PROCEDURE FOR SUBMISSION OF BIDS

The purpose of this procedure is to clearly define how, when, and to whom a bid will be submitted; the material and information that should accompany the bid and the conditions which govern the selection of the host city for a National Square Dance Convention®.

The National Executive Committee desires to emphasize its deep-rooted conviction in the worth of the National Square Dance Convention® and to point out to all concerned that serious and careful consideration should be given to the submission of a bid. Pre-bid thought and planning is an indication of the ability of the Proposed General Chairman, Bid Committee, Sponsoring Organization, and Bidding City, to successfully carry out and enrich the traditions of the Convention.

It must be foremost in our minds that the Convention is basically for square dancing and its related activities. The Convention must be planned and staged primarily for the enjoyment and education of square dancers, for the exchange of ideas and material among square dance leaders and callers from all areas of the world, and to establish a closer feeling of fellowship among all participants.

Requests for information and assistance, in consideration and preparation of a bid, and the formal bid for a forthcoming Convention, should be submitted to the President of the National Executive Committee. However, any member of the National Executive Committee may be contacted directly for information. The assigned National Executive Committee Advisor(s)/representative(s) will assist their responsible area organizations in the development of a bid.

Intention to submit a bid must be declared as early as possible to allow sufficient time for the assigned Area Advisor(s) of the National Executive Committee to plan an exploratory visit to the city, examine the proposed facilities and meet with the planning committee of the sponsoring organization and the City Officials. The National Executive Committee President and the assigned Area Advisor(s) must be informed of the proposed time and arrangements for such visits as far in advance as possible. A minimum of two meetings, with the bidding city and officers of the sponsoring organization, is required within the year immediately prior to submitting the bid. The bidding city is required to assume travel expenses, either by air coach or mileage at the Internal Revenue Service allowable deduction rate, provide hotel/motel accommodations and meals for up to four members of the National Executive Committee.

Bids must be submitted and received no later than 90 days prior to the opening date of the current year's Convention for bids to be considered for the fourth year following the current Convention. A copy of the Bid Book must be forwarded to each National Executive Committee member/couple. These bids will be acted upon by the National Executive Committee and awarded during the Closing Ceremony at the current year’s Convention. In the event a Convention is not awarded in any year, bids will be encouraged and may be submitted and acted on at the discretion of the National Executive Committee.

A bid must be submitted and received and the Convention sponsored by a recognized active square dancers’ organization, preferably with past experience in the planning and staging of successful state or area square dance conventions, festivals, or jamborees. The bid must be signed by a minimum of three principal officers of the sponsoring organization, one of whom must be the presiding officer, and one the secretary, as well as the proposed hosting Convention and Visitors Bureau (CVB) President or equivalent CVB authority position.

The sponsoring organization must include pledges of support from square dance organizations and various civic organizations, which could include the Convention and Visitors Bureau, the Chamber of Commerce, Parks and Recreation Department, City and State Officials, Hotel/Motel and Restaurant Associations. The bid must include a general outline of eating and housing facilities with the rates of hotel/motel accommodations. Hotel/Motel Associations will agree to maintain their standard current rates during the Convention, in accordance with the rates furnished to the Convention 18 months prior to Convention time.

The sponsoring organization must elect or appoint, as the proposed General Chairman, an active square dance couple and not an active square dance caller, round dance cuer, or dance instructor. The sponsoring organization agrees to assume the cost of expenses of their proposed General Chairman to all meetings as scheduled with the National Executive Committee, subsequent to their election or appointment and award of the bid. In order to insure the continuity of conduct and success of each year’s Convention these meetings are scheduled during each Convention and Pre-Convention. Additional meetings may be scheduled if necessary.

The name and general information of the proposed General Chairman must be submitted with the bid. Serious consideration must be given to the choice of such proposed General Chairman for executive and/or managerial capabilities based on experience, acceptance of such responsibilities inherent in this undertaking, and recognition of time demands. It is only fair to point out the National Executive Committee will give additional consideration to site selection on the basis of future National Executive Committee membership potential. The public bid presentation is limited to 20 minutes in length, followed by 10 minutes of questions by the National Executive Committee, on Friday morning of the annual Convention followed by a private session Friday afternoon. The proposed General Chairman, city officials, and sponsoring organization officers must be present at both public and private bid presentations to the National Executive Committee.

