What Does Hosting Involve?
Hosting NCCER is a collaborative effort between the local host team and ACERT. The host team is responsible for coordinating the local logistics needed to bring the conference to life, while ACERT provides guidance, conference structure, and support with national-level planning.
The host team should expect to begin planning many months in advance and establish a dedicated organizing committee to divide responsibilities and ensure all aspects of the conference are completed.
Host Responsibilities
The host team is responsible for coordinating the local planning and operations required to run NCCER. This includes:
Conference Planning & Logistics
The host team will:
- Create a conference planning committee with clearly defined roles
- Establish a planning timeline and coordinate regular progress updates
- Select and secure appropriate venues for conference activities
- Coordinate room bookings and campus facilities
- Develop a campus map and attendee information resources
- Create signage and wayfinding materials for the event
- Prepare on-site logistics plans for the conference weekend
Food, Accommodation & Attendee Experience
The host team is responsible for coordinating the attendee experience, including:
- Arranging catering for conference meals and breaks
- Coordinating breakfast, lunch, and banquet logistics
- Assisting with accommodation planning and recommendations
- Communicating important local information to attending teams
Sponsorship & Fundraising
To support the financial sustainability of the conference, the host team will:
- Identify and contact potential sponsors
- Coordinate fundraising initiatives
- Work with local partners and organizations to support conference needs
Volunteers & Local Support
The host team will:
- Recruit and coordinate event volunteers
- Assign volunteer roles for the conference weekend
- Support patient actors and additional event personnel as needed
- Ensure adequate staffing for conference activities
ACERT Responsibilities
ACERT works alongside the host team to provide consistency, guidance, and support throughout the planning process.
ACERT is responsible for:
Competition Development & Standards
ACERT will:
- Develop competition scenarios for the conference
- Coordinate the structure and format of competition events
- Maintain consistency with the NCCER competition handbook
- Provide guidance regarding competition requirements and expectations
Registration & Conference Administration
ACERT will support:
- Conference registration processes
- Team and attendee communication
- Tracking participant information
- Ensuring conference requirements are met
Judges & Competition Support
ACERT will coordinate:
- Judge selection and training
- Competition scoring processes
- Judge resources and expectations
- Support for fair and consistent competition delivery
Sponsorship & National Partnerships
ACERT will assist with:
- Identifying and coordinating national sponsors
- Managing relationships with conference-level partners
- Supporting fundraising efforts where appropriate
Planning Timeline
Hosting NCCER requires significant advance planning to ensure a successful conference experience. While each conference will have its own unique timeline, host teams should expect to begin planning approximately 12–18 months before the conference weekend.
A strong planning process allows time to secure facilities, develop partnerships, coordinate logistics, and create a well-organized experience for teams attending from across Canada.
12–18 Months Before Conference
Application & Host Selection
- Submit a host application to ACERT
- Meet with ACERT representatives to discuss conference expectations and feasibility
- Confirm institutional support and available resources
- Establish a conference planning committee
- Begin developing a preliminary conference plan and budget
9–12 Months Before Conference
Planning & Logistics Development
- Confirm conference dates and major venues
- Begin room booking and campus facility coordination
- Develop sponsorship and fundraising plans
- Identify catering options and accommodation recommendations
- Begin planning conference programming and attendee experience
- Create initial communication plans for participating teams
6–9 Months Before Conference
Conference Preparation
- Finalize venue details and event logistics
- Confirm sponsors and community partners
- Recruit volunteers and assign roles
- Develop campus maps, signage plans, and attendee resources
- Coordinate with ACERT regarding competition logistics and requirements
- Begin preparing materials for registration and attendee communication
3–6 Months Before Conference
Finalizing Event Details
- Open conference registration in collaboration with ACERT
- Confirm catering, vendors, and event services
- Finalize volunteer schedules and training plans
- Confirm competition spaces and operational logistics
- Coordinate final details with ACERT, judges, and participating teams
1–3 Months Before Conference
Final Preparations
- Complete all venue and event confirmations
- Finalize signage, maps, schedules, and attendee materials
- Conduct volunteer training and orientation
- Confirm competition setup requirements
- Complete final communication with attendees and ACERT
Conference Weekend
Event Delivery
The host team works alongside ACERT to:
- Coordinate event operations
- Support registration and attendee needs
- Manage volunteers and local logistics
- Assist with competition setup and transitions
- Ensure a safe, organized, and welcoming experience for all participants
Application Process
Applications to host NCCER 2028 (February 2028) will open in August 2026.
Teams interested in applying are encouraged to begin conversations with their institution and start considering their planning capacity, available resources, and potential organizing structure ahead of the application period.
Questions about hosting NCCER or the application process can be directed to ACERT at info@acert.ca.