Thelma Marian
J. DONOVAN JACKSON DON MILES
JOHN D. MORTON, SR., Chairman
EXHIBIT A
Exhibit A of the Report of the Board Committee on Communications and Education, "Proposed Seattle Quotas," is now Exhibit i/:11 of the May 12-17, 1987, Minutes.
EXHIBIT B PROPOSAL GUIDELINES
FOR CITIES SEEKING TO HOST A KIWANIS INTERNATIONAL CONVENTION
The preparation of a formal bid book is a very time-consuming effort.
Reviewing the detailed information in these books and assessing the logistics of the proposal also are time-consuming; therefore, we urge all Convention and Visitors Bureaus to be certain that they understand our requirements before submitting a proposal.
All bid information, including hotel and convention center facilities, is to be prepared through the bidding city's Convention and Visitors Bureau. During the initial bid process, NO INDIVIDUAL HOTEL OR ATT~CTION IS . TO SEND PROPOSALS DIRECTLY TO THE KIWANIS INTERNATIONAL CONVENTION DEPARTMENT!· Similarly, during the initial bidding process, no hotel or attraction should call the Kiwanis International Convention Department for information. The Convention and Visitors B·ureau is to handle the coordination of the bid package.
The Convention and Visitors Bureau should prepare five (5) complete bid books with dividers to include the following sections:
BIDDING DATES:
1) Official_proposal and letters of support 2) Convention center space/availability 3) Proposed hotel package
4) Potential VIP Headquarter Hotel suggestions 5) Transportation information
6) Suggested tours/attractions 7) Restaurant information
8) Convention and Visitors Bureau assistance
To facilitate the preparation of the bid books, we ar.e providing you with our specific requirements in each of the above-mentioned areas.
- IMPORTANT NOTE: Kiwanis International reserves the right to select any city, regardless of location, convention center facilities, or hotel accommodations. Special consideration will be given to non North American cities interested in hosting our convention, and to North American cities whose overall attractiveness outweighs any other shortcomings that may exist.
GENERAL INFORMATION
Founded in 1915, Kiwanis International is one of the world's largest non-profit services organizations, boasting 8,229 clubs and 309,788 members around the world. Our convention, held annually in the latter part of June, attracts some 15,000 delegates, spouses, and children for an average stay of four days.
The purpose of our International Convention is threefold: education, elections, and fellowship. Our meetings, forums, workshops, and exhibits are educational tools used to develop the skills and leadership abilities of new club and district officers, and offer members a chance to exchange ideas. Our delegate sessions and business meetings are conducted to elect · new International Officers and to vote on the important issues facing our organization. Our general sessions bring all Kiwanians and their families together for fellowship and inspiration.
Our official opening ceremonies (general session) take place on Sunday, but many attendees arrive on Saturday to visit the exhibit hall and to obtain their registration materials o Sim-ilarly, because our . closing session is held on Wednesday evening, most attendees remain in the convention city until Thursday morning.
Kiwanis International encourages any city planning to submit an official proposal to host our convention to contact other Convention and Visitors Bureaus that have hosted a Kiwanis International Convention. For your convenience, we are·providing information on our past history (see Exhibit A), as well as a cop_y of our most recent convention program (enclosure).
For your general information, Kiwanis International has its own Housing Office and we do not utilize the housing services of the Convention and Visitors Bureau. Kiwanis International prepares a convention registr~~ion and housing form which is mailed to all Kiwanis clubs around the world (and is subsequently reproduced in our Kiwanis magazine)c This form is completed by the Kiwanian. and returned to our office for processing. It includes information on arrival/departure and room type, and the information is entered into our computer and reprinted onto our reservations cards. · We mail our reservations to the hotels on a weekly basis.
Kiwanis International pre-assigns its districts (a district being one or more states) into hotels., and district assignments are listed on the back of the registration form; therefore, every Kiwanis International hotel in the convention city becomes a headquarter hotel to one or more districts, since everyone registering from a given district is automatically assigned into his district hotel. One major hotel is designated as the VIP headquarter hotel because it will house Kiwanis International's Board of Trustees, Past International Officers, and other VIP personnel. Additionally, the hotel designated to house our VIPs will be the site of several important meetings and meal functions prior to and during the Int~rnational Convention.
SECTION ONE
OFFICIAL PROPOSAL AND LETTERS OF SUPPORT
The Convention and Visitors Bureau of the bidding city should prepare a formal letter of invitation to Kiwanis International to hold its annual convention in said city. This letter of invitation should be supported by letters of invitation from city and state government officials. These letters should include, but not be limited to, invitations from the host city's mayor, the host state's governor, and other state and/or local officials. Letters of support from local corporations may be included in this section.
In addition to these letters of invitation from the Convention and Visitors Bureau and city/state government, the Bureau should gather and included, in this section of the proposal, letters of support from the involved:
1) Kiwanis District Current District Governor and District Secretary (man~tory), as well as other past district officers
(optional).
2) Kiwanis Divisions - Current Lt. Governors in area divisions (mandatory), as well as past Lt. Governors (optional).
3) Kiwanis Clubs - Current club presidents of clubs in and around the bidding city, as well as club secretaries and supportive members. of the clubs (optional).
IMPORTANT NOTE: No city will be considered as a potential site for a Kiwanis International Convention if the appropriate letters of support from area Kiwanians (as noted above) are not included in the official bid proposal.
