Directions for Bidding for the 2013 North Central District ... · Directions for Bidding for the...

Directions for Bidding for the 2013 North Central District Convention

1. Seek permission from your Director(s) of Bands, Sponsor(s), and Student Affairs Office(s).

2. Seek a conference services professional to assist with bid preparations and conference venue communications. If you cannot find one, please contact the Governor(s) or Counselor, and one will be assigned to you.

3. Distribute Request For Proposal (RFP) and Needs Considerations documents to potential convention venues. Ideally, this will be done in conjunction with a conference services professional.

a. Appropriate convention venues may be hotels, a combination of hotels and conference centers, or a combination of hotels and college/universities.

b. It is strongly recommended that you submit the RFP to a city or regional Convention and Visitors Bureau. These offices will often distribute the RFP to all venues who can handle the event and then refer responses back to your chapter(s). This can be a big time saver and get you venues that you never considered.

4. Select a competitive proposal and build your bid. All bids must have: a. Completed Bidding Sheet b. Letter of intent c. Letter of recommendation from chapter sponsor or director of bands (at least one

for each chapter) d. Letter of acknowledgment from chapter university’s Student Affairs Office (or

equivalent office), acknowledging that the university is aware that the chapter is bidding to host a convention and has reviewed the bid packet and all unsigned contracts. The letter must indicate who, from each bidding chapter or university represented in the bid, has permission to sign contracts with hotels and/or conference venues.

e. Letter of confirmation or memorandum of agreement from a conference services office or professional indicating services contracted by host chapter(s) and all applicable costs

f. Confirmation of availability on dates and back-up dates for all locations g. Floor plans and dimensions for any space used h. One unsigned contract, sales agreement, or quote from the hotel and/or

conference venue (bids with signed contracts or sales agreements will be rejected) i. Preliminary budget

5. Submit your bid electronically to Trudy Adler ([email protected]), Barry Houser ([email protected]), and Rod Whiteman ([email protected]) by June 8, 2012.

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2013 NORTH CENTRAL DISTRICT CONVENTION BIDDING SHEET

Updated: 5/9/2012

BASIC Chapter Name(s): KKΨ: TBΣ: Coordinators’ Names: Email: Phone:

2011-2012 FINANCES FOR EACH APPLICABLE CHAPTER Chapter Name Expenditures Income Fiscal Year End (Latest)

KKΨ: TBΣ: Joint Account (If Applicable):

CHAPTER MEMBERSHIP FOR EACH APPLICABLE CHAPTER Chapter Name Actives Candidates Conditional Graduating Srs.

KKΨ: TBΣ:

CONVENTION INFORMATION Dates and Location

Primary Dates for Convention: Secondary Dates for Conventions: Location of Convention: Convention Hotel(s)/Convention Center:

Hotel Number of hotel room nights reserved: Cost per hotel room: Maximum occupancy per hotel room: Are the facilities accessible to the disabled? Accept University Tax Exemption in rooms? Cost of parking per day:

Conference and Meeting Rooms Number and occupancy of conference rooms (attach names of large group session and workshop/committee rooms that will be used):

Number: (at least 20 recommended)

Occ. per room:

Cost of conference rooms: Confirmation of space for reading band: Yes No Cost: Confirmation of space for guard clinic: Yes No Cost: Are low brass instruments and percussion equipment available for reading band?:

Yes No Cost:

Confirmation of space for NCD Intercollegiate Band rehearsal and concert (Friday morning thru Saturday night):

Yes No Cost:

Confirmation of space for ritual and 2 separate sessions:

Yes No Cost:

Occupancy of banquet hall: Confirmed cost of banquet per person (Please confirm cost in attached documentation):

Availability of special meal requests: Cost of post-banquet entertainment (if applicable): Cost of hotel service charges: Any other fees not covered under the previous boxes:

Other Costs

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Availability of computing/printing/copy center and Internet:

Cost of Internet? Is wireless available? Availability of transportation to and from the facility, if separate from hotel:

Parking facilities available and subsequent cost: (If being held at a separate location other than a hotel)

