ECWCA Conference Planning Guide1

Background The ECWCA Conference attracts approximately 200 participants from a 6-7 state region (Illinois, Indiana, Kentucky, Michigan, Ohio, West Virginia, and Western Pennsylvania).

Conference Dates Traditionally, the ECWCA Conference is held over two consecutive daystypically a Friday and Saturdayduring March or early April, although there have been some adjustments due to spacing concerns and other needs of the conference host. For example, the 2006 conference at Mount Union College was held early in March, mainly to take advantage of the space that was available over the colleges spring break. The 1998 conference held in Youngstown, PA/OH was held in the first week of May. Also, past conferences, such as the one at Bowling Green State University, began on a Thursday evening and ended mid-day on Saturday, which may allow for more flexibility with conference events. We attempt to avoid conflicts with CCCC, which is usually, although not always, held around the middle of March. Some campuses may choose to hold the conference over their own spring break, but typically the conference should not conflict with other campus spring break times, when tutors are less likely to attend. It is also recommended that the conference not be held too early in February due to weather concerns or too late in April, when many campuses are nearing the end of their semesters. The ECWCA board can provide input if the host has options for dates.

Planning Schedule ECWCA accepts proposals from potential host sites through an application process, and applications are now being collected two years in advance for potential conference hosts. Applications can be found at http://www.ecwca.org. If you are interested in hosting an ECWCA Conference, talk to a board member, and we will begin to help you get started. The following planning schedule uses a two-year timeline. The ECWCA Board is accepting applications for hosts for the 2010 Conference. Potential hosts would discuss their interest to the Board and submit an application in 2008. January/February 2008: Pre-Planning and Inquiries Initiate conversations with the ECWCA Board about hosting the conference. Contact administrators on campus about their concerns and any parameters for hosting a regional conference. Secure support (financial or otherwise) from campus administrators to host ECWCA. In other words, make sure that your campus supports your application to host ECWCA. March / April / May 2008: Drafting the Conference Host Application
1

Revised 2007.

Draft Conference Host Application and bring to that years conference for feedback and input from the ECWCA Board. Finalize Application and submit all materials to the Board by the May deadline. Applicants will receive acceptance notices in 4-6 weeks.

June 2008 to June 2009: Local Arrangements Attend ECWCA Board meetings and maintain contact with Board members about conference planning. Begin local arrangements. Since some campuses and hotels require a significant amount of lead time for conferences, it may be necessary to secure space for lodging and sessions now. June / July 2009: Building the Conference Website and CFP Develop the CFP and request feedback from the ECWCA Board. Begin building the conference website. If you are unable to build a website, members of the ECWCA board can help you with this. Secure one or more keynote speakers. The ECWCA board will also work with you to find a keynote speaker. At this point, space for sessions and for lodging should be reserved, if they havent been already. Keep in mind, however, that some campuses require more lead time to set conference dates and secure rooms. August / September 2009: Publicizing the Conference Finalize the CFP and post on the conference website. Send copies of the CFP, along with the conference website URL, for posting on the ECWCA website. Submit the CFP to various publications (Writing Lab Newsletter, Writing Center Journal, IWCA Update, CCC, CEA, and WPA). Members of the ECWCA Conference Committee can assist with this task. Submit the CFP to various listservs, including WCenter, WPA-L, any regional writing center listervs, and others that seem appropriate. Plan to send periodic reminders about proposal submission before the submission deadline. October / November2009: Contacting Vendors During the fall, begin to contact publishers regarding displays at the conference. We usually charge publishers a nominal fee of $150 to set up a table in the vendors display room. Publishers can also support a meal or event and receive a table for free. Send reminders about the CFP to listservs. January / February 2010: Review Proposals and Begin Registration Read and organize proposals, and send out acceptance notices. Begin registering conference attendees. Coordinate awards and ECWCA Board nominations with the Board. Develop conference program and make any adjustments to space needs, as necessary.

Timeline for 2008 Conference: A Sample for Future Conferences The timeline for the 2008 Conference gives conference hosts a sense of when to distribute information and when to collect proposals, awards applications, etc. The ECWCA Board will work closely with conference hosts to make sure they have information and support during conference planning. Sept 20: CFP goes out, includes information on Scholarships, Awards, and Nominations for open ECWCA Board positions, and Tutor of the Year and Leader of the Year awards Reminder #1 of all (not full information, just providing links to details) Reminder #2 of all Proposal Deadline Awards deadline Proposal acceptance and scholarships determined Nominations close / voting begins Awards decided Pre-registration closes Online voting closes

Oct 20: Nov 20: Feb 1: Feb 8: Feb 15: Feb 28: March 28:

Meals Typically, the ECWCA conference provides meals for conference registrants. These meals include a dinner (banquet) on Friday and a lunch on Saturday. Lunches may be provided on Friday, especially for conference locations that are beyond easy walking distance of restaurants. These meals are included in the price of the conference, and hosts are expected to make considerations for dietary restrictions and vegetarian/vegan options. Hosts should ask conference attendees to specify meal options and obtain meal participation counts via the registration form.

