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Host Requirements for the Annual Conference, Annual General Meeting & Operators Workshop

Purpose of these Requirements

These terms of reference should be used as guide for conference organizers and host communities. The NTWWA Board of Directors will decide where the next conference will be held based largely on how well individual community groups can meet these requirements.

Proposal Submission Date

Proposals should be submitted early in the calendar year, preferably by March 31st,  to be considered. Proposals may be faxed or emailed to the Executive Director or the association's office manager.

General Information about NTWWA 

The NTWWA is a volunteer organization run largely by members at their own time and expense. The association contracts for some administration services on an as and when basis.

The conference is NTWWA's primary source of revenue. The annual membership dues (which are included in the registration cost for the conference) cover only the cost of adding those who did not attend a conference to the mailing list and sending them a CD-ROM of the last conference proceedings.

Therefore, to continue to attract people, it is essential that the conference, trade show and operators workshop are of the highest quality. The presentations must be interesting and valuable to the delegates, the venue suitable and able to meet all the needs of the delegates and presenters, and the accommodations pleasant and comfortable. The meals and coffee breaks must be of high quality and ample portions. Anything less than this may impact negatively on the following year's resources and membership and attendance at the next conference.

General Requirements 

Communities that wish to host a NTWWA conference must provide details on how all the requirements will be met and what the costs to NTWWA will be.

Specific Requirements

  1. Adequate accommodations for 100 to 120 people.
  2. A meeting place for 100 to 120 people, set up theatre style, with sufficient space around the sides and back of the room to accommodate 10 to 14 trade show booths (total of approximately 6' X 12' for each booth). The space must also have electrical power available for the trade show booths and for computer graphics projectors etc. A sound system with two microphones, a good quality screen of suitable size to be clearly visible by delegates at the back of the room and a white board or flip chart are also required. Other audiovisual equipment such as an overhead projector, slide projector, DVD or VCR player may be required as well.
  3. The meeting place must have a reception area just outside the room or very nearby for coffee breaks. Two coffee breaks per day (coffee, tea, juice and water as well as muffins, and doughnuts, etc.) must be provided. Coffee, tea, juice and pastries must also be provided in the morning prior to the start of proceedings.
  4. The following catering requirements (eating space and food service) should be accommodated in the same space as the conference, or very nearby.
    • One Saturday morning authors'/volunteers' breakfast for 20-25 people.
    • Two lunches for 100 to 120 people (Saturday and Sunday noon).
    • One lunch (Monday noon) for approximately 40 people.
    • One Saturday evening buffet dinner for approximately 100 people.
    • One Friday evening Meet and Greet reception for 70 to 90 people.

The Host Community is expected to participate fully on the Conference Committee and provide the following:

  1. Spearhead obtaining financial sponsorships for conference coffee breaks, lunches and the Meet and Greet.
  2. Assist as necessary with the trade show (providing tables/extension cords etc.)
  3. Assist in ensuring that adequate transportation (taxis and buses as necessary) are available to, from and within the community.
  4. Assist with the attempting to obtain reduced airfare rates from commercial carriers.
  5. Assist the Conference Committee in obtaining relevant papers and presentations for the conference from local persons.
  6. Organizing a tour of community water and sanitation facilities in the community.
  7. Assist with ensuring that worthy students (and one or two teachers) from the local high school attend the conference at the NTWWA's expense.
  8. Assist with promotion of the conference through local media and businesses.
  9. Provide at least two people to assist with the Meet and Greet, registration for the conference, and general needs throughout the conference and AGM.
  10. Provide a contact phone number during the conference.
  11. Gather resources and put together conference kits for registrants including such things as pins, community maps and local business information, as well as the agenda and other materials to be provided by the NTWWA office.
  12. Provide preliminary details on the conference (with the exception of the final speaker's agenda) to the Conference Committee no later than March 31st , and any follow up details by September 15th. These details are to be used for advertising in the NTWWA Journal.
  13. Some of the above requirements are very specific tasks that may be assumed by the association. They have been included for the sake of completeness.


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