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Iowa League of Cities conference bid request ?-' ' ~ ' d~ iNiii IOWA LEAGUE °f CITIES January 16, 2007 Roy Buol Mayor Dubuque 50 W 13th Street Dubuque, IA 52001 Dear Roy: ~~ _,,~ The Iowa League of Cities (League) would like to invite your community to bid on the 2011 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 on March 27. Potential conference sites will be invited to make a brief presentation (1 S minutes) to this committee and answer questions regarding their community and facilities at this March 27 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 meeting. Thank you for your consideration and please contact me at (515) 244-7282 or caniejohnson~c~iowaleague.org if you have any questions. Completed RFPs are due to the League office by March 1, 2007. Sincerely, ~_, ; ~ ;~ t/ Carrie Johnson Conference Coordinator Enclosures Serving Iowa's cities since 1898 President Dee Vanderhoef Council Member, Iowa City Immediate Past President John W. Mardis Mayor, Evansdale President-elect Jim L. Fausett Mayor, Coralville Executive Director Thomas G. Bredeweg 317 SIXTH AVENUE o SUITE 800 o DES MOINES, IOWA 50309-4113 (515) 244-7282 o FAX (515) 244-0740 o WEB SITE: www.iowaleague.org Request for Proposals Iowa League of Cities Annual Conference & Exhibit The Iowa League of Cities is accepting proposals from cities interested in hosting our 2011 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 947 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 20-23, 2011 Lodging: A total of 600 rooms must be blocked Wednesday and Thursday nights for the Annual Conference and Exhibit. A smaller block of 40 rooms 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 overflow 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 head table of 25. Ten to twelve breakout rooms are required for simultaneous use. The rooms should accommodate 75-100 seated classroom style. Please include room capacity 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 a description of 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). Please describe how these general function spaces needs are met, particularly if they are met by combining breakout rooms or other means. 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 21 that can accommodate 150 players for a luncheon and shotgun start following the meal. Fun Run/Walk: A route must be available fora 5k/3.1 mile fun run/walk to take place on the morning of September 22 for approximately 75-100 participants. Please 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 & Exhibit being held in their city. The League will provide one complimentary exhibit space at the 2010 conference for the designated 2011 host city's use to promote the conference. Host city support in the RFP response must include fhe 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 2010 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 2010 conference to the 2011 meeting. • Minimum commitment by mayor to attend opening general session to welcome delegates to 2011 meeting. Other Incentives: Successful bidders have also provided incentives to include some of the following items. The League encourages partnering with nearby communities or other public or private organizations for the event. • Convention center and exhibition facilities at no charge-this is an important incentive for the bottom line of our event. • Other financial support • Identification of local entities that would contribute door prizes or provide gift bags for attendees • Assistance with a local sponsorship drive • Hosting a hospitality function. • Assistance identifying/procuring speakers • Transportation assistance • Assistance with audiovisual needs • Location assistance for offsite events • Access to local facilities for events (such as museums, theatre, etc.) at reduced rates. • Small gift or package for conference attendees highlighting local products Please include support information for proposed incentives. Proposals are due in the League office by March 1. Groups making proposals are invited to make a 15 minute presentation on March 27 to the conference site selection committee. The committee will also take this opportunity to ask questions about the proposed site. Those submitting proposals will be contacted and, should they want to make a presentation, given a time slot on March 27. If you have questions regarding the RFP or site selection process, please contact Carrie Johnson or carriejohnson(a~iowaleague.org at (515) 244-7282.