Staffing Needs and Tasks For the most part, hosts should be able to rely on their own tutoring staff to help with administrative tasks (organizing notebooks, chairing sessions, etc.). The ECWCA board is also available for questions and concerns, but ECWCA Board members are generally not available to staff the conference itself, although some may be able to provide additional help if needed and arranged ahead of time. Host institutions should consider staffing issues involved with the conference and plan accordingly. Tasks such as those listed below should be completed before the conference or on an as-needed basis to ensure that the conference runs smoothly. Some of these include, but are not limited to:

posting signage, making nametags, sitting at information tables, greeting and directing visitors, collecting registration fees, creating the conference website, etc.

The host institution should also designate session moderators. These can be individuals from the host institution (such as tutors), or they can be conference presenters and attendees. One way to solicit moderators, unless tutors fulfill this role, is to ask individuals who are submitting a proposal or registering for the conference if they would like to moderate a session. Hosts can automatically designate one member of a panel to serve as moderator or ask panel presenters to arrange for their own moderator. Some campuses offer conference planning assistance, but please be aware that these offices may charge a fee for their services, which should be factored into the total cost of planning the conference.

Spatial Concerns/Accommodations Conference hosts are expected to secure space for lodging, sessions, meals, the ECWCA Board meeting, and any other events associated with the conference. Rooms for Concurrent Sessions Generally, five to seven rooms, which can be classrooms, are needed for concurrent sessions. The majority of these rooms should be smart rooms that have internet access and data projection. Each room should be able to seat 20 to 30 people. Along with space for presentations, conference hosts should consider designating a space for poster sessions. Poster sessions can be held in a dedicated room during a specific time, or poster sessions can be held during breakfast or lunch. A final option is to combine a poster session with vendor displays. Because the number of proposals received and accepted may affect the spacing needs for the conference, it is recommended that conference hosts prepare to reserve additional rooms for concurrent sessions and other events. Space for Meals A larger gathering place, for meals and a keynote speaker, is also necessary. This space should seat approximately 150-200 individuals. Space for Board Meetings Meeting space for ECWCA board meetings (approximately 15 to 20 individuals) is also needed. These meetings have typically been held on the Saturday morning of the conference; however, the ECWCA board will negotiate the meeting day and time with the conference host to accommodate needs. Showing Off Your Writing Center If possible, the host should consider opening the campus writing center space to conference attendees. Many attendees like to visit other writing centers to gather ideas and learn about other spaces, and this is a good opportunity to show off space. This might include an open house event at a designated time, or offering to let visitors drop by any time during the conference.

Computing Facilities If possible, attendees should have access to computing facilities to check email or make revisions to presentation materials. Disability Access If at all possible, conference space should provide easy access for those with disabilities. Hotels There should be around 80 hotel rooms within a few miles of your campus. Typically this number is divided among a few different hotels. In order to keep the conference costs accessible for the large number of students who attend, locate hotels in the genre of Holiday Inn Express, Red Roof Inn, etc. Complimentary breakfast or shuttle service to and from the hotel is not expected, but many hotels do provide such amenities, which may be a consideration for attendee costs or accessibility issues, especially if the conference site is not within walking distance and nearby parking is a problem. Hotel rooms should be reasonably priced and affordable, and most rooms should be double rooms to allow people to share rooms and costs.

Setting the Registration Fees The ECWCA strives to keep conference fees to a minimum. Fees for directors have recently been in the $80-$90 range, and fees for students have been around $40-$50. Hosts should feel free to use a sliding scale for late registrants. Publishers can be charged $100-$150 to set up a display, unless a publisher or vendor agrees to sponsor a meal or event.

Refund Policy The ECWCA Board recommends that hosts use the following refund policy for conference registration fees; the policy should be listed on the conference website and other appropriate documents. If the host must defer to a campus refund policy or some other policy, the host should contact the Board prior to posting the policy on conference materials and the website.

To receive a full refund, the registrant must request the refund 30 days or more before the start of the conference. Registrants requesting refunds less than 30 days and no fewer than 14 days before the start of the conference will receive a half-refund. Anyone requesting a refund with less than 14 days prior to the start of the conference will not receive a refund.

