ISES 2017 Bid Package
International Student Energy Summit 2017 Bid Requirements
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ABOUT STUDENT ENERGY We are a global non-‐profit that is creating a movement of young leaders committed to transitioning the world to a sustainable energy future. The International Student Energy Summit (ISES) is Student Energy’s flagship event that occurs every two years and is hosted by academic institutions all over the globe ABOUT ISES ISES is a global forum that focuses on sustainable resource management and the role that students will play in defining the future of energy development. The event takes place every two years in cities across the world. The inaugural ISES event was held in Calgary, Canada in 2009. Since then ISES has moved to Vancouver, Canada for 2011, to Trondheim, Norway in 2013 and to Bali, Indonesia in 2015. Each event has attracted distinguished energy leaders and students from over 90 countries from all disciplines and education levels. THE TARGET ISES will bring together a delegate base of international, multidisciplinary post-‐secondary students in undergraduate and graduate studies. This event will create a network of driven young individuals looking to make a difference in the energy sector. GOALS • Educate students about the current issues in global energy management. • Inspire students with the knowledge and courage to challenge the current energy system. • Unite like-‐minded students motivated to lead the world to a sustainable energy future WHAT WILL ISES DO FOR YOU? ISES is a unique opportunity to showcase your country, city, school and students to some of the brightest young minds in energy from across the globe. There is no better way to demonstrate your commitment to a sustainable energy future.
PURPOSE OF BID DOCUMENT This document outlines the main requirements for schools interested in hosting the 2017 International Student Energy Summit (ISES). It is intended to add structure, fairness, and integrity to the bidding process. This document will allow the Student Energy to effectively compare various bids in a fair and transparent manner. This document also outlines the legal and financial obligations of the host institution should it be selected. KEY DATES • Expression of Interest Due: October 1, 2015 • Deadline for Submission of Commitment Requirements: December 1, 2015 • Successful School Notified: January 15, 2016 • Official ISES 2015 Location Announcement: June 12, 2016 • ISES 2015 Event: June 2017 (exact dates to be determined by Organizing Committee) SELECTION CRITERIA Each bid submission will be evaluated by the selection committee, which will consist of members of the Student Energy Board Directors as well as representatives from each previous ISES. Selection will be based on the completeness, thought and creativity illustrated in the submission of requirements outlined in this document. Emphasis will be placed on the following criteria: • • • • •
Location -‐ preference given to countries where a past ISES event has not occurred. Team Capabilities -‐ a dedicated team and leadership (chair and vice-‐chairs) are crucial to a successful event and must be demonstrated through past experience with similar initiatives. Financial Sufficiency -‐ ISES events require robust corporate sponsorship and the winning bid must demonstrate the ability to raise the funds needed to deliver a high-‐caliber, international event. School Support -‐ the supporting academic institution will take on financial and legal liability for the event and therefore must fully support hosting the International Student Energy Summit. Vision – the organizing team and the summit design should embody the vision of Student Energy, which is “to open the eyes of the world’s students to all perspectives on energy”.
BID REQUIREMENTS This document outlines the main requirements for schools interested in hosting the 2017 ISES. It is intended to add structure, fairness, and integrity to the bidding process. This document will allow the Student Energy to effectively compare various bids in a fair and transparent manner. This document also outlines the legal and financial obligations of the host institution should it be selected. Further bid instructions are provided in the Bid Submission Template document emailed to the bidder after the Expression of Interest Form is completed.