Cost of transport of large equipment for NCDIB & Reading Band:

Confirmations Are prices locked and confirmed by the hotel? (Include documentation):

Are rooms held and confirmed by the hotel? (Include documentation):

Final Costs Convention registration cost at: 600 attendees: 700 attendees: 650 attendees: 750 attendees:

Once a chapter has decided to bid, they are required to engage a facilitator that will assist in communication and negotiations with potential hotels, conference centers or convention space. The host chapter is responsible for all costs incurred (if any) when contracting with a conference services office, but this cost is typically recuperated in savings as an outcome of professional negotiations with conference venues. The facilitator can be one of the following:

1. College/university conference services personnel or equivalent. 2. An external conference services professional. 3. Alternatively, the NCD Governors and Counselor will assign a university conference services

office to a host chapter.

Please attach the following, which are required:

Letter of intent Letter of recommendation from chapter sponsor or director of bands (at least one for each

chapter) Letter of acknowledgment from chapter university’s Student Affairs Office (or equivalent office),

acknowledging that the university is aware that the chapter is bidding to host a convention and has reviewed the bid packet and all unsigned contracts. The letter must indicate who, from each bidding chapter or university represented in the bid, has permission to sign contracts with hotels and/or conference venues.

Letter of confirmation or memorandum of agreement from a conference services office or professional indicating services contracted by host chapter(s) and all applicable costs

Confirmation of availability on dates and back-up dates for all locations Floor plans and dimensions for any space used One unsigned contract, sales agreement, or quote from the hotel and/or conference venue (bids

with signed contracts or sales agreements will be rejected) Preliminary budget

This sheet and attachments are due to be postmarked (via mail or email attachment) by June 8th to Trudy

Adler ([email protected]), Barry Houser ([email protected]), and Rod Whiteman ([email protected]).

REQUEST FOR PROPOSAL

Kappa Kappa Psi & Tau Beta Sigma 2013 North Central District Convention Event Information and Requirements

Organizations: Kappa Kappa Psi and Tau Beta Sigma

Name of Event: 2013 North Central District Convention

Projected Convention Date(s): March 22 to March 24, 2013 or April 5 to April 7, 2013

Maximum Group Size: 750 Adults

Contact Person: Organization Overview Kappa Kappa Psi (ΚΚΨ) and Tau Beta Sigma (ΤΒΣ) National Honorary Band Fraternity and Sorority are service organizations for university band members and operate primarily as student service and leadership recognition societies. The North Central District of Kappa Kappa Psi and Tau Beta Sigma encompasses the states of Ohio, Indiana, Illinois, Kentucky, Michigan and Wisconsin. It is comprised of over 53 chapters and two colonies with a membership totaling over 1700 collegiate band members. Event Overview An annual student run meeting of our district takes place during the spring semester and typically attracts 650-750 collegiate students and alumni. Sessions include large business sessions for each of the organizations, joint business sessions, committee meetings, workshop sessions as well as a concert and banquet. A five-year overview of our convention locations and attendance is as follows: 2012 April 13 to April 15 Courtyard Marriott and Grand Wayne Convention

Center, Ft. Wayne, IN 638 Attendees

2011 April 8 to April 10 Radisson at Star Plaza, Merrillville, IN 722 Attendees

2010 March 18 to March 20 Hyatt Regency, Dearborn, MI 733 Attendees

2009 March 27 to March 29 Park Inn and Seagate Convention Center, Toledo, OH

705 Attendees

2008 April 4 to April 6 Hyatt Regency, Indianapolis, IN 674 Attendees

Lodging Requirements

Number of Rooms Arrival Date Departure Date Room Type 15 Thursday Sunday Doubles Preferred 100 Friday Sunday Max Doubles 30 Saturday Sunday Max Doubles

Payment Method: Individual reservations via phone/website

• Please include one complimentary single room for Thursday, Friday, and Saturday nights for concert band guest conductor.

**Note: While all attendees are college students, not all participants will be 21 years of age. If your property has minimum age requirements for room registration, please include in your bid. Meeting Space Needs *Please refer to included example functional agenda schedule for daily break down of room requirements and needs.