Registrants must request the refund in writing. They can contact the conference host via email or postal mail.

Conference Funding: Costs and Revenue Conference costs have usually been covered by the registration fees along with any local support. The local support may include actual monies given for the conference, e.g, a host campus grant or money from some donor procured by the host, and/or it can be in-kind support such as free

space, etc. The ECWCA board provides seed money for the conference (typically $500.00) so that conference hosts can have some cash resources before registration fees are collected. The host is also expected to provide a balance sheet after the conference that provides a breakdown of assets and debits related to conference activities and costs. It is expected that all revenue garnered by the conference, including seed money, as well as any costs approved by the ECWCA Board related to the conference, are the property of ECWCA, with ECWCA reimbursing the host if costs exceed revenue and the host providing excess revenue to ECWCA. Conference hosts are encouraged to seek some funding from their institutions and to solicit support from the following vendors:

The Rich Company, developers of WCOnline: http://www.therichco.com/wconline/ TutorTrac: http://www.tutortrac.com/ AccuTrack: http://www.accutrack.org/ Smartthinking online tutoring: http://www.smartthinking.com

The following publishers of writing center texts may also be interested in a sponsoring an event or meal at the conference, sending materials, or purchasing vendor space:

Hermagoras Press (Landmark Essays: Writing Centers) Allyn and Bacon/Longman (Allyn and Bacon Guide to Peer Tutoring, The Allyn and Bacon Guide to Writing Center Theory and Practice, The Longman Guide to Writing Center Theory and Practice) Bedford/St. Martins (Bedford Guide for Writing Tutors, St. Martins Sourcebook for Writing Tutors) Lawrence Erlbaum (Writing Center Directors Resource Book, Writing Center Research: Extending the Conversation) Harcourt Brace (Harcourt Brace Guide to Peer Tutoring) Boynton/Cook (A Tutors Guide to Helping Writers, Tutoring Writing: A Practical Guide) Greenwood Press (Writing Centers and WAC Programs)

Developing a CFP Conference hosts are responsible for developing the conference theme and title, although the ECWCA Board will gladly offer feedback. Previous conference themes and examples of CFPs can be found at the end of this document as well as on the ECWCA.org website and/or from Board members. The CFP should include information about the conference theme, along with suggested ideas for proposal topics or questions to generate ideas for proposals. The conference theme is one way to structure the conference and gives potential presenters a framework to generate topic ideas, but presenters should have some flexibility in choosing their topics. Once a theme and CFP is finalized, hosts should publicize the conference to the following publications and lists: IWCA website, IWCA Update, Writing Lab Newsletter, Writing Center Journal, WCenter listserv, and WPA listserv. This list is not exhaustive, and hosts may find other appropriate venues to advertise the conference and CFP.

Electronic copies of the CFP should be submitted to the ECWCA board for archival purposes.

Keynote Speakers The ECWCA Board will work with the conference host to choose and invite keynote speakers. However, costs for the keynote speakers needs to be included in the conference planning proposal and be approved by the board. The following guidelines should help conference hosts in considering speakers for the conference:

Conference hosts have a considerable amount of discretion in choosing the number of keynote speakers and whom to select. However, keynote speakers topics should reflect the conference theme in some way and should consider the primary audience of the conferenceundergraduate tutors. At least one keynote speaker should be secured for the evening banquet. In the past, keynote speakers have been secured for luncheon events at the conference, but the conference host can determine if this is appropriate or necessary. While many past conferences featured prominent members of the writing center field as keynote speakers, the Board encourages conference hosts to consider speakers from the ECWCA region. This will not only reduce costs in securing a keynote speaker but such speakers are often familiar with the needs of the region and ECWCA. Conference hosts may also consider inviting current and former peer tutors (writing center alumni) to serve as speakers or to conduct a panel discussion of topics of interest to student tutors. In addition to traditional formats for keynote speeches, conference hosts can consider alternative formats for such special events, such as workshops, that would allow tutors and administrators to benefit from the expertise of someone in the field. Compensation for keynote speakers varies and should be negotiated and approved by the Board. Some examples of compensation offered to keynote speakers include free conference registration, honoraria, and, if appropriate, compensation for travel expenses. Some keynote speakers have waived speaking and travel fees, while some have not.

Creating a Conference Website The conference host is responsible for ensuring the development of a conference website, which will include the CFP, proposal submission information, registration information, conference program, other pertinent information about the conference and its location, and a link to the ECWCA website. This website should be maintained by the conference host institution, and the ECWCA website will link to the conference website. The website should be housed in a permanent location for archival purposes, and if this is not possible, the conference host should submit the files for the conference website to the ECWCA board for archiving elsewhere. Links to past conference websites can be found at the end of this document.

