Request for Quote
Conference Services for Annual Board Retreat 2012
Durham College Board of Governors
History - Durham College Board of Governors
Established in 1967, Durham College has grown into a premier post-secondary choice for more than 8,400 full-time students, thousands of part-time students and nearly 1,400 apprentices.
The Board of Governors is the legal governing body and is responsible for the appointment of the external board members who sit as volunteer representatives from the local community. By virtue of office, the college president is a voting member of the board while four internal members representing students and support, academic and administrative staff are elected by each respective group. The Durham College Board of Governors is composed of 17 board members, including 12 externally appointed members, the president and four internally elected members.
The role of the Board of Governors includes:
- Establishing governance structures to enable the achievement of expected institutional outcomes with clear lines of communication and internal accountability.
- Setting the college vision, strategic direction and overall goals and outcomes within the context of the appropriate laws, government policies and local needs.
- Approving the college’s annual business plan and budget and annual report.
- Hiring the president, delegating to the president accountability for the performance and operation of the college and evaluating the president’s performance.
- Regularly assessing the attainment of corporate goals and outcomes by the president and the effectiveness of the board with respect to governance.
Annual Governance Retreat - Background
It is traditional to host an annual Board of Governor’s Retreat to allow for dedicated opportunities to continue to explore the positive principles of good governance. Each retreat is specifically themed based on current issues in governance, trends in higher education, program delivery and student success.
This weekend-long journey of visioning, differentiation, debate, personality dimensions, review of risk, team building and strategic planning is always an enriching experience for the Board.
We are not a large group (approximately 35 – 40 in total) but look for an atmosphere of excellent service and comfort for our volunteer Board members (together with their spouse/guest), who have taken time out of their busy schedule to attend this focused weekend retreat.
Retreat Date(s)
The annual retreat is traditionally held during the last weekend of October, that being for the current year - October 26, 27 and 28, 2012.
Participants (approximately 35 – 40 participants)
- Seventeen Board members
- Seven senior staff
- Spouses/Guests
- Guest speakers
Required Accommodation
Approximately 27 guest rooms with private accommodation
One private social gathering room/suite
One meeting room (see notes regarding meeting room)
Private room for group dinner/evening social event (could utilize the meeting room if necessary)
Required Retreat Components
Though all times are subject to change this is the general outline for the weekend retreat.
Friday Evening
Approximately 6:00 - 8:00 pmArrival and Check-in (Lobby desk will have pre-arranged room reservations by last name)
Approximately 9:00 pm Informal social time for governors and guests
Saturday
7:30 – 8:00 a.m.Breakfast
(either in the dining room or the meeting room)
8:00 a.m. Welcome and Opening Remarks
Retreat commences
8:15 a.m. – 9:00 a.m.Housekeeping items/Agenda outline
9:00 – 10:30 a.m.First Session
10:30 a.m.Coffee Break
10:45 - 12:00 p.m.Second Session
12:00 – 1:00 p.m.Luncheon
(either in the dining room or the meeting room)
12:30 – 1:00 pmShort break for the participants
1:00 – 2:45 p.m.Session Three
2:45 – 3:00 p.m. Coffee Break
3:00 – 5:15 p.m.Session Four
5:15 – 7:00 pm Break
7:00 – 8:00 p.m.Cocktails and hors d'oeuvres
8:00 – 10:00 p.m. Dinner (Board members and Guests) and social time
Sunday
7:30 – 8:00 a.m.Breakfast (dining room or meeting room)
8:00 – 9:30 a.m. Session Five
9:30 a.m.Coffee Break
9:45 - 11:30 a.m. Session Six
11:30 a.m.- Brunch/Lunch (Board members and Guests) followed bydeparture - Retreat ends
Additional Requirements
Meeting Room/AV Equipment
Meeting room must comfortably accommodate approximately 30 participants. Dependable high speed wireless internet access, a projector, DVD player, screen, microphone, speakers, podium and flipcharts arerequired.
HVAC control of temperature of the room is required.
Accommodation
Complimentary, dependable high speed internet access is required in guest rooms.
A V.I.P suite should be designated for the College President.
Complimentary parking shall be provided.
Meals
Saturday – breakfast, lunch, cocktail hour - hors d'oeuvres, dinner
Sunday – breakfast, brunch/lunch
Site Visit
As part of the selection process the Retreat Committee will review the list of submissions and two members of the committee will conduct a site visit of each of the final three destinations. The site visit will be held during late May or early June 2012.
It is the responsibilityof the destination to host two members of the Retreat Committee for an onsite tour at no cost to the Retreat Committee. During this site visit the host will provide a detailed tour of the full facility and explanation of the proposed eventcomponents (including menu options).
Considerations
The following additional criteria will be used when comparing bids, so we urge you to address these items in your submission:
- Creativity
Are you enthusiastic about hosting our retreat? Can you assist us to create an engaging theme, atmosphere and group/team building events for the retreat? Can we advertise that we are on location by placement of zaps and other promotional or marketing materials within your facility?
- Quality, Comfort and Affordability
How will your destination show value for our College, including the venue, accommodation, food and beverage costs?
- Experience
Have you hosted previous retreats of a similar size and nature at your facility?
Deadline
The deadline for submission of quotes to host the 2012 Durham College Board of Governors retreat is May 18, 2012, at 12:00 noon. Submissions will be accepted in MS Word or Adobe Acrobat pdf format.
The Retreat Committee will shortlist candidates by May 30, 2012. Notification will be provided to all applicants at that time.
Enquiries should be directed to:
Leigh Doughty, Board Secretary
Durham College
Gordon Willey Bld, Room A140
Oshawa, ON
Tel: 905-721-2000, Ext 3292
Email: