2018 NACW Annual Conference
Call for Intent to Bid Proposals
Call for Intent to Bid
The National Association of Commissions for Women (NACW) is seeking Bid Proposals for the 2018
Annual NACW Conference and Business Meeting.
During the course of almost 40 years, NACW members have traveled to exciting venues and enjoyed productive and informative conferences. If your Commission is interested in serving as the Host Commission for 2018, please read the following instructions and complete the necessary requirements.
Submit a Letter of Intent Bid to host the 2018 conference by sending an email to NACW at email@example.com by February 15, 2017. All potential Host Commissions submitting an email indicating interest to host a conference will receive the NACW Conference and Business Meeting Planning Guide.
The Intent to Bid letter should state the 1) desired conference year, 2) partnership with local convention and visitor’s bureau, 3) collaboration with any other local women’s commissions, 4) potential sponsorships and, 5) demonstrate a commitment and capacity by commissioners/staff to organize and meet conference local/regional fundraising. Please include a list of commissioners and staff with contact information.
All Host Commissions submitting an email indicating interest to host a conference will receive the NACW Conference and Business Meeting Planning Guide.
Prepare Conference Bid Proposal Packet. Thoroughly review the enclosed Contents of the NACW Conference Bid Proposal Packet information. IMPORTANT: Final selection will be determined by a rating of each item.
Send the Conference Bid Proposal Packet by March 31, 2017, to NACW at firstname.lastname@example.org. Early submissions are welcome. Bid Proposals received after the deadline will not be considered.
Conference Bid Timeline
Conference Bid Process opens. NACW announces Intent to Bid process and provides Conference Bid Proposal Outline and instructions at annual conference and on www.nacw.org and disseminate to member commissions through email system.
Discuss Intent to Bid with your commission to determine if there is interest in, and financial support for, hosting NACW Conference. Be sure to include all appointing authorities (Governor, Mayor, etc.) and engage in open conversations with the local Chamber of Commerce and Conference/Visitors Bureau.
The Commission Board of Directors should hold a formal vote and obtain approval.
IMPORTANT: Submit verification of authorized approval(s) when submitting your Intent to Bid email notice.
February 15, 2017
Send Intent to Bid email notice to the NACW Conference Planning Team Chair at email@example.com by deadline. Intent to Bid notices received after the deadline may be considered.
The Intent to Bid email notice of interest should include the following:
IMPORTANT: list 2-3 hotel sites that NACW and/or the NACW-contracted hotel site selection service can follow up with.
Commissions submitting an Intent to Bid notice will be sent Contents of the Conference
Bid Proposal Packet within ten business days. Thoroughly review and complete the instructions. Begin work on your proposal as the October 31 deadline is just round the corner! Proposals received after the deadline may not be considered.
A hotel site selection service approved by the Executive Committee will have the exclusive responsibility to research the 2-3 hotel sites identified in the Intent to Bid submissions. The NACW Executive Director will provide them with a “tentative” conference agenda and estimated room-block needs. They will begin preliminary negotiating and complete a hotel summary-comparison report that incorporates NACW requirements (room nights, meeting room accommodations, food and beverage costs, AV needs, hotel amenities, etc.). The completed hotel summary-comparison reports will be provided to Commissions that submitted an Intent to Bid notice for inclusion in their Final Bid Proposal packet.
March 31, 2017
Submit Final Conference Bid Proposal packet, including the hotel summary-comparison report, to the Conference Planning Team Chair to firstname.lastname@example.org. Proposals received after the deadline may not be considered. Please do not send Conference Bid Proposals by mail.
The Executive Committee will announce the final decision of Conference Host Commission. The NACW President will send a letter to all Commissions submitting a conference Bid proposal. An announcement will be made through NACW communications. A formal presentation will be made by the 2018 host commission at the 2017 NACW conference.
With the approval by the Executive Committee, the hotel site selection service will inform the selected homeland proceed with negotiating a preliminary Group and Event Sales for presentation to the Executive Committee for review, discussion and final approval.
May 1, 2017
The selected host commission will designate one person to participate in monthly NACW Conference Planning Team meetings in order to observe conference planning for the immediately upcoming conference and submit status reports as needed.
The 2018 Host Commission makes formal presentation to membership at annual conference.
August 31, 2017
NACW Executive Committee to approve and sign the Final Hotel Group and Event Sales contract and will submit the final signed contract to the host conference hotel.
Contents of NACW Conference Bid Proposal Packet
The required contents of the conference bid proposal package as identified below is critical to your bid proposal. The omission of any information may cause your Commission to be excluded from the bid process. Please, take special care to review and include each item in your professional proposal. Thank you.
1. The bid proposal package must include narrative sections addressing each of the following site solicitation criteria:
3. Additional cