Conference Host Bidding and Selection Process

This is a general guide to the process of bidding for the National Mediation Conference. It is intended to assist those states who want to submit a bid but who are unaware of what steps should be taken to ensure a strong bid with a reasonable chance at gaining the nomination.

Contents

  1. Overview
  2. Conference Host Selection Process
  3. The Decision Making Process
  4. Finally... And Significantly
  5. Suggested Timeframe for Submitting a Bid

 

Business-Meeting-350

Overview

1. National Mediation Conference Ltd (ACN 092 175 990).

This body was established at the Darwin National Mediation Conference in 2004 to provide a level of continuity for the National Mediation Conference and is a legal entity that overseas the bidding process and the operation of the National Mediation Conference. The Board of Directors are responsible for the ongoing operation of the Conference and as such provide an umbrella of support and direction for the Organising Committee.

2. Board of Directors.

The members of the Board of Directors National Mediation Conference Ltd are elected for a minimum 2 year period and usually come from a variety of states and industries connected with ADR across Australia. The Chairperson and Secretary are usually from the state that is currently operating the National Mediation Conference. Some members from each state carry on to subsequent conferences to provide a level of continuity and expertise for future events. There are a minimum of 5 Directors at any one time. It is advisable that at least one person on the Board of Directors have financial expertise to ensure that each conference is fiscally successful which helps to ensure the viability of the National Mediation Conference as a whole. The members of the new Board should all be prepared to accept personal appointment as Directors of this Company.

The current Board will transfer to the new Board the bank accounts, company records and any intellectual property which then become the responsibility of the new Board to maintain and house. There will need to be 3 signatories to the bank accounts which are currently with the National Australia Bank.

3. Conference Organising Committee

Previous NMC Boards have found it more efficient to have a separate Conference Organising Committee with Board members overseeing the process and this model is outlined below.
The Mediation Conference Organising Committee is usually made up of people from the bidding state and who will take on the role of running the conference. Representatives from the various ADR sectors and organisations connected to ADR can make up the committee. In addition, members of the Board of Directors are also on the Organising Committee to provide a clear line of management for the conference.

Discussion-Among-4-People-350The Conference Organising Committee is usually made up of the following

  • A Convenor who is the public face of the Committee. This could be a shared role.
  • A Secretary
  • Sub Committee chairs of various portfolios such as
    • Program Planning
    • Social Activities
    • Youth
    • Sponsorship / Support

Conference Host Selection Process

The Board of National Mediation Conferences Ltd has a series of tasks regarding the conduct of their conference. One of the final tasks of the Board before the completion of a Conference is the selection of the hosts for the next Conference and the delegation of responsibility for running the Conference to a designated Committee.

In determining the host of the next Conference a procedure has evolved over the history of the Conference. While this process does not bind the Board, it is enunciated for the benefit of future Conference Committees and persons that may care to make application to host a Conference.

1. Rotation

The Board supports the principle of the Conference moving to different locations across Australia. While this may be achieved by moving the Conference through each State and Territory it does not support an absolute obligation to rotation through each State and Territory. Large States such as Western Australia or Queensland may support a northern location and a southern location. The Board does accept that the Conference should not be held in the same city consecutively.

2. Broad Support

Radar-350The Board believes that to host a successful Conference the committee and the expression of interest should indicate support from several sectors of the dispute resolution industry. Without seeking to generate an exhaustive list the following sectors should at least be represented:

  • State or Territory Government
  • Federal Government
  • Courts
  • Family Practitioners
  • Commercial Practitioners
  • Industry Organisations
  • Community Practitioners

3. Fiscal Responsibility

Past Boards and Conference Committees have worked hard to ensure the viability of the Conference. The Board will seek information from the potential hosts regarding:

  • Why they expect to generate a particular number of attendees
  • Financial forecasts
  • Intended Committee members that have been involved in conference organising previously.

4. Indicative Theme of Conference

As geographic rotation is a factor, the Board looks to see that different broad themes are developed to ensure that many areas of the dispute resolution community are featured at different conferences.

5. Undertaking as to Streams

The Board sees a significant benefit to the dispute resolution community in the Conference providing a range of streams focussed on different dispute resolution areas, new applications of mediation, new research and theory.

Discussion-And-Notes-350The Decision Making Process

1. Time line of Selection Process

Whilst interested organisations can provide expressions of interest in either verbal or written form at the preceding conference it is advisable that a formal notification of intention to bid is sent to the National Mediation Conference Board of Directors at least 6 months before the decision is made. At this time the Board will notify all applicants which organisation or state has declared their intention to bid which will allow all bidders the opportunity to reconsider or negotiate with others.

It is expected that all formal applications will be submitted to the Board 6 weeks prior to the Conference to allow the successful bidder to prepare material for promotion etc to be displayed at the Conference.

The selection consideration will usually be undertaken approximately one month before the opening of the current Conference with the announcement made at the closing of the current Conference.

2. Multiple Expressions of Interest

In the event that there are multiple expressions of interest the Board shall consider them and shall seek such other information, as it believes it requires from applicants. Where information is sought from one applicant, other applicants shall be informed of the request. The determination of the committee shall be final and is not subject to appeal. The Board seeks to remind applicants who express interest in hosting the Conference that committee members are volunteers, working without remuneration and with the best interests of the mediation community as their motivating force.

Guidance for persons seeking to provide an Expression of Interest

  • It is important that the key aspects detailed above are addressed in a manner that clearly outlines the intention of the applicant to provide a worthwhile event.
  • Do seek broad support for the Conference. Previous applicants have indicated support from such diverse areas as QANTAS, Lord Mayors, State Premiers, Tourism Ministers, Government Department, Private Law firms, individuals and community based ADR and service organisations.
  • If you contact any member of the existing committee before submitting your expression you may be able to include them as part of your experience and fiscal support section.
  • Expressions of Interest do not have to be voluminous or professionally presented although gaining assistance from organisations such as tourism and conference authorities may assist in providing a detailed and comprehensive application.

Finally ... And Significantly

Being a Director of the Company and co-ordinating an extraordinary group of participants in the conference is a personally rewarding experience. So setting aside the endless meetings, search for speakers and balancing of the interests of the diverse landscape that is the Australian dispute resolution community it is a good experience and we commend it to you.

It is imperative that you engage the services of a professional conference Closed-Pen-300organiser to assist you in hosting the conference. It is further recommended that you speak to several until you are satisfied that you have located the one that you believe will deliver the best conference for the best rate. This appointment is crucial to the success of your conference.

Suggested Timeline for Submitting a Bid

  • 12 months prior to current conference; Form Committee
  • 6 Months prior to current conference: Submit intention to bid
  • 8 weeks prior to current conference: Submit final bid
  • 4 weeks prior to current conference: Successful bidder notified
  • Final day of current conference: Successful bidder announced.