Request for Proposals to Host the 2023 Rural Summit

April 19, 2023

ABOUT THE RURAL MARYLAND COUNCIL
The Rural Maryland Council is an independent agency located in the Maryland Department of
Agriculture. The RMC brings together citizens, community-based organizations, federal, state, county
and municipal government officials as well as representatives of the for-profit and nonprofit sectors to
collectively address the needs of Rural Maryland communities. We provide a venue for members of
agriculture and natural resource-based industries, health care facilities, educational institutions,
economic and community development organizations, for-profit and nonprofit corporations, and
government agencies to cross traditional boundaries, share information, and address in a more holistic
way the special needs and opportunities in Rural Maryland.

Our goals are to:
 Encourage healthy, connected communities throughout Rural Maryland through convening of
stakeholders, education, public relations, and advocacy.
 Support the development and growth of vibrant economies in Rural Maryland.
 Foster stewardship of Maryland’s natural resources.
 Maximize RMC outreach, resources and mission through financial and organizational
development.

As a collaborative partnership, the RMC operates in a nonpartisan and nondiscriminatory manner.
Policy-makers and managers from stakeholder agencies and organizations at all levels of government
and the private sector are valued participants. Where practical, the decision-making undertaken by the
RMC is made by reaching consensus.

ABOUT THE RURAL SUMMIT
The Rural Maryland Council hosts a biennial rural summit to highlight the achievements and celebrate
the progress of its rural communities. The purpose of the event is to share tools, resources, best
practices and challenges in improving the quality of life and building capacity in Rural Maryland. The
2023 Rural Summit will bring together a diverse audience to learn about current issues and potential
legislation, networking opportunities with over 300 participants, including many of the State’s elected
and appointed officials and hearing from fellow Marylanders on programs and projects that support
rural communities. The 2021 Rural Summit “Redefining Resilience and Recovery” was a two-day event
that consisted of 16 breakout sessions, 3 plenary sessions, and several guest speakers that included
Governor Larry Hogan, USDA Under Secretary for Rural Development Xochitl Torres, Maryland
Comptroller Peter Franchot, and the Summit’s keynote speaker Whitney Kimball Coe.
Information on prior Summits is available at www.rural.maryland.gov.

The Summit begins with pre-Summit workshops, roundtables or bus tours and will include an early
evening dinner and awards ceremony followed by one full day of conference plenary and breakout
sessions.

Pre-Summit Roundtables or Workshops may be planned from 12 p.m. to 5:00 pm on the day before the
Summit, if there is interest. Post-conference meetings may also be planned after the main Summit.
For 2023, the RMC is targeting mid-November or December to host the event.

GENERAL SUMMIT COMPONENTS
1. Day 1 – Arrival of pre-summit participants (12 pm – 5 pm)
2. Day 1 – Pre-Summit Workshops or Roundtables (1 pm – 5 pm)
3. Day 1 – Executive Board, Annual Meeting Dinner and Impact Awards Ceremony (6pm-8pm)
4. Day 2 – Arrival of conference participants (8 am – 9 am) with continental breakfast and coffee
5. Day 2 – Opening Plenary and Keynote Address (9 am – 11am)
6. Day 2 – Summit breakout sessions (11 am – 5 pm)
7. Day 2 – Plenary lunch (12:30 pm-1:00pm)
8. Day 2 – Continuation of breakout sessions (1 pm – 5 pm)
9. Day 2 – Attendees depart/event breakdown (5 pm)

ROLE OF THE RURAL SUMMIT PLANNING COMMITTEE
The RMC’s Rural Summit Planning Committee will review the conference venue, theme, schedule, and
speakers. A budget will be presented regularly to the Committee and the Chair of the RMC Executive
Board to ensure that the Summit is a break-even event and the entire Board can be updated regularly.
At the end of the Summit, a report outlining all expenditures and revenues will be submitted to the
Committee and the Chair of the Board.

The purpose of this committee is to identify venues and speakers that would fit with the Summit theme
and to screen moderators/facilitators for the breakout sessions. The committee is responsible for
sending out the call for presenters to the RMC membership.

PREFERRED DATES FOR 2023
The Council generally plans to host the event one month prior to the upcoming Maryland General
Assembly Legislative Session which convenes on the second Wednesday in January of each year while
being mindful of holidays. For 2023, the Council’s preferred dates are November 14 and 15, 2023 and
December 12, 13 and 14, 2023.

REQUIRED INFORMATION FOR PROPOSALS TO HOST THE RURAL SUMMIT
1. Hosting Location
• Description of venue and surrounding community including proximity to transportation options
• Overview of conference facilities and capacity for hosting outside groups
• Dates of availability
2. Housing and Accommodations
• Description of standard accommodations (e.g., single / double / suite)
• Services included (e.g., linens, towels, air-conditioning, housekeeping, fitness center, business
• center)
• If accommodations are not available on site, a description of nearby lodging.
3. Transportation and parking
• Information on transportation to and from local airport including cost
• Availability and cost of parking for attendees
4. Meeting facilities
• Description of space for plenary sessions to accommodate a minimum of 200 participants and as
high as 350 participants.
• Description of four (4) rooms for break-out sessions (40-50 participants)
• Description of and cost for audiovisual equipment (projectors, screens, flipcharts, microphones
• and audio systems)
• Description of additional available space for additional smaller meetings (10-20 participants)
• Description of space available for vendor tables
5. Dining
• Description of dining facilities available for the Summit
• Estimated costs for all meals:
o Dinner including cash bar on Day 1 for Board Annual Meeting and Impact Awards
6. Ceremony (estimated 75 attendees)
o Breakfast on Day 2 for all attendees (min 200, max 350)
o Lunch on Day 2 for all attendees
o Coffee available throughout the event
7. Cost Issues
• Provide an inclusive/comprehensive conference fee that includes accommodations, meals,
hospitality and services
• Clearly state additional or optional charges to participants
8. Local Attractions/Events
• Description of local attractions and events for conference attendees
• Estimated cost and transportation options for these attractions

PROPOSAL DEADLINE
The deadline for submission of proposals to host the Rural Summit is May 1, 2023 close of business.
Proposals should be in .pdf format and sent to the Executive Director of the Rural Maryland Council c/o:
rmc.mda@maryland.gov.

DECISION DATE
The venue chosen to host the Rural Summit will be notified by the Rural Summit Planning Committee in
a timely manner following receipt of the RFP.

CONTACT
Charlotte Davis, Executive Director
Rural Maryland Council
50 Harry S Truman Parkway
Annapolis, MD 21401
(410) 841-5774
Charlotte.davis@maryland.gov