Community Gathering Proposal Form

Community Gathering Proposal Form

Please use the below form to submit your proposal for a 2026 SACNAS Chapter Community Gathering.

Important dates:

Proposals for Spring 2026 are due July 30, 2025
Proposals will be reviewed by September 15, 2025

For any questions, please visit sacnas.org/chapter-community-gathering or email chapters@sacnas.org

Host Information

Proposed Community Gathering Name*

Please follow this convention:

[insert area] Chapter Community Gathering - Hosted by [insert host chapter name]

Example: New England Chapter Community Gathering - Hosted by Brown University

Host Chapter Name/Institution*

When was the host chapter founded?

Please enter date to the best of your ability

Please describe your motivation and/or goal(s) for hosting a Community Gathering.*

200 word limit

Host Location Name

Host Location Address*

Address, City, State, Zip Code

Host Institution Letter of Support*

Attach a host institution letter of support from an institutional / organizational official (not to exceed 1 page) in the attachments section at the bottom of this application; the letter should address how the host institution / organization will provide financial support for the Chapter Gathering.

Collaborating SACNAS Chapters or Members*

Please list collaborating SACNAS Chapters or Individual Members at different institutions that will be involved in your event

Collaborating Chapters Letters of Support*

Attach a letter of support for each of your collaborating chapters in the attachments section at the bottom of this application

Proposed Dates & Format

Provide 3 proposed dates for your event. Please note: Community Gatherings must occur between January to April of the following year from when you are applying, and cannot conflict with SACNAS National Office events.

Dates Option 1*

Dates Option 2*

Dates Option 3*

Event Format*

Select or enter value

Maximum Occupancy

of the space you plan to host your event. If unknown, please enter "N/A"

Expected Attendance*

Enter the number or range of expected attendees

Organizing Committee & Primary Point Person

Organizing Committee Members*

Please list all organizing committee members, their emails, and identify the organizing committee chair.

Primary Point Person Name*

First & Last Name of the primary person who will communicate with SACNAS National Office regarding this event.

Primary Point Person Email Address*

Primary Point Person Phone Number*

Phone

Primary Point Person Mail Address*

Address, City, State, Zip Code

Primary Point Person CV/Resume*

Attach a copy of the point person's CV/Resume in the attachments section at the bottom of this application

Will secretarial or administrative assistance be available to the point person in organizing the Chapter Gathering?*

Select or enter value

What is the EMAIL ADDRESS of the secretarial or administrative assistant for the primary point person?*

Organizing Committee Plan*

Please describe the organizing committee plan, including the committee meeting schedule, duration of meetings, and any key dates for preparation of the gathering.

Inclusion & Belonging

Which of the following will you incorporate into your event? Select all that apply.*

Native/Indigenous Community

Accessibility Accommodations

Larger/Local Community

Describe your plan for Native American / Indigenous community engagement as part of the 1) preparation, 2) activities, and 3) evaluation of the Chapter Gathering.*

1,000 word limit

Describe your plan for ensuring accessibility to all participants who may require accommodations*

1,000 word limit

Describe how this Chapter Gathering aims to engage with the larger/surrounding local community through this event*

1,000 word limit

Code of Coduct*

SACNAS believes in community gatherings that are inclusive, supportive, and free from any forms of harassment or discrimination. SACNAS values and respects the rights and privileges of others and asks that all organizers and participants of the Community Gathering honor SACNAS’ mission and vision through compliance with Code of Conduct, as defined here. By checking the box below, event organizers agree to ensure that all community gathering participants agree to and acknowledge the code of conduct during the registration process.

Attach a draft agenda in the attachments section at the bottom of this application*

Your draft agenda should include potential themes, and not exceed 1 page.

Participants

Who is welcome to attend your Chapter Gathering? Select all that apply.*

Community College Students

Undergraduate Students

Postbacc Students

Graduate Students

Postdocs

Early Career Professionals

Mid Career Professionals

Late Career Professionals

Retired

Other

Please describe "Other"*

Budget & Partnerships

The questions below will help the SACNAS office be aware of contributions by other companies or organizations to ensure coordination and to avoid asking, the same company or organization already contributing to SACNAS, for additional support. Organizations or companies agreeing to provide funds to support the gathering will work directly with the host organization leading the gathering.

Is the host institution providing financial support for your event?*

Select or enter value

Potential Partnerships*

List organizations or companies you plan to contact (if any) for partnership in funding your event.

Existing Partnerships*

List any organizations or companies you have already contacted for partnership in funding your event.

Will you be asking participants to pay you for food, beverages, lodging, transportation, awards, and / or merchandise?*

Select or enter value

Please justify the proposed costs to participants*

1,000 word limit

Budget*

Attach an estimated budget that includes funding sources AND expenses, in the attachments section at the bottom of this application

Registration

Are attendees expected to pay registration fees?*

No - Free Registration

Yes - We will charge attendees Registration Fees

Please identify why the fee is necessary and describe any options for scholarships or waivers*

Accommodations & Safety

Which of the following will you provide attendees prior/during the event? Select all that apply*

Transportation

Housing

Food & Beverage

Will students be carpooling (driving each other) to the event?*

Select

Describe your transportation plan*

500 word limit

Describe your housing plan*

500 word limit

Describe your plan for accommodating allergies and dietary restrictions*

500 word limit

Which of the following will you provide attendees at/during your event? Select all that apply*

Name Tags

Welcome Packets/Materials

Awards (i.e. presentation awards)

Merchandise (SWAG)

Other

Describe "other"*

Do you plan to take photographs or have video recording during your event?*

Select or enter value

Confirm you will either of the following*

Participants will sign a media release agreement - see template here
Organizers will ensure media release signage is available at the event - see template here

Select or enter value

Confirm you have attached current proof of sexual harassment training completion in the attachments section at the bottom of this application*

Training can be provided by SACNAS or host institution

Advertising, Branding, & Marketing

Advertising Plan*

Describe your plan to advertise your community gathering

Website Platform*

Please specify the website platform/host you plan to use or enter "N/A" if unknown or not applicable

By checking this box I acknowledge and agree that pending approval of this event, I will provide SACNAS National Office for approval BEFORE publishing:*

Screenshot/preview of event website
Draft designs of any SACNAS-branded materials or merchandise that will be sold at event

Evaluation & Post-Event

By checking this box I acknowledge and agree that pending approval of this event, I will provide SACNAS National Office the following within 2 months of the event concluding:*

Final costs of your event (total $)
Final partner/sponsor list including name of institution/company and amount ($) contributed, both financial and other forms of support from partners
List of participants including full name and email address
Evaluation results

Attachments

Please ensure you upload the following as PDFs. (Note: Other formats such as word documents will not be reviewed):

Letter of support from host institution
Letter(s) of support from collaborating chapters
Primary Point Person CV/Resume
Budget (including funding support and expenses)
Proof of harassment and discrimination training completion

File Upload

Drag and drop files here or

Send me a copy of my responses

Powered by

Privacy Notice|Report Abuse