Developing the Conference Program To help the ECWCA Board maintain an archive of past conferences, conference hosts are expected to submit an electronic copy of the conference program, along with a database of conference presenters, to the board once the conference is over. An electronic copy of the program or a preview should be available on the conference website before the conference, and a hardcopy of the entire program should be provided to each attendee when they arrive at the conference. For examples of conference programs, please see the links to past conferences at the end of this document. Please consider the following suggestions when organizing and developing the program of presenters:

The conference usually has a high acceptance rate for proposals. However, conference hosts are encouraged to develop a proposal review system and involve tutors in reviewing and rating proposals. While ECWCA is typically not a highly competitive conference, hosts can determine the rate of selection when reviewing proposals, and hosts may ask a presenter to revise the proposal before accepting it. Past conferences have included between 5 and 8 groups of concurrent sessions, and within each group are 4 to 5 presentation sessions. The panels are formed either by groups of people submitting a proposal as a panel or when the conference host forms panels of presentations with similar or compatible themes. The number of concurrent sessions and panels within sessions may change depending upon the number of proposals accepted and the length of time of the conference (i.e. whether the conference begins on a Thursday evening and runs through Saturday afternoon or whether the conference only runs on Friday and Saturday). In addition to traditional panels and presentations, the conference can also include workshops, training sessions, poster sessions, and other activities that the conference hosts wants to include. Typically, workshops and training sessions have been included within concurrent sessions; however, conference hosts have discretion in scheduling these however they wish. Poster sessions, too, can be included in concurrent sessions, or they may be included with vendor exhibits or at breakfast or lunch events, when participants have an opportunity to mingle and view the posters. Ideally, electronic copies of the program or the schedule of speakers will be posted on the conference website before the conference dates. All attendees should receive hard copies of the program when they arrive at the conference. Programs need not be fancy but should include basic information such as a table of contents, the conference schedule, an index of presenters (including institutional affiliation and email addresses), list of exhibitors/vendors, donors/contributors, and other pertinent information about the conference or location. A campus map, parking information, and information about

restaurants and nearby sites are also helpful but can be included in a conference packet. Often, a campus alumni association or admissions office will gladly furnish such materials free of charge, as will some local tourism offices.

Conference Evaluations Conference hosts should ask attendees to provide feedback on the conference through an evaluation form or survey. It is not recommended that attendees send in their responses at a later date, as many of them will neglect to do so. This feedback helps future hosts and the Executive Board identify ways of improving the conference. Attendees can identify what they liked best about the conference and offer suggestions, including what topics, presentations, workshops, and other events they would like to see.

Post-Conference Reporting The conference host is expected to attend the ECWCA Board meeting at the conference, if possible, to report on conference finances, etc. If the host cannot attend the Board meeting due to conference duties, then the host should submit a report to the Treasurer and be prepared for follow up questions from the Board. After the conference, the host should submit a final report to the Board on conference finances, information from the conference evaluations, etc. Any files related to the conference, as well as helpful information for future conference hosts, should be given to the Board, and that information will be passed onto the next conference host.

Comment [tcs1]: Ellen and I thought that it would be useful to specify the kind of reporting we needed from the host after the conference. We should probably discuss this at the retreat and set an appropriate deadline (ex: 2 or 3 months after the conference) for when we need the report.

Past Conferences The following websites and CFPs from past conferences may serve as examples for developing the conference websites, structuring the conference program, developing ideas for the conference theme, or including other activities during the conference: April 2-3, 2004 Seton Hill University, Greensburg, PA http://maura.setonhill.edu/~wc_conf04/ecwca.html March 9-11, 2006 Mount Union College, Alliance, OH http://raider.muc.edu/~dickrf/ecwca2006/ecwca2006.html April 3-4, 2009 Purdue University, West Lafayette, IN http://owl.english.purdue.edu/ecwca

Year 2009 (4/34/4) 2008

Host & Location Purdue University West Lafayette, IN

Ohio State University Columbus, OH Bowling Green State University Bowling Green, OH Mount Union College Alliance, OH

2007 (3/153/17) 2006 (4/94/11) 2005 (4/14/2) 2004 (4/24/3) 2003 (3/273/29) 2002 (4/44/6) 2001

Siena Heights University Adrian, MI Seton Hill University Greensburg, PA Marietta College Marietta, OH Kent State UniversityStark Campus Canton, OH Denison University Granville, OH

