NAOW Host Site Requirements
Institutions interested in hosting the New Aid Officers Workshop (NAOW) must be able to provide facilities, accommodations, and services that support a high-quality experience for workshop participants, staff, and presenters. Host sites should be prepared to accommodate approximately 125 to 175 attendees and meet the following minimum requirements.
Availability
Host institutions must be able to make facilities available for a full week during the month of June. This includes housing, classroom space, meeting rooms, dining services, and event support facilities for the duration of the workshop.
Location and Accessibility
The host institution should be located in an area that is easily accessible to attendees traveling from across the country. Preference is given to institutions that are accessible via a nearby airport offering commercial jet service, including regional jet service.
Housing Accommodations
The host site must provide on-campus housing suitable for workshop participants, staff, and presenters.
Institutions should be able to accommodate:
- Up to 125 sleeping rooms for participants
- Up to 25 additional rooms for workshop staff and early arrivals
- Single-occupancy accommodations whenever possible
- Bathroom arrangements that do not require more than two individuals of the same gender to share a bathroom
When applying, institutions should provide a description of the housing accommodations, including:
- Room layout and style
- Bathroom arrangements
- Suite-style or apartment-style configurations
- Individual rooms with shared hall bathrooms, if applicable
- Any other housing features that support participant comfort and accessibility
Examples include:
- Suites with connecting bathrooms
- Individual rooms with private bathrooms
- Individual rooms with shared hall bathrooms
- Apartment-style residence halls
Institutions should also provide links to virtual tours, photo galleries, or other visual representations of the residence halls and sleeping accommodations.
Dining Services
On-campus dining facilities must be available to serve workshop attendees and staff throughout the event. Dining services should be capable of accommodating the anticipated number of participants and provide convenient access during scheduled meals and activities.
Classroom and Meeting Facilities
Host institutions must provide adequate instructional and meeting space to support workshop sessions and group activities.
Small Group Classrooms
- Multiple classrooms accommodating up to 25 participants each
- A sufficient number of classrooms based on workshop enrollment
- Flexible seating and instructional space
Technology Requirements
Each classroom should include:
- Computer access
- Internet connectivity
- Projection equipment
- Up-to-date instructional technology
General Session Space
- An auditorium or lecture hall capable of seating approximately 125 to 175 attendees for plenary sessions, presentations, and workshop-wide meetings
Workshop Headquarters
- A conference room or classroom designated as workshop headquarters for planning, administration, and staff operations
Space for Networking and Social Activities
The institution should provide facilities that support networking opportunities, informal gatherings, and social activities outside of scheduled classroom sessions. These spaces play an important role in enhancing participant engagement and the overall workshop experience.
Registration and Event Operations
Host sites must provide adequate space and support for:
- Registration and welcome activities
- Participant check-in and check-out
- Information and hospitality services
- Event operations and coordination
Accessibility and ADA Compliance
All facilities used for NAOW must meet applicable ADA requirements and provide an inclusive environment that allows all participants to fully engage in workshop activities.
Alcohol Policy
Institutions must provide a copy of their current alcohol policy as part of the host site application process.
Host Site Capacity Summary
Host institutions should be prepared to provide:
- Facilities available for a full week during June
- Housing for up to 125 participants plus 25 staff and early-arrival guests
- Classroom space for concurrent workshop sessions
- Large-group meeting space for 125 to 175 attendees
- Meeting space for workshop administration and headquarters operations
- Dining services for all participants
- Registration and event support facilities
- Social and networking venues
- ADA-accessible facilities and accommodations
NAOW seeks host institutions that can provide a welcoming, accessible, and well-supported environment for apprenticeship professionals from across the country. A successful host site combines strong facilities, convenient logistics, and a commitment to creating an outstanding participant experience.