REQUIREMENT CHECK LIST General Required ✓ Academic Institution Information ✓ Conference Location ✓ Conference Date ✓ Letter of Support Team Required ✓ Chair Resume & Cover Letter ✓ Vice-‐Chairs Resumes & Cover Letters ✓ Number of Volunteers ✓ Past ISES Involvement Program Required ✓ Overall Theme ✓ Regional Issues ✓ Topics ✓ Speakers Sponsorship & Finance Required ✓ Potential Sponsor List ✓ High Level Budget Logistics Required ✓ Conference Venue Detail ✓ Accommodation
Recommended ✓ Institution interest in hosting ISES Recommended ✓ Evidence of Project Management Skills ✓ Availability of Project Management Resources Recommended ✓ Creative Program Suggestions ✓ Knowledge of Energy Issues Recommended ✓ Evidence of Relationships with Industry ✓ Advisory Letter of Intent from Sponsors Recommended ✓ Venue Photos ✓ Transportation ✓ Visa Process
NEXT STEPS Complete bid submission must be submitted to Student Energy by December 1, 2015 to [email protected]. On January 15, 2016 all schools will be notified about the status of their bid submission and next steps. CONTACT Kali Taylor, Co-‐Founder of Student Energy [email protected]
LEGAL DISCLAIMER Student Energy's request for proposals for ISES 2015 conference host (the "RFP") is a preliminary non-‐binding process. Each applicant hereby acknowledges and agrees that Student Energy may engage in further negotiations with applicants prior to selecting the conference host. Student Energy reserves the right to require an applicant to agree to such terms and enter into such agreements as Student Energy, in its sole discretion, considers necessary or reasonable, including but not limited to the Student Energy licensing agreement. Student Energy reserves the right to reject any proposal submitted and to reissue or cancel the RFP, free of any liabilities and/or obligations whatsoever. Student Energy may interact with some, but not necessarily all, of the applicants for the purpose of clarification and/ or negotiation of submitted proposals, or for any other purpose that Student Energy deems necessary or reasonable. Such interactions shall be considered part of the preliminary RFP process and shall not constitute acceptance of a proposal submitted by an applicant. Student Energy may, but is not required to, evaluate the criteria for awarding a conference outlined in the instructions to applicants in assessing each submission, and may weigh such criteria as it sees fit. Student Energy may amend the criteria for awarding a conference host institution the rights to ISES 2015 and may do so prior to or after the close of proposal submissions. Without limiting the generality of the foregoing, nothing contained herein or in any other statements or communications from Student Energy, written or oral, shall be construed as representations or warranties of Student Energy regarding the subject matter hereof. Each applicant hereby agrees and acknowledges that it shall have no claim for compensation of any kind whatsoever as a result of participating in the RFP.
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ABOUT STUDENT ENERGY We are a global non-‐profit that is creating a movement of young leaders committed to transitioning the world to a sustainable energy future. The International Student Energy Summit (ISES) is Student Energy’s flagship event that occurs every two years and is hosted by academic institutions all over the globe ABOUT ISES ISES is a global forum that focuses on sustainable resource management and the role that students will play in defining the future of energy development. The event takes place every two years in cities across the world. The inaugural ISES event was held in Calgary, Canada in 2009. Since then ISES has moved to Vancouver, Canada for 2011, to Trondheim, Norway in 2013 and to Bali, Indonesia in 2015. Each event has attracted distinguished energy leaders and students from over 90 countries from all disciplines and education levels. THE TARGET ISES will bring together a delegate base of international, multidisciplinary post-‐secondary students in undergraduate and graduate studies. This event will create a network of driven young individuals looking to make a difference in the energy sector. GOALS • Educate students about the current issues in global energy management. • Inspire students with the knowledge and courage to challenge the current energy system. • Unite like-‐minded students motivated to lead the world to a sustainable energy future WHAT WILL ISES DO FOR YOU? ISES is a unique opportunity to showcase your country, city, school and students to some of the brightest young minds in energy from across the globe. There is no better way to demonstrate your commitment to a sustainable energy future.