Theme Writing Center Ecologies: Developing and Sustaining Our Resources Looking Back: Looking Forward: The Next 30 Years of ECWCA Under Construction: Writing Center Strategies, Research, and Contributions The Work at Hand: Investigation, Articulation, and Labor in the Center Writing Empowerment Throughout the Disciplines The Many Faces of the Writing Center 25th Anniversary Tour

Keynote(s) Jon Olson

Chair(s) Linda Bergmann

Andrea Lunsford

Doug Dangler

Jeanne Simpson Bill Macauley Rodney Dick Brian Huot Kurt Kearcher

Barbara Toth

Rodney Dick Bill Macauley

Janet Swenson Jill Pennington Ben Rafoth

April MasonIrelan Kim Pennesi

Muriel Harris Neal Lerner Paula Gillespie Cindy Johanek

Tim Catalano

The Expanding Center: Big (and Little) Bangs in Writing Center Theory and Practice Inquiry and Innovation: Images of Writing Centers

Jay Sloan

Joan Mullin Mike Palmquist

Cindy Johanek

Year 2000

Host & Location Lansing Community College East Lansing, MI Indiana University (with NWCA) Bloomington, IN Youngstown State University Youngstown, OH University of Pittsburgh Pittsburgh, PA Michigan State University East Lansing, MI Indiana University Bloomington, IN

1999

1998

1997

Theme Writing Centers, Writing Cultures: Student Success and Institutional Roles Writing Center 2000: Meeting the Challenges of the New Century Moving Forward, Looking Back (in memory of Gratia Murphy) Front and Center: Re-imagining Our Work Moving Beyond the Borders; Meeting in the Margins Can the Center Hold? Evolving Missions & the Challenge of Writing in the Disciplines

Keynote(s) Christina Murphy Joe Law

Chair(s) Jill Pennington

Muriel Harris Edward M. White Mary King Panel: Original Board Patricia Stock John Trimbur Cynthia Selfe Peter Carino Joan Mullin David R. Russell

Ray Smith John Peterson Sherri Zander

Margaret Marshall Sharon Thomas

1996

1995

Ray Smith John Peterson

1994 1993

University of Toledo Toledo, OH Ball State University Muncie, IN Western Michigan University Kalamazoo, MI Indiana State University Terre Haute, IN Ohio Wesleyan University Delaware, OH Indiana University of Pennsylvania Indiana, PA

Ray Wallace Writing Centers: Innovative Theories and Practices Jeanne Simpson James Berlin Art Young

Joan Mullin Cindy Johanek Laura Helms

1992

1991 1990

Bridging Learning Communities Voices of Empowerment

Lil Brannon Douglas Hunt

Peter Carino Brenda Ameter Ulle Lewes

1989

Andrea Lunsford

1988

Collaborative Pathways

John Collins (workshop) Muriel Harris (workshop) Linda Reif (workshop)

Lee Masiello Michael Williamson

The 29th East Central Writing Center Association Conference Bowling Green State University Writing Center, Bowling Green, Ohio March 15, 16, and 17 Under Construction: Writing Center Strategies, Research, and Contributions Just as writing is a powerful mode of learning, so too are writing centers powerhouses of learning. They are powerful centers where knowledge and ideas are constructed and revised, without which universities and larger communities would be less compassionately, logically, and coherently built. Bring your testimonials about the critical nature of writing center work. Share the strategies, research, and contributions of your writing centers. Bring your construction hats to this conference. And look for signs that announce: "Caution! Writers at Work!" Submit proposals related but not limited to Writing Center Strategies: Administrative Pedagogical Technological What strategies do administrators and writing consultants construct and use that build writing centers more strongly and/or that overcome administrative challenges? What strategies have we constructed to assist the writers with whom we work, i.e., academic writers across disciplines, ESL writers, creative writers, community writers? How do we construct these strategies?What's at stake as we strategize in various contexts? Writing Center Research: Constructing new identities Documenting results/measuring outcomes Recording our histories What kind of data do we collect? How do we collect it and with whom do we share it? How can we use the data to enhance our standings and the standing of the diverse writers we serve? What narratives or histories should writing consultants be encouraged to share? Writing Center Contributions: Aiding retention Personal, regional, national, international work Collaborative, multidisciplinary models How does writing center work aid retention? Who needs to know and in what forums? What regionalinternational relationships have we built? What campus-community relationships have we built? What contributions have we made that are yet unacknowledged? Be creative and passionate as you submit your proposals and help construct ECWCA 2007! Individual papers, workshops, panels, roundtable discussions, and poster sessions are welcomed. Proposal deadline: February 2, 2007 (early submissions encouraged) Notifications by: February 9, 2007 Questions? Please feel free to contact the conference chair: Dr. Barb Toth btoth@bgnet.bgsu.edu 419.372.8319