Host Move United Education Conference
Host Partner Application and Information
Applications Due January 31, 2025
Your City Can Host the 2026 or 2027 Move United Education Conference!
Move United is focused on acquiring a strong host partners to deliver outstanding conferences for sport professionals, sport providers, athletes, and the general public. We are looking to develop partnerships with organizations with expertise in conference production, and that are well rooted in the community and have sophisticated, accessible venues (both indoors and outdoors) and hotel property(s)..
The information within this document should be used as a guide for organizations and cities interested in bidding to host the 2026 or 2027 Move United Education Conference. Please thoroughly read the document linked below as well as the accordion list at the bottom of this page before submitting your application.
Move United Education Conference – 2026/2027 Host Partner RFP
Deadline to Apply: January 31, 2025
Please reach out to Cayla Hammaker at chammaker@moveunitedsport.org with any questions.
Quick Facts
Event Structure
- Day 1: Set-up and preparation
- Day 2: Set-up & preparation, pre-conference workshops begin
- Day 3: Pre-conference workshops continue
- Day 4: Main arrival day, Pre-conference workshops end, evening opening reception
- Day 5: Conference sessions, exhibitor hall, evening social
- Day 6: Conference sessions, exhibitor hall, possible evening social
- Day 7: Departure day
**Event structure may change with growth of event
Attendance
- 2024 included 350 attendees as well as 15+ staff and volunteers
- Anticipate 10% growth in 2025, 10% growth in 2026, 10% growth in 2027
Venues
- Accessible venues desired
- Meeting space needs include:
- General session space to accommodate 450 in rounds
- 4 break-out rooms to accommodate 125 theatre
- 2 rooms to accommodate 25 rounds
- Space for 20 exhibitors
- Meeting/session space preferences include:
- Indoor and/or outdoor sport court(s)
- Pool
- Rock wall
- Track
- Trail(s)
- Ice rink
Note that need of specific venues will depend on the conference agenda. In your application, please note availability of additional sport facilities nearby (i.e. equestrian center, curling center, archery range, etc.). It is preferable for the venue(s) used at this event to be walking/rolling distance to each other. If that is not possible, short driving distance (under 10 min.) is preferred.
Room Nights/Hotel Needs
- Host hotel room nights exceeds 425
- Example of room needs below:
- Day 1 (Friday) – 10
- Day 2 (Saturday) – 20
- Day 3 (Sunday) – 60
- Day 4 (Monday) – 130
- Day 5 (Tuesday) – 130
- Day 6 (Wednesday) – 80
- Day 7 (Thursday) – 5
- Accessible rooms will be most desired and all accommodations with accessible features prioritized
- Hotel utilized for attendee check-in, pre-conference workshops, some conference sessions, networking events, and nerve center
- Meeting space needs include:
- General session space to accommodate 450 in rounds
- 3 Rooms to accommodate 30 rounds
- Food & beverage needs include:
- Coffee 2 mornings
- Possibility of reception &/or networking sessions
*Preference for breakfast to be included in room rate & for accessible transportation to/from airport to be provided
Note that Move United will be working with Helmsbricoe to contract with a local host hotel. When submitting this application, please recommend 2 local host hotels and we will reach out for more information pending your application status.
Exhibitor Hall
- Space needed for 25-30 exhibitors, each with 1 – 6 ft x 18 inch table and 2 chairs, for the 2-day exhibitor hall
- Access to electricity preferred (not all exhibitors will need electricity)
- Space that is secure during non-exhibitor hours
Transportation
- Location nearby airport desired
- If hotel and session location(s) are not walking/rolling distance, accessible transportation solution desired
Dates
- Prefer late April/early May
- Prefer a Monday – Wednesday or Tuesday – Thursday for main conference (Days 4-6)
Host Site/Partner Benefits
- Economic impact
- A unique opportunity for the location to highlight their commitment to inclusion for individuals with disabilities
- Legacy of training and education around adaptive sport
- Greater public awareness of the Paralympic movement as our country prepares to host the 2028 Olympic Games and Paralympic Games in L.A.
- Local, regional, and national media exposure
- Logo on event collateral materials
- Public address announcements during event
- Exposition booth
- Premium insert into registrant goody bags
Responsibilities of the Host
- Facilitation of connections to local organizations
- Ensuring city/event venue accessibility is a priority
- Support in identifying and securing neccessary event venues
- Support in identifying and coordinating transportation needs as required
- Support in securing necessary event equipment (including but not limited to tables, chairs, and/or adaptive sports equipment)
- Support in meeting access needs of participants
- Market and promote event to local community members and organizations
Preferred:
- In-kind of discounted access to event venues
- In-kind or discounted access to venue equipment such as tables, chairs
- Financial support of a social and/or venue-dependent needs such as transportation
Sample Conference Agenda