Convention Bidding Workshop · Directors meeting October 2015 •Shannon M. Watson, CMP, CAE...
Transcript of Convention Bidding Workshop · Directors meeting October 2015 •Shannon M. Watson, CMP, CAE...
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2016 ROTARY INTERNATIONAL CONVENTION
Convention Bidding Workshop
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INTRODUCTIONS
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• Mark Daniel Maloney, Chair, 2014 (Sydney) Convention Committee
• Guiller E. Tumangan, RI Director
• Andreas von Möller, 2019 (Hamburg) HOC Chair
• Shannon Watson, Director, Meetings and Events, Rotary International
TODAY’S PANELISTS
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STAKEHOLDER ROLES AND RESPONSIBILITIES
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STAKEHOLDER GROUPS
HOC
Secretariat
International Convention Committee
President-nominee
RI Board
Trustee Chair
Convention Promotion Committee
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BIDDING TIMELINE
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• July 2016 - Letter of interest
• September 2016 Board Meeting – RI Board receives list and selects up to 12
• October 2016 - RFP distributed per Board instructions
• March 2017 - Proposals from cities due
• May 2017 -Responses presented to the Board and finalists selected
TIMELINE
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• May – September 2017 – Site inspections of finalist cities
• October 2017 – Sites for 2023-2025 tentatively selected, subject to completion of essential negotiations
TIMELINE
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CRITICAL CRITERIA
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• Available on a first-option basis for RI • Fully constructed • Inclusive of appropriate furniture inventory • 24-hour access • Compact • Climate-controlled • Covered • Free Wi-Fi • Appropriate General Session and House of
Friendship capacities
CRITICAL CRITERIA - Venues
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• First option at suitable properties
• < 40% of total number of sleeping rooms available in the city
• Minimum peak night committable rooms:
–7,000 – Asia, Australia, Europe & North America
–5,600 –Africa & South America
CRITICAL CRITERIA – Hotel Room Block
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HOC ATTRIBUTES
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• Committed
• Connected
• Collaborative
• Organized
• Practical
HOC ATTRIBUTES
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• Committed
- you want it
- you are convinced
- you are focused
- you need extra-time
HOC ATTRIBUTES
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• Connected
- to decision-makers
- to professionals
- to your Rotarians in your district
- to Rotarians in your country
HOC ATTRIBUTES
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• Collaborative
- team of experts
- clear who does what
- always easy access
- not process- but aim-oriented
HOC ATTRIBUTES
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• Practical
- react to changes, open to improvise
- listen to advice and good examples
- have all modern tools at hand
- be better under time-pressure
HOC ATTRIBUTES
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• Organized
- leadership
- open door-feeling
- decision-orientation
- kiss-principle
HOC ATTRIBUTES
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OCTOBER 2015 BOARD DECISIONS
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Attendees • Amended the Code of Policies to permit the Board to
authorize categories of non-Rotarian attendees and to permit the HOC to invite non-Rotarians to visit the House of Friendship at a reduced registration fee or no fee, with approval from the President.
New Event • Requests the General Secretary to conduct a feasibility
study of hosting a new, revenue-generating event for Rotarians and non-Rotarians, focused on service in conjunction with the convention.
DECISIONS- Non-Rotarian Attendance
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Convention Attendance Assumptions
• 25,000 for Asia
• 17,000 for Europe, North America & Australia
• 14,000 for South America
• 10,000 for Africa
• International Convention Committee to establish marketing goal
DECISIONS: Attendance Figures
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• 7 years
• No other city in the country meets the critical criteria
• Implementation procedure in process
DECISIONS- Alternative convention sites
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• Serve as a welcoming committee
• Recruit and manage a volunteer force
• Promote the convention to host districts
• Liaise between key local contacts and RI
• Identify potential sponsors
DECISIONS- HOC Responsibilities Focused in 2023 and the Future
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• Organizing signature ticketed events
• Promoting the Convention at the International Assembly
• Promoting the Convention at the prior Convention
• Funding the venue
DECISIONS: Responsibilities Shifted from HOC to RI
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QUESTIONS AND ANSWERS
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• Available Now:
• Timeline and Critical Criteria document
• Excerpt from Minutes of the Board of Directors meeting October 2015
• Shannon M. Watson, CMP, CAE [email protected] +1 847 866 3032
• Coming October 2016
– The Manual on Conventions
– 2023-2025 RFP for International Conventions
RESOURCES
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