PURPOSE OF BID DOCUMENT This document outlines the main requirements for schools interested in hosting the 2017 International Student Energy Summit (ISES). It is intended to add structure, fairness, and integrity to the bidding process. This document will allow the Student Energy to effectively compare various bids in a fair and transparent manner. This document also outlines the legal and financial obligations of the host institution should it be selected. KEY DATES • Expression of Interest Due: October 1, 2015 • Deadline for Submission of Commitment Requirements: December 1, 2015 • Successful School Notified: January 15, 2016 • Official ISES 2015 Location Announcement: June 12, 2016 • ISES 2015 Event: June 2017 (exact dates to be determined by Organizing Committee) SELECTION CRITERIA Each bid submission will be evaluated by the selection committee, which will consist of members of the Student Energy Board Directors as well as representatives from each previous ISES. Selection will be based on the completeness, thought and creativity illustrated in the submission of requirements outlined in this document. Emphasis will be placed on the following criteria: • • • • •
Location -‐ preference given to countries where a past ISES event has not occurred. Team Capabilities -‐ a dedicated team and leadership (chair and vice-‐chairs) are crucial to a successful event and must be demonstrated through past experience with similar initiatives. Financial Sufficiency -‐ ISES events require robust corporate sponsorship and the winning bid must demonstrate the ability to raise the funds needed to deliver a high-‐caliber, international event. School Support -‐ the supporting academic institution will take on financial and legal liability for the event and therefore must fully support hosting the International Student Energy Summit. Vision – the organizing team and the summit design should embody the vision of Student Energy, which is “to open the eyes of the world’s students to all perspectives on energy”.
BID REQUIREMENTS This document outlines the main requirements for schools interested in hosting the 2017 ISES. It is intended to add structure, fairness, and integrity to the bidding process. This document will allow the Student Energy to effectively compare various bids in a fair and transparent manner. This document also outlines the legal and financial obligations of the host institution should it be selected. Further bid instructions are provided in the Bid Submission Template document emailed to the bidder after the Expression of Interest Form is completed.
REQUIREMENT CHECK LIST General Required ✓ Academic Institution Information ✓ Conference Location ✓ Conference Date ✓ Letter of Support Team Required ✓ Chair Resume & Cover Letter ✓ Vice-‐Chairs Resumes & Cover Letters ✓ Number of Volunteers ✓ Past ISES Involvement Program Required ✓ Overall Theme ✓ Regional Issues ✓ Topics ✓ Speakers Sponsorship & Finance Required ✓ Potential Sponsor List ✓ High Level Budget Logistics Required ✓ Conference Venue Detail ✓ Accommodation
Recommended ✓ Institution interest in hosting ISES Recommended ✓ Evidence of Project Management Skills ✓ Availability of Project Management Resources Recommended ✓ Creative Program Suggestions ✓ Knowledge of Energy Issues Recommended ✓ Evidence of Relationships with Industry ✓ Advisory Letter of Intent from Sponsors Recommended ✓ Venue Photos ✓ Transportation ✓ Visa Process
NEXT STEPS Complete bid submission must be submitted to Student Energy by December 1, 2015 to [email protected]. On January 15, 2016 all schools will be notified about the status of their bid submission and next steps. CONTACT Kali Taylor, Co-‐Founder of Student Energy [email protected]
LEGAL DISCLAIMER Student Energy's request for proposals for ISES 2015 conference host (the "RFP") is a preliminary non-‐binding process. Each applicant hereby acknowledges and agrees that Student Energy may engage in further negotiations with applicants prior to selecting the conference host. Student Energy reserves the right to require an applicant to agree to such terms and enter into such agreements as Student Energy, in its sole discretion, considers necessary or reasonable, including but not limited to the Student Energy licensing agreement. Student Energy reserves the right to reject any proposal submitted and to reissue or cancel the RFP, free of any liabilities and/or obligations whatsoever. Student Energy may interact with some, but not necessarily all, of the applicants for the purpose of clarification and/ or negotiation of submitted proposals, or for any other purpose that Student Energy deems necessary or reasonable. Such interactions shall be considered part of the preliminary RFP process and shall not constitute acceptance of a proposal submitted by an applicant. Student Energy may, but is not required to, evaluate the criteria for awarding a conference outlined in the instructions to applicants in assessing each submission, and may weigh such criteria as it sees fit. Student Energy may amend the criteria for awarding a conference host institution the rights to ISES 2015 and may do so prior to or after the close of proposal submissions. Without limiting the generality of the foregoing, nothing contained herein or in any other statements or communications from Student Energy, written or oral, shall be construed as representations or warranties of Student Energy regarding the subject matter hereof. Each applicant hereby agrees and acknowledges that it shall have no claim for compensation of any kind whatsoever as a result of participating in the RFP.