• Daily general session for 750 at theater seating, delegate seating for 60 classroom style, plus stage with classroom seating for 8 officers and a/v LCD and screen.

• Two separate sessions daily for 300 and 450 at theater seating, delegate seating for 35 classroom style, plus stage with classroom seating for 6 officers and a/v LCD and screen (one group can use general session room).

• Rehearsal space for 80-member concert band Friday morning through Saturday evening. Rehearsal space should not be adjacent to other events because rehearsals will run concurrently with all other convention sessions.

• Registration space located centrally within the conference space to accommodate at least five tables for registration.

• Two presentation rooms Friday for a panel of 10 judges seated classroom style or board room. Additionally space needed for a team of 2-5 people to make presentations to the panels.

• Poster Display Exhibit space for approximately 30 posters displayed on tables. • Exhibitor/Vendor space for the duration of the event for approximately 25 booths. Pipe and

drape not required, table top displays are sufficient. • 10 workshop rooms Saturday for approximately 60 people set theater style each, a/v LCD and

screen preferred. • 12 committee meeting rooms Friday and Saturday for approximately 15 people each in

conference or hollow square meeting. • Concert performance Saturday evening with theater seating for 700 and concert band seating for

approximately 80. • Two private meetings spaces with ability to be secured Friday evening for 300 and 450 at

theater seating with ample open space (appox 30% of space) to perform ceremonies. It is imperative these spaces be available privately with no hotel staff access.

• One open space with high ceilings Saturday for a one hour color guard clinic. • One open room Saturday to hold reading band set concert style for approximately 150 members. • Water stands in each meeting space.

Food and Beverage

• Closing banquet Saturday evening for 650-750 at rounds. Awards presentation will take place during this event on a stage with podium

• Please include complete menus with your bid proposal • Attendees will be on their own for all meals except closing banquet. Please include information

on hotel restaurants and neighborhood eateries with your proposal. (Group is rate sensitive. Include any fast food options within walking distance.)

• If possible, Group prefers maximum $25 per person for this meal. Please provide menu suggestions around this price point.

Special Events

• A social event to take place Saturday evening following closing banquet. Please include any recommended social events within or in walking proximity of your property.

Other Considerations for the Event:

• Room rates for past conventions have ranged between $89 to $109 a night. Please consider

keeping your room rates within this range. • Group prefers meeting, lodging, banquet and performance space within close proximity • Are there parking fees? Most attendees drive. • Is high speed wireless internet available and in what spaces within the hotels? Is there a daily

charge for usage? • Availability of copy machines. • Is a complimentary airport shuttle available? Hotel shuttle to locations within the area? (For 5-

10 speakers and VIP’s) • Proximity of restaurants (preferably within walking distance) to conference venue. Include late

night options. • Audio-visual expenses. Please document any required vendors. Group prefers to provide A/V at

no additional fee, if possible. • Please document any available complimentary rooms, upgrades or other concessions in your

proposal.

2013 NORTH CENTRAL DISTRICT CONVENTION Needs Consideration Overview

CONVENTION INFORMATION Dates and Location

Primary Dates for Convention: Secondary Dates for Conventions: Location of Convention: Convention Hotel(s)/Convention Center:

Hotel Number of hotel room nights reserved: Cost per hotel room (competitive rates range $89-$109) Maximum occupancy per hotel room: Number of available Doubles: Accept University Tax Exemption in rooms?

