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News & Press: CIES News


Monday, December 7, 2015   (0 Comments)
Posted by: Joseph Sapp
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The Comparative and International Education Society (CIES) invites applications from individuals, firms or institutions to provide operational and managerial support for the Society, including the provision of Executive Director services and conference management services.


CIES was founded in 1956 to foster cross-cultural understanding, scholarship, academic achievement and societal development through the international study of educational ideas, systems, and practices. The Society's members include more than 2000 academics, practitioners, and students from around the world whose professional work is built on cross-disciplinary interests and expertise as historians, sociologists, economists, philosophers, psychologists, anthropologists, political scientists and educators.


CIES invites bids from entities or individuals wishing to provide association management, Executive Director and conference management services.  It is also possible to bid individually on one or more components as long as the applicant provides a plan for how all services required by the Society will be provided.  Key requirements include working closely with the CIES President, Executive Committee and Board of Directors to further the initiatives and mission of the Society.  Please note that membership management is not included in this RFP as CIES has an existing contract with the University of Chicago Press which provides the Society with membership management


Requirements for association management and Executive Director services include:


1) coordinating administrative arrangements for the Society’s annual conference, either directly (preferred) or by supervising a firm contracted for the planning and management of the conference;

2) supporting the Board of Directors with advancement, organizational development, fundraising and planning;

3) supporting the intellectual leadership of the Society through strategic planning and related activities;

4) providing services to constituent bodies such as committees, SIGs, officers and the membership at large;

5) performing accounting services and preparing financial reports; collecting and disbursing funds as directed by the Board of Directors;

6) providing logistical and administrative support to the Board of Directors;

7) assisting with the production of the society’s newsletter;

8) coordinating and updating website content;

9) administering Society contracts (e.g. legal, CPA/auditing, investment advisors, website hosting); and,

10) managing insurance and liability issues as well as all federal and state regulatory reporting connected to the operations of a nonprofit corporation.


Required conference management services include:

·       Preparing and maintaining a conference budget and providing regular financial reports;

·       Organizing two pre-conference site visits with the President-Elect and her/his Conference Program Manager before the conference to establish and verify/adjust venues for special events and other amenities and develop a working relationship with the President-Elect and her/his Conference Program Manager;

·       Liaising with the CIES President-Elect and Annual Conference Program Committee to provide logistical and scheduling assistance;

·       Liaising with the CIES Treasurer around financial statements, attendance analysis, overall conference coordination;

·       Liaising with the CIES Membership Management (at University of Chicago Press) to address membership/eligibility questions.

·       Negotiating audiovisual services and supervising audiovisual vendor(s);

·       Coordinating and managing an exhibit hall (book exhibit);

·       Handling billing and payment of vendors, including accurate accounting of all finances;

·       Providing online conference registration as well as collection of annual membership fees in connection with registration including management of funds and associated accounts;

·       Issuing visa invitation letters for international attendees;

·       Managing registration and all related correspondence;

·       Keeping an accurate, up-to-date and secure database of all registration information that can be accessed in real-time;

·       Coordinating food and beverage needs;

·       Providing recommendations and pricing for special conference events, as well as coordinating and contracting for services and logistics associated with special conference events;

·       Providing regular updates on registration for the conference, workshops and special events;

·       Handling the booking of concessional rooms and suites for the President and the President Elect and, in concert with the Program Committee, allocating other concessions;

·       Coordinating AV needs associated with individual panels and events;

·       Preparing venue welcome information on local sites, dining and entertainment options;

·       Arranging for and preparing conference amenities;

·       Negotiating sponsorships and advertisements in the conference program;

·       Coordinating the printing and/or electronic publication of the conference program and all conference-related printed pieces;

·       Managing an on-site registration desk and addressing conference attendees’ questions and special needs;

·       Preparing and placing CIES conference-related signage, posters etc. at conference venue;

·       Providing accurate and timely financial data and other statistical information for post-conference report and the record of the Society.

·       Required conference management services related to site selection include:

·       Issuing an RFP and formulating site recommendations in coordination with the CIES leadership;

·       Liaising with local tourist or conference authorities to ensure that available incentives and programs are utilized;

·       Negotiating hotel rates and benefits, and ensuring that all CIES conference site requirements are met;


Applicants are invited to submit proposals that detail their expertise and experience as pertains to the services required. Applications should include complete budget proposals, a resume/CV for key individuals, and names and contact information for three individuals prepared to provide professional references.   The deadline for proposals is February 15, 2016 with a hiring decision to be made by the CIES Board of Directors soon after the application deadline and an expected start date of services June, 2016.  Address applications and queries to Dr. Carol Anne Spreen ( CIES RFP Committee Co-Chair.

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