SITE SELECTION CHAIRMAN

Convention Process

Duties:

ó Collect and analyze bids from clubs and cities that wish to host a convention.

ó Present a report to the Board of Directors for their vote on the next site.

Guidelines for clubs:

ó Start early.  Bids are submitted 3 1/2 years prior to a convention.

ó Be sure to have the support of all area clubs.

ó Enlist your local Convention and Visitors Bureau.  They can provide much information and help that you will need.

ó Plan to involve the community.  Get donations of money, transportation services, tote bags and fillers, etc…

ó Seek the support of voting members of the TFRW Board.  Let them know how committed your club is.

ó Submit a complete bid package, including facilities, room rates, airlines, optional tours, opening night party suggestions, etc…  The PROPOSAL FORM can be found in the FORMS SECTION of the 2008-2009 TFRW Handbook.

ó Talk to the hotels about best room rates, complimentary rooms and suites.

ó Do not try to do this alone!  Make sure you have community support, and let the Board know how much there is.

ó Incorporate all the good things you remember from past conventions and eliminate the not so good.

ó Have fun with this!  You‘ll create lasting memories for yourself and others.

Site Selection Policy Guidelines

ó All bidding cities shall be evaluated by the Board under the same parameters.

ó The size of the Site Selection Committee shall consist of five (5) members of the Board, appointed or approved by the President.

ó The proposal form shall serve as the first phase of the selection process to determine appropriate cities for site visits.  After collecting proposals and making site visits, the committee will recommend to the President, those cities which should be invited to make a     presentation for Board consideration.

ó The selection process should begin 3 ½ years prior to the approximate date of the convention, and the selection should be finalized 3 years prior thereto, subject to fiscal review as to the actual prices being consistent with bids.

ó Local members of TFRW clubs should be consulted as to their interest and commitment in addition to convention business interests.

ó Due to the growth of TFRW, and the large number of members who wish to attend, it is recommended that conventions be held in convention centers, or in hotels with large enough ballrooms to seat business sessions, meal functions and vendors in separate rooms.

ó Easy travel access from all areas of the state shall be given major consideration by the Site Selection Committee.

ó If the convention is to be held in a convention center, the city selected shall be required to designate a headquarters hotel at the time of selection.

ó Prior to the vote, all bidding cities should be given adequate opportunity to host an event for the Board, promoting their bid, at the location where the vote will be taken.

ó The Policy Guidelines and Proposal Forms should be included in the TFRW Handbook and updated regularly by the Site Selection Committee.

ó A copy of the Convention Contract shall be on file at the TFRW Headquarters, approved and signed by the TFRW President and Convention Chairman.