IA League Conference Bid for 2010
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MEMORANDUM
January 25, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Bid for 2010 Iowa League of Cities Annual Conference & Exhibit
The City of Dubuque and Dubuque Area Convention and Visitors Bureau have received
bid information to serve as host city of the 2010 Iowa League of Cities Annual
Conference & Exhibit in September 2010.
I respectfully request that the City Council approve submitting a bid to the Iowa League
of Cities, including a letter of support, to host the annual conference during September
2010; approve budgeting $8,500 for the expenses associated with sponsoring the
conference; and appoint a City Council member to serve as the City of Dubuque's
representative in planning the conference. The Council Member will be assisted by
Public Information Officer Randy Gehl.
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Mich'ael C. Van Milligen
MCVM/rg
Attachment
Cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Randy Gehl, Public Information Officer
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MEMORANDUM
January 25, 2006
TO:
Michael Van Milligen, City Manager
FROM:
Randy Gehl, Public Information Officer
SUBJECT: Bid for 2010 Iowa League of Cities Annual Conference & Exhibit
The Iowa League of Cities has invited the City of Dubuque and the Convention and Visitors
Bureau to bid on hosting the 2010 Iowa League of Cities Annual Conference & Exhibit,
scheduled for September 21-24,2010. Dubuque has hosted this event in 1994 and 2000 and
will do so again in 2007.
Host city support in the bid must include:
. A letter of support signed by the Mayor and/or City Council
. A designated individual with direct access to the chief executive officer to serve as the
liaison with the League in planning conference and host city activities that will also
attend the 2009 League conference to better understand the event.
. A host city information table at the convention facility (Thursday only).
. Suggestions for spouse programs.
. 10-12 individuals to assist League staff with various aspects of the conference (i.e.
ticket takers, workshop monitors, registration assistance) if needed.
. Commitment by either Mayor or Council Member(s) to invite attendees at the 2009
conference to the 2010 meeting.
. Minimum commitment by Mayor to attending opening general session to welcome
delegates to the 2010
Other suggested incentives include:
. Financial support
. Identification of local entities that would contribute door prizes or provide gift bags for
attendees
. Assistance with local sponsorship drive
. Convention center and exhibition facilities at no charge
. Hosting a hospitality function
. Assistance identifying/procuring speakers
. Transportation assistance
. Assistance with audiovisual needs
. Location assistance for offsite events
The bid submitted for the 2007 event included a budget of $8,400 for expenses associated
with hosting the conference. If the City Council approves submitting a bid for the 2010
conference and appoints a City Council member to serve as the City of Dubuque's
representative in planning the conference, I can provide assistance and will work with the
Convention and Visitors Bureau to prepare the bid. Proposals are due in the League office
by February 22, 2006.
Enclosure
~~~
IOWA
LEAGUE
Qf CITIES
January 18, 2006
Roy Buol
Mayor
Dubuque
50 W 13th Street
Dubuque, ]A 5200 I
Dear Roy:
The Iowa League of Cities (League) would like to invite your community to bid on the 2010 Iowa
League of Cities Annual Conference & Exhibit. Attached to this letter is a copy of the Request for
Proposal (RFP), which elaborates the details and requirements for the event. This invitation has been
sent to both the mayor and Convention and Visitor's Bureau for your community.
The RFPs will be reviewed and discussed by a committee of elected and appointed city officials
selected by the League Executive Board. This committee will meet in late March. Potential
conference sites may be selected to make a presentation to this committee and answer questions
regarding their community and facilities at their March committee meeting. This committee will then
make a recommendation to the League Executive Board for approval at their April meeting. All
bidders will be notified of the decision by mail following this April board meetmg.
Thank you for your consideration and please contact me at (515) 244-7282 or
carrieiohnson(iiJ,iowaleague.org if you have any questions. Completed RFPs are due to the League
office by February 22,2006.
Sincerely
//
Carrie Johnson
Conference Coord' a
CJ:ew
Enclosures
317 SIXTH AVENUE 0 SUITE 800 0 DES MOINES, IOWA 50309-4113
(515) 244-7282 0 FAX (51S) 244-0740 0 WEB SITE: www.iowoleogue.org
Serving lowo's cities
since 1898
President
JohnW Mardis
Mayor, Evansdale
Immediate
Pas! President
Paul Pate
Moyor,
Cer;lor Rapids
Executive Director
Thomas G Bredeweg
Request for Proposals
Iowa League of Cities
Annual Conference & Exhibit
The Iowa League of Cities is accepting proposals from cities interested in hosting our 2010
Annual Conference & Exhibit. Facilities are chosen primarily by competitive bidding using the
guidelines below. Proposals are reviewed by a conference committee with final site selection
determined by the League's Executive Board. The host city for the League's Annual Conference
& Exhibit is open to bidding to cities that are members in good standing. All conference facilities
must be ADA compliant.
Background:
The Iowa League of Cities is a private, not-for-profit service organization of Iowa's 948 cities.
