Host a Conference
Why Host a MAASU Program?
Hosting a MAASU program is an opportunity to bring regional APIDA community to your campus while gaining hands-on leadership, event planning, and coalition-building experience.
MAASU partners with host institutions and student organizations to deliver meaningful, student-centered programming that supports APIDA leadership development, advocacy, and community connection across the Midwest.
Hosting is a collaborative process—MAASU provides guidance, infrastructure, and institutional knowledge, while host schools contribute local leadership, space, and campus engagement.
Please email chair@maasu.org and programming.director@maasu.org if you’re interested in hosting a conference.
What Programs can you Host?
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An annual leadership development experience for APIDA student leaders.
Focus: skill-building, leadership transitions, and organizational sustainability
Audience: student organization officers and emerging leaders
Emphasis on intentional leadership development
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MAASU’s largest annual gathering bringing together students, alumni, educators, and community partners.
Focus: education, advocacy, and celebration
Includes keynote sessions, workshops, and awards
Requires a larger planning team and institutional support
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A free, regional, campus-hosted event designed for community-building and identity-based engagement.
Typical attendance: 50–100 students
Focus: workshops, dialogue, and connection
Ideal for campuses looking to host a low-barrier regional gathering
What MAASU Provides
When you host a MAASU program, MAASU supports your team through:
Program planning guidance and timelines
Curriculum support and workshop frameworks
Budget templates and fundraising guidance
Marketing, registration, and outreach support
Access to MAASU leadership, Directors Council, and alumni advisors
Institutional memory, archives, and transition documentation
MAASU works closely with host teams to ensure events are accessible, mission-aligned, and sustainable.
What Host Schools Provide
Host institutions and student organizations typically contribute:
A dedicated student planning team
Campus spaces and logistical coordination
Local outreach to students, faculty, and community partners
Coordination with campus administration (as needed)
Ongoing communication with MAASU leadership
Specific expectations vary depending on the program being hosted and are outlined in MAASU bid or host materials.
How to Host a Conference
Interested in bringing a MAASU conference to your school? Here are some guidelines on the bid process to host the next MAASU Leadership Summit or Spring Conference.
*Submitting a bid simply expresses your institution’s interest in hosting. Schools are not required to pay any fee to submit a bid.
1. Bid Packet
All interested schools are required to create a bid packet. The purpose of this bid packet is to showcase why the school should host the conference and provide an overview of the planning logistics to demonstrate the school’s capabilities.
Bid packets on average are around 20 pages long and need to include the sections outlined in the requirements:
2. Bid Presentation
Bid presentations for all Leadership Summits, Spring and Fall Conferences will occur during the next MAASU Spring Conference in front of the MAASU General Assembly. Up to two representatives can present on behalf of each school. Representatives need to prepare a 15-minute PowerPoint presentation and provide at least two physical copies of the bid packet. After all presentations, the MAASU General Assembly will vote, and the winning schools will be announced later that evening during the Spring Conference banquet.
In order to be considered, the application form must be filled out at least a week in advance of the Spring Conference, when bid presentations will take place. To apply for the bidding process, please press the button below.
Bid Packet Examples
Below are some example bid packets from schools that have hosted conferences in previous years.
Example Bid Packets for a Leadership Summit
Example Bid Packets for a Spring or Fall Conference
Example Bid Packets for a MAASUx
Hosting the Conference FAQs
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A bid packet is a proposal submitted by a campus or student organization expressing interest in hosting a MAASU program. It allows MAASU to better understand your campus context, planning capacity, and vision for the event.
Bid packets are not meant to be perfect. They are designed to help MAASU assess readiness, alignment with our mission, and how we can best support your hosting team.
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Host Organization & Campus Overview
Name of the host organization(s) and institution
Brief history of your organization and involvement with MAASU
Description of campus context (student population, APIDA presence, available resources)
Proposed Program Vision
Which MAASU program you are bidding to host (MAASUx, Leadership Summit, or Spring Conference)
Proposed theme or guiding question (if applicable)
Goals for the event and what attendees should gain from the experience
Planning Team & Capacity
Names and roles of key student leaders and advisors
Anticipated size of the planning team
Description of how responsibilities will be shared
Communication and accountability plans
Preliminary Logistics
Proposed dates and potential locations
Campus spaces and accessibility considerations
Housing and transportation considerations (if applicable)
Estimated attendance capacity
Budget & Financial Planning (MAASU provides budget templates and guidance—prior experience is not required.)
Preliminary budget or cost estimates
Potential funding sources (campus support, fundraising, sponsorships)
Anticipated financial needs and questions
Institutional & Community Support
Level of advisor, department, or campus partner support
Any existing or potential community partnerships
Risk management and administrative considerations (as applicable)
Accessibility & Inclusion Considerations
Plans to ensure accessibility for attendees
Commitment to inclusive programming and community norms
Consideration of dietary, mobility, and identity-affirming needs
Reflection & Readiness
Why your school wants to host this program
What makes your campus a strong fit
How hosting supports your organization’s growth and sustainability
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After submission:
MAASU leadership reviews all bid packets
Host teams may be invited to give a short presentation or interview
MAASU works collaboratively with selected hosts to refine logistics and plans
Selection decisions are guided by readiness, equity, capacity, and regional balance.
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MAASU programs may be hosted by:
APIDA student organizations
Coalitions of student organizations
Colleges or universities with student leadership support
MAASU Member Schools (preferred but not required)
Hosting teams should demonstrate readiness, capacity, and alignment with MAASU’s mission and values.
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While timelines vary by program, hosting typically includes:
Interest submission or bid process
Selection and onboarding with MAASU leadership
Planning and regular check-ins
Program delivery
Post-event reflection and transition
Detailed timelines are provided once a host is selected.
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No. MAASU provides support and guidance throughout the planning process.
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Yes. Collaborative hosting is encouraged, especially for larger programs.
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MAASU works with host teams to explore fundraising, sponsorships, and budget planning.
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MAASU recognizes that hosting can feel intimidating. Our goal is to:
Provide clear guidance and templates
Offer mentorship throughout the planning process
Support accessibility, sustainability, and leadership development
Hosting is a partnership — MAASU is invested in your success.
If your school or organization is interested in hosting a MAASU program, we’d love to hear from you. Please email chair@maasu.org and programming.director@maasu.org if you are interested in hosting a conference.