A detailed outline of the available Convention facilities indicating location and suitability to square dancing, i.e. acoustics, type of floors, meeting rooms, booth space, etc. and accessibility to other facilities such as hotels, motels, restaurants, and shopping districts must be submitted.

A written commitment/proposal for contract must be secured as to dates and complete costs, signed by the responsible designated authority, prior to submission of bid. The bid must include: general information relative to geographical location, accessibility by air/land, estimated number of square dancers in the surrounding area, and years of active participation in square dancing.

The bidding city, if successful, will agree to support and have their Pre-Registration and Registration form and Convention information inserted in the National Squares magazine.

The Convention must be planned and scheduled to start on the Wednesday, before the fourth Thursday of June, for a four-consecutive-day period. The bid must so indicate as to availability of required facilities.

GUIDELINES FOR ANY ORGANIZATION OF SQUARE DANCE CLUBS INTERESTED IN BIDDING FOR A NATIONAL SQUARE DANCE CONVENTION®

From the first (1952) National Square Dance Convention, the National Executive Committee has tried to take the National Square Dance Conventions® to all geographical areas of the country, trying to bring the National Square Dance Convention® to a city within an easy day's drive of every square dancer's home at some time during their square dancing career.

There are many cities with new convention facilities already completed or under construction so the planning for future conventions can begin several years ahead.

Most convention centers are scheduled for four or more years in advance and this requires the National Square Dance Convention® be planned accordingly.

Who May Bid?Any organized association or federation of square and round dance clubs may bid for the opportunity to host a National Square Dance Convention®. Those organizations with experience in putting on conventions, or large festivals in their area, would have a better chance for consideration.

What Are The Requirements for A Proposed General Chairman?

The National Executive Committee is made up of former General Chairmen of National Square Dance Conventions®. The proposed General Chairman must have proven ability to organize and lead working committees and is expected to add leadership to the National Executive Committee.

The married couple chosen as prospective General Chairman should be recognized and accepted as leaders in the square dance community. They must be receptive to seeking advice and considering suggestions offered by the National Executive Committee and their Area Advisors. They must be able to devote the time for the four-year planning of a National Square Dance Convention® and be willing to work after their Convention is over, as a member of the National Executive Committee, helping plan and supervise other Conventions.

During all four years after the award of the National Square Dance Convention®, and especially during the Convention year, the General Chairman will probably spend as much time on Convention activities as on their jobs. After the Convention, while serving as members of the National Executive Committee, they will find themselves spending a minimum of a full day or two a month, as well as a week at Convention and Pre-Convention meetings, where planning is done for future Conventions (25 to 40 days or more per year).

How Many People Will Be Needed?

Organizations planning to bid for a National Square Dance Convention® should understand they are accepting a responsibility requiring more than a hundred, and up to two hundred couples, willing to work very hard for two to three years. Up to a thousand or more couples, willing to give up a few hours of their dancing time at the Convention to help in such areas as Hospitality, Information,

Security, etc. will be needed. The members of a host organization do very little dancing at their Convention.

What Attendance May Be Expected?

The host organization must be able to negotiate acceptable terms with the Convention Center, Convention and Visitors Bureau, the Hotel/Motel Association, and civic authorities for hosting a total attendance of 7,000 to 14,000 dancers. A National Square Dance Convention’s® figures represent actual number of paid registrations.

What Facilities Are Required?

As a minimum the following facilities are required: 100,000/200,000 square feet of floor space capable of being divided into 10 to 15 dance halls, space for 15 to 20 meeting rooms ranging in size from a seating capacity of 25 to 150 persons, an area for approximately 135 to 175 Vendor Booths (10’x10’x10’), seating for several thousand persons (for Special Ceremonies, Fashion Show, Exhibitions, Bid Session, Showcase, etc.), and approximately 12 to 15 small miscellaneous type rooms (for Security, Hospitality, First Aid, Check-in, Dressing Rooms, Staging, etc.). See Complimentary Room Contract, for Pre-Convention Meeting facilities, Page 27, Section A. 1., Item c. under, “For Officers of Hosting National Square Dance Convention®.”

