At the Annual Engineering Technology Leadership Institute (ETLI) Executive Council Planning Meeting, the location of the Institute will be selected three years in advance with the site being reserved at least two years in advance. An alternate site will also be agreed upon.

The new host school will be notified immediately by the ETLI Executive Council Chair, and will be requested to identify and send a representative to the ETLI Annual Meeting in the year preceding the school hosting the next Annual ETLI, to serve as on-site host/coordinator designate.

This name and financial commitment must be expressed in writing to the Executive Council Chair no later then September 1st (13 months prior to their hosting the ETLI). If notification is not received, negotiations will begin with the officials at the alternate site.

It is mandatory that the institution has one, but preferably several, Engineering Technology programs. Site selection shall be determined only by the Executive Council based upon recommendations received from the Site Selection Committee who have utilized published detailed guidelines and procedures for host institutions. Some of the factors considered are:

a) Volunteers
b) Geographic consideration (travel expenses)
c) Ability to host (appropriate facilities, commitment, financing)
d) Date last hosted
e) Locations where past conferences have been held

Taken from the ETLI BYLAWS, ARTICLE VII Section 2

Financial Commitment

By the September 1 prior to hosting the ETLI the Host representative will provide in writing the following information to the Chair of the ETLI Executive Council:

1. Name and address of the host institution.
2. Name and address of the host representative.
3. Dates of the proposed ETLI. (The ETLI is generally held during latter part of October. The institute starts with lunch on Sunday and ends at noon on the following Tuesday. The host will pick the dates that best fit their location and venues.)
4. The host will select the institute hotel, advertise the location, and provide room rates and details for reserving rooms. The cost of the rooms will be the sole responsibility of the registrants.
5. The host institution acknowledges in writing the financial responsibility for hosting the ETLI. This will require that a budget be prepared that will include at least the following costs:

a. Lunch on Sunday and Monday
b. Morning and afternoon refreshment breaks
c. Issues forum Sunday evening refreshments - could seek industrial sponsor
d. Continental breakfasts on Monday and Tuesday
e. Dinner on Monday
f. Lunch for the ETLI Executive Council on Tuesday
g. $35 per registrant to ETC. (See details below on "Overhead charge to ETC). *
h. Other miscellaneous costs such as meeting room charges.

6. The host institution is encouraged to seek industrial sponsors for specific expenses and will provide appropriate recognition for the sponsors.
The registration fee will be set at a level to cover the projected costs as outlined above.
7. The host institution may wish to consider "event insurance" for financial protection.
8. The host institution will have a representative attend the ETLI Executive Council meetings at ETLI, CIEC, and ASEE annual conference the year prior to hosting.

Marketing the institute will be the responsibility of the host institution. The Chair of the ETLI will provide the host representative copies of programs for the previous two institutes. The ETLI Executive Council in conjunction with the host institution will develop the ETLI program. All official communication form the host institution will be with the Chair of the ETLI Executive Council.

*Overhead charge for ETC

In addition to the actual operating expenses, the registration fee structure shall include $35.00 per registrant that will be deposited to the BASS account of the Engineering Technology Council (ETC) after completion of the ETLI.

1. In the case that there are excess revenues over expenses (where expenses include the $35.00 ETC amount), the host institution may share them with the ETC.
2. In the case that revenues exceed on-site expenses but do not generate at least $35.00 additional per registrant, the host institution will deposit all excess funds to the BASS account of the ETC.

These guidelines were approved by: ETLI Executive Council on 6/19/00
ETC Executive Board on 6/21/00