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IA League Conference Bid for 2010 DU~~E ~ck~ 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. ^~/1t /' Mich'ael C. Van Milligen MCVM/rg Attachment Cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Randy Gehl, Public Information Officer _.J i5~~%duE ~~~ 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.