How Many Hotel/Motel Rooms Are Needed?

The number of rooms used will be equal to about 25 percent of the total attendance at the Convention. For example: a 7,000 Convention attendance will use about 1,750 rooms; a 14,000 Convention attendance will use about 3,500 rooms. Most dancers will need housing for four nights. An 8,000 Convention attendance can require up to 8,000 room nights. In discussions with convention bureaus or hotel/motel associations before making a bid, the statistics from the most recent Conventions should be considered.

All arrangements for rooms need to be firm before bidding. Meet with the Convention and Visitors Bureau and reach an agreement in writing of what assistance can be expected for both Convention and Pre-Convention. This written understanding should be obtained before the award of the bid. These firm commitments are needed when Pre-Convention and Convention times arrive.

Are Recreational Vehicle Facilities Needed?

Facilities for recreational vehicles (RVs), tents, etc. will be required. The number of RV spaces will depend on the geographical location of the hosting city. Approximately 200 - 300 spaces should be considered.
 

Why Should An Organization Bid For A Convention?

The National Square Dance Convention® is not a festival. It includes panels, clinics, seminars, workshops and other educational features for dancers, club leaders, callers and teachers. They will learn more about dancers in the area, discover hidden talent, and find many leaders for future needs. The organization will have an opportunity to invite square dancers from around the world to share the city, dancing, community, and hospitality.

Summary of Facilities and Personnel Needed

A convention center with the minimum as follows:

• 100,000/200,000 square feet of floor space, accommodating 10/15 dance halls

• Space for 15 to 20 meeting rooms seating 25 to 150 persons (for Educational Panels, Seminars, etc.)

• Space for 12 to 15 miscellaneous rooms for Security, Hospitality, First Aid, Check-in, Dressing Rooms, Staging, etc.)

• An arena, auditorium or theater-type seating accommodating several thousand persons (Special Ceremonies, Fashion Show, Exhibitions, Bid Session, etc.)

• Area for approximately 135 to 175 Vendor Booths (10’x 10’ x 10’)

• Adequate hotel/motel rooms and recreational vehicle spaces within reasonable distance

• A qualified General Chairman married couple

• A Convention and Visitors Bureau to help obtain facilities and support the National Square Dance Convention® until its completion

• Cooperation of city officials, hotel/motel associations and local food service facilities

How Does An Organization Bid For A National Convention?

Contact any one of the National Executive Committee members who will notify the Advisor for your area. The intent can also be stated at the Bid Session during the National Square Dance Convention®. The Bid Session is held on Friday morning and should be attended by officers of the square dance organization, and as many dancers from the area, that is contemplating making a bid.

New sites are encouraged. The officers of a square dance organization should not feel hesitant about requesting information. Full information will be provided and a meeting will be arranged when convenient for all parties.

The National Executive Committee has assigned one of its members/couples to act as Advisor in each of over fourteen geographical areas of the country. Up to four National Executive Committee members will visit your city to ascertain the capability of hosting a National Square Dance Convention®.

After evaluating the capabilities of the city, and the host organization, the Advisors will inform them whether or not they meet the requirements to host a National Square Dance Convention®.

If the organization decides to proceed with a bid, the National Executive Committee Advisors will make available to the organization a copy of the Guidelines, a Convention Program Book, and at least one successful Bid Book.

The Advisors will meet with the City Officials, Bid Committee and organization’s leaders for a second meeting approximately 60 days before the Bid Book is due to be mailed. The Bid Book must be received by each member/couple of the National Executive Committee 90 days prior to the Convention at which their bid will be presented. The purpose of the second meeting is to review and finalize the progress of the Bid Book and to review plans for the presentation to be made at the Bid Session. Should any additional meetings be necessary, the time frame will be arranged between the Area Advisors, Bid Committee, and Convention and Visitors Bureau (CVB). The National Executive Committee President must approve the Area Advisors involvement.

These two or more visits of the three/four National Executive Committee Advisors to your city are at the expense of the bidding city or the sponsoring organization. These expenses include transportation, meals and lodging.