Conference and Meeting Rooms Number and occupancy of conference rooms (attach room information):

Number: (estimated 20 simultaneously needed)

Cost of conference rooms: (Please note if rate is dependent on hotel room use)

Confirmation of space for reading band: Yes No Name of proposed room:

Confirmation of high ceiling space for guard clinic (concurrent with reading band and NCDIB rehearsal):

Yes No

Name and cost of proposed room: Confirmation of space for NCDIB rehearsal and concert (Friday morning thru Saturday night at times concurrent with reading band):

Yes No

Name and cost of proposed room: A/V equipment available? Please attach fees Yes No Occupancy of banquet hall: Cost of banquet per person:

Is this guaranteed? Yes No Availability of special meal requests:

Other Considerations Availability of computing/printing/copy center and applicable fees Cost of wireless Internet, if applicable: Parking facilities available and subsequent cost: Availability of hotel shuttle and fees Availability of hotel shuttle to area locations

Confirmations Are prices locked and confirmed by the hotel? (Include documentation [copy of contract]):

Are rooms held and confirmed by the hotel? (Include documentation):

Please include a list of proposed large session rooms and breakout rooms with corresponding room names.

Please document any available complimentary rooms, upgrades or other concessions in

your initial proposal

NCD Convention Functional Agenda

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Meeting Space Room Setup A/V7 am to Midnight Office Can use registration area Wireless

7 am to Midnight Vendor Storage

7-‐9 am Load in NCDIB band rehearsal space100 Chairs, Students will place, one section staging for conductor

none

9 am to 9 pm NCDIB Band Rehearsal Podium, chairs none

Noon-‐4 p.m. KKY Governor’s Cup Presentationspanel table for 10 judges & 10 chairs at back of room

Noon-‐4 p.m. TBS Counselor’s Cup Presentationspanel table for 10 judges & 10 chairs at back of room

4:30-‐5:30 pm SPAM/OSPA Presentationsexisting: Same as Governor's and/or Counselor's Cup Room

Noon-‐11 p.m. KKY Poster Displays 20 table top displays

Noon-‐11 p.m. Vendor Displays 30 table top displays

2-‐6 pm Registration5 tables with skirts, or regsitration booths

wireless or hardwired

6-‐6:15 pm Joint Opening

Stage with 9 chairs at classroom tables, lectern; delegate tables closest to stage (seating for 34 classroom style on the front left of stage, divided by row from seating for 21 classroom style in front of the stage on right); behind the classroom seating, theatre seating for 600-‐650

LCD, Screen, Sound System, Lectern with Microphone, Wireless Handheld Mic for Audience Response

6:15-‐7 pm Opening Keynote Same as Joint Opening7-‐8 pm KKY Separate Session Usually use Joint Opening Space

Friday


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7-‐8 pm TBS Separate Session

staging with lectern, seating for 4 on stage classroom; seating for 21 classroom style in front of and facing the stage; seating for 300 theatre style behind classroom seating


8-‐9 pm KKY Workshop Use KKY Separate Session Room8-‐9 pm Committee Meetings

KKY Membership and Education Conference for 8TBS Vision Statement Conference for 8Joint: Convention Bidding Process & Site Selection Conference for 12KKY Programs/Communications Conference for 8TBS Ritual Conference for 8TBS Programs Conference for 8TBS Membership Conference for 8TBS Nominations Conference for 8TBS Sisterhood and Spirit Chairs in Circle for 25TBS Ways and Means Conference for 15KKY Nominations Conference for 10KKY Jurisdiction/Finance Conference for 7

8-‐9:30 pm Setup for TBS Ritual students will set to their preference

9-‐10:30 pm Setup for KKY Ritual students will set to their preference

9:30-‐10:30 pm TBS Ritual students will set to their preference

9:30-‐10:30 pm TBS Member Candidate Workshop tbd-‐-‐flexible depending on activity

9-‐10:30 pm KKY Block Party (same as Poster Display) existing

10:30-‐11:30 pm TBS Caucussing5 to 10 rooms; can be same as committee meeting rooms


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10:30-‐11:30 pm KKY Member Candidate Workshop same as tbs member candidate workshop

10:30-‐11:30 pm KKY Ritual students will set to their preference

7 am to Midnight Office Wireless8 am-‐6 pm NCDIB Band Rehearsal Same as Friday

8 am to 11 pm Vendor DisplaysHarrison Pre-‐function & Convention A pre-‐function

20 tables around perimeter of Harrison Pre-‐function plus same tables outside Convention A as Friday

