financial outcome. Sponsorship and registration fees are calculated to cover all existing costs and give a surplus. The Associations are keen to keep conference attendance costs to a minimum to ensure that all councils, particularly smaller councils, can afford to attend. In 2010, conference registration fees including GST have been set at $440 with a discounted early bird rate of $396. It is preferable that future conference fees are kept at a similar price, allowing for CPI increases.
Please note: The date of the 2011 Water Conference may move forward to the month of August, due to the LGSA evaluating several events including Local Government Week.