SECTION
TWO
CONVENTION CENTER SPACE AND FACILITIES
Although our preferred dates are the third or fourth week in June (Sunday to Wednesday pattern), we will consider alternate sets of dates if all other elements of the proposal are in ordero
Exhibit Hall and Meeting Room/Forum Requirements
A minimum of 70,000 square feet (preferably 100,000 square feet) of column free exhibit space will be required for non-commercial exhibits.
MOVE IN DATES:
SHOW DATES:
MOVE OUT DATES:
Tuesday - Friday Saturday - Wednesday Thursday
Space is required for a minimum of 18 individual . meetings or forums per day from Sunday through Thursday.
If
this amount of exhibit hall/meeting room space does not exhist, Kiwanis International may consider altering its program to reduce overall usage of space or to utilize other proposed alternatives.Arena or Proposed General Sessions Location Requirements
Seating · ca-pacity for our General Sessions should not be less than a total of 10,000 seats in front of a 40' X 60' stage. A maximum of 2,500 of these 10,000 seats should be on the floor level. The remaining seats should be either an arena format- or telescopic seating. Location of the general sessions preferably should be column free. Cities unable - to meet these requirements should offer alternate · facili.ties for our
consideration ..
MOVE
IN
DATES:SHOW DATES:
MOVE OUT DATES:
Wednesday - Friday Sunday - Wednesday Thursday
NOTE: Saturday is a rehearsal date.
Auditorium/Music Hall Requirements
An auditorium or music hall with a m1.n1.mum of 1,500 (preferably 3,000) individual auditorium seats is needed and will be used from Sunday to Thursday. If no auditorium exists, an alternate facility may be considered and/or changes to our traditional program may be made.
Office Space Requirements
Two meeting rooms, approximately 800 square feet each, are required · beginning three weeks prior to the opening session. One of these rooms will house the convention department staff offices and the other will serve as an area for our registration packets (and personnel).-:. One additional meeting room, a minimum of 1,200 square feet, is required beginning eight to ten days prior to the opening session for the remainder of our staff personnel.
THE ABOVE-MENTIONED CONVENTION FACILITIES MUST BE AT NO CHARGE TO KIWANIS INTERNATIONAL. ALL FACILITIES MUST BE AIR-CONDITIONED, INCLUDING MOVE-IN AND MOVE-OUT DATES, AND NORMAL HEAT, LIGHT, POWER, AND CLEAN UP MUST BE PROVIDED. IT· IS FURTHER. REQUIRED AND UNDERSTOOD THAT THE FIRST ROOM SET-UP OF ALL FACILITIES (WITH THE. EXCEPTION OF OUR MAIN STAGE AREA) WILL BE ON A COMPLIMENTARY BASIS. ADDITIONAL ROOM SET-UP CHANGES WOULD BE A COST ITEM, PROVIDED NO FOOD AND BEVERAGE FUNCTIONS ARE BE.ING PLACED IN THE RE-SET ROOM.
SECTION THREE OVERALL HOTEL PACKAGE
The Convention·and Visitors Bureau will recommend an overall hotel package to Kiwanis International in the bid book. Hotels should block tentative space for Kiwanis International based on the following sleeping room flow pattern:
FRIDAY SATURDAY SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
5% 70% 100% 100% 1001. 901. 51. OUT
The Bureau should prepare a list of not more than thirty-five (35) hotel properties offering us a minimum of 6500 hotel rooms. The size of this original block will be reassessed on a yearly b_asis, and will increase or decrease accordingly. Of the 6500 rooms, a minimum of 3,000 should be within three (3) miles of the proposed convention facilities. Special allowances . to these requirements may be made
if
a city has other attractive elements in their proposal.With the exception of overflow properties ( less than 100 rooms), all hotels included in the listing must have in-house restaurant service (breakfast, lunch, and dinner), a ballroo~ to accommodate one or more district dinners, and meeting space for one or more district caucuses (e.g~, a hotel committing 300 rooms should be able to accommodate 200-600 people in their ballroom).
Listed with each hotel name should ·be the following information about the hot'el:
1) Total rooms in house
2) Number of rooms tentatively blocked for Kiwanis International 3) Distance of hotel from convention facilities
4) Banquet/ballroom capacity 5) Age of hotel
6) Recent renovation information
7) Rate that would be offered to Kiwanis International if our convention were held this year (in the bidding year)
(Attached as EXHIBIT B are our format guideline~ for the above information o)
The Convention and Visitors Bureau should include in this sec~ion a city map which indicates the exact location of each hotel in relation to the convention facilities.
Only hotels that have accepted our housing agreement (attached EXHIBIT C) are to be included in the bid proposal.
SECTION FOUR
CRIT.ERU FOR SELECTION OF VIP BEApQUARTER HOTEL
Based on· the following requirements, the Convention and Visitors Bureau will make suggestions to Kiwanis International for a "VIP Headquarter Hotel.
1) .· Except under unusual circumstances, only hotels within walking distance o-f the convention facilities will be considered as potential VIP Headquarter Hotels.
2) Only p_roperties with a. minimum of 500 first-class sleeping rooms and suites, blocked exclusively for Kiwanis International, will be .considered. The hotels suggested as VIP Headquarter Hotels should utilize
the following sleeping room flow chart to tentatively block space:
.WEDS.