8-‐8:50 am Committee Meetings Same as day priorKKY Membership and Education Conference for 8TBS Vision Statement Conference for 8Joint: Convention Bidding Process & Site Selection Conference for 12KKY Programs/Communications Conference for 8TBS Ritual Conference for 8TBS Programs Conference for 8TBS Membership Conference for 8TBS Nominations Conference for 8TBS Sisterhood and Spirit Chairs in Circle for 25TBS Ways and Means Conference for 15KKY Nominations Conference for 10KKY Jurisdiction/Finance Conference for 7

9-‐9:50 am KKY Separate Session reset room like day prior


Meeting SpacesSaturday


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9-‐9:50 am TBS Separate Session reset room like day prior


10-‐10:50 am TBS Workshops I 4 Rooms Theatre seating for 80; room for A/V LCD, Screen

10-‐10:50 am KKY Workshops I 4 Rooms Theatre seating for 80; room for A/V LCD, Screen

10-‐11 am Setup for Guard Clinic open room, no furniture

10-‐11 am Setup for Reading BandConsider Using NCDIB rehearsal space

150 chairs arched toward 1 staging section

11 am-‐12:30 pm Guard Clinic open room, no furniture Sound for music

11 am-‐12:30 pm Reading BandConsider Using NCDIB rehearsal space

150 chairs arched toward 1 staging section

12:30-‐2 pm Break for lunch

12:30-‐2 pm Caucussing5 Rooms, can use committee rooms

2-‐2:50 pm Committee Meetings Same as 8 a.m. sessionKKY Membership and Education Conference for 8TBS Vision Statement Conference for 8Joint: Convention Bidding Process & Site Selection Conference for 12KKY Programs/Communications Conference for 8TBS Ritual Conference for 8TBS Programs Conference for 8TBS Membership Conference for 8TBS Nominations Conference for 8TBS Sisterhood and Spirit Chairs in Circle for 25TBS Ways and Means Conference for 15KKY Nominations Conference for 10


Page 5 5/9/12

KKY Jurisdiction/Finance Conference for 7

2-‐2:50 pm TBS Workshops II Same as 10 a.m. session Theatre seating for 80; room for A/V LCD, Screen

2-‐2:50 pm KKY Workshops II Same as 10 a.m. session Theatre seating for 80; room for A/V LCD, Screen

3-‐4 pm KKY Separate Session Convention A existing3-‐4 pm Caucussing same as 12:30 session

4-‐4:50 pm TBS Workshops IIIsame as 10 a.m. and 2 p.m. sessions

Theatre seating for 80; room for A/V LCD, Screen

4-‐4:50 pm KKY Workshops IIIsame as 10 a.m. and 2 p.m. sessions

Theatre seating for 80; room for A/V LCD, Screen

4-‐4:50 pm NCDAA MeetingSpace for approx 20 alumni to mingle

6:30-‐7:30 pm Concert

80 Chairs arched around staging section for conductor; ample space for percussion instruments; Theatre seating for 700 for audience

7:30 PM BanquetRounds for 700; stage at front of room with lectern; reserved signs on front 10 tables

Lectern Microphone, sound

9-‐11 pm Social Event tbd tbd

10 pm-‐12 midnight CaucussingSame as 12:30 and 3 p.m. sessions

Sunday

8-‐10:50 am KKY Separate Session same as day priorsame as day prior

8-‐10:50 am TBS Separate Session same as day priorsame as day prior

11 am-‐noon Joint Closing (theatre for 700 with delegate seating) existing existing12:30-‐2 pm KKY Officer Transition Meetings no space required1-‐2 pm TBS Officer Transition Meetings no space required2:00 PM Departure

Meeting Spaces


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Notes

Not required, but nice

Do not need to be secured if vendor storage is provided


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Must have exclusive privacy for the duration of Event for those not participating in ritual.


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Event for those not participating in ritual.Must have exclusive privacy for the duration of event.

Meeting Spaces


Page 9 5/9/12

Attendees on their own for lunch


Page 10 5/9/12

Host chapter to provide instruments and music stands

Meeting Spaces

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