Request for Proposal System

Request for Proposal System

Overview

Organizations that host conferences often invite members and industry professionals to submit proposals for presentations, training sessions, and events. The review and selection process for these proposals can be challenging. Our Request for Proposal (RFP) system aims to streamline and automate this process using web technology. We are grateful to Terry Osborn and the International Society for Language Studies for the initial system design, and to Bette Tate-Beaver and the National Association for Multicultural Education for ongoing improvements.

How it Works

Let's walk through the typical life-cycle of a proposal submission using the following diagram:

1. Initial Submission: The process begins with a potential presenter submitting their proposal online. They can access your organization's RFP menu page through your website or an email link. On this page, they select the relevant call for proposals (you can have multiple requests-for-proposals). The submitter then fills out their contact information, includes co-presenters if applicable, selects a topic/strand, chooses the proposal type, and provides the title, abstract, proposal text, and any requested files.

2. Topic/Subject Chairmen: Once a proposal is submitted, an email notification is sent to the assigned strand/topic chair. Each topic/strand in the request has a chair and a committee of up to 5 members. The chair logs into the members area and performs an initial screening of the proposal. They decide whether to accept it, accept it with reservations, or reject it outright. If accepted, the chair assigns it to committee member(s) for scoring.

3. Topic/Subject Committee Members: Committee members receive email notifications when they are assigned to a proposal. They log into the members area to review and score the proposal based on predetermined criteria. After all assigned committee members have scored the proposal, an average score is assigned, marking the completion of the scoring process.

4. Administrator: Once scoring is completed, the assigned administrator receives an email notification. The administrator reviews the proposals and finalizes them by accepting, rejecting, or putting them on hold as necessary. This process continues until all proposals have been submitted, screened, scored, and finalized. If a proposal is accepted or rejected, you have the option to send an acceptance or rejection email. You can customize the content of these emails within the proposal request.

To learn more about the system and its features, we recommend watching our training videos:

- Part 1: Submitter Screens

- Part 2: General Settings

- Conference Program: Part 1

- Conference Program: Part 2

If you have any further questions or need assistance, please don't hesitate to reach out to our help desk. We're here to support you.