Attendees are elected and appointed city officials, state government representatives and
vendors. The League holds it's Annual Conference & Exhibit in the fall with exhibit hall set-up on
Tuesday, preliminary events on Wednesday and workshops and general assemblies held on
Thursday and Friday.
PREFERRED DATES: September 21-24,2010
Lodging:
A total of 600 rooms must be blocked Wednesday and Thursday nights for the Annual
Conference and Exhibit. A smaller block will be needed on Tuesday night. It is preferred that a
majority of the room block be within walking distance of the conference facility. Room
requirements include the need for three suites in the headquarters hotel. The headquarters
hotel should also offer courtesy airport pick-up and delivery for conference VIP's. Please
provide the following information.
· Maximum number of rooms that can be blocked in each hotel included in the
proposal.
· Rates for the rooms based on current year with an indication of approximate per
year increase.
. Complimentary room policy.
· Location of hotels in relation to the proposed conference headquarters.
· Check-in and check-out times and policies.
· Availability of parking and rates, if applicable.
· Availability of shuttle service from overflol/'f' properties to conference facility.
. Proposed method of managing room blocks.
Meeting Rooms:
The largest meeting room should accommodate at least 700 people at banquet rounds with
space for a headtable of 25. Ten to twelve breakout rooms are required for simultaneous use.
The rooms should accommodate 75-100 seated classroom style. Please include room
descriptions, floor plans, audio-visual equipment arrangements, Internet connectivity and rental
cost, and meeting room rental costs.
Exhibit Space:
An exhibition hall that can accommodate 150 - 10' x 10' booths in contiguous space is required.
Adequate access for large delivery vans is necessary. Electrical hookups and internet
connectivity required. Proposals should include floor surface, size of room, possible floor plans
for booths, colors of available pipe and drape and costs. Please include decorating fees per
booth and whether arrangements are secured through the conference property or an
independent contractor. Please describe any fee or surcharge for the use of external
contractors. Please quote costs for each booth equipped with an 8 foot skirted table, two chairs,
wastebasket and sign and costs for electric and internet connections. Please describe any
catering restrictions or requirements. Information regarding the exhibit hall set up process, such
as load-in and load-out and availability of equipment such as ladders and forklifts for exhibitors
should be included as well.
Meal Functions:
Meal functions vary with conference format; however, most often there is one reception event
(attendance 800-1,000), one banquet function (attendance 800), one lunch (attendance 800)
and two breakfasts (or one breakfast and a brunch). Proposals should include available
facilities, current menus with prices and catering policies. Facilities must be able to guarantee
meal prices six months in advance of the conference.
Transportation and Parking:
Adequate parking must be available for all delegates. Location of parking facilities, number of
spaces available and rates must be included. We will need bus, shuttle or other transportation
arrangements between the hotel and off-site functions held in conjunction with the conference.
Please include a list of potential vendors, capabilities and costs. All transportation must be ADA
compliant.
Golf Outing:
A golf course must be available on September 22 that can accommodate 150 players for a
luncheon and shotgun start following the meal.
Fun Run/Walk:
A route must be available for a 5k/3.1 mile fun run/walk to take place on the morning of
September 23 for approximately 75-100 participants. Ple9se provide course suggestions along
with information regarding local parties willing to help organize and staff the event (local running
club, city parks and recreation staff, etc.)
City Support:
The mayor and city council of the proposed site must be supportive of the League's annual
conference and exhibit being held in their city. The League will provide one complimentary
exhibit space at the 2009 conference for the designated 2010 host city's use to promote the
conference. Host city support in the RFP response must include the following:
. A letter of support signed by the mayor and/or city council.
. A designated individual with direct access to the chief executive officer to serve
as the liaison with the League in planning conference and host city activities that
will also attend the 2009 League conference to better understand the event.
. A host city information table at the convention facility (Thursday only).
. Suggestions for spouse programs.
. Ten to twelve individuals to assist League staff with various aspects of the
conference (i.e., ticket takers, workshop monitors, registration assistance) if
needed.
. Commitment by either mayor or council member(s) to invite attendees at the
2009 conference to the 2010 meeting.
. Minimum commitment by mayor to attend opening general session to welcome
delegates to 2010 meeting.
Other Incentives:
Successful bidders have also provided incentives to include some of the following items. The
League encourages partnering with nearby communicates or other public or private
organizations for the event.
. Financial support
. Identification of local entities that would contribute door prizes or provide gift bags for
attendees
. Assistance with a local sponsorship drive
. Convention center and exhibition facilities at no charge
. Hosting a hospitality function.
. Assistance identifying/procuring speakers
. Transportation assistance
. Assistance with audiovisual needs
. Location assistance for offsite events
Please include support information for proposed incentives.
Proposals are due in the League office by February 22. If you have questions regarding the
RFP or site selection process, please contact Carrie Johnson at
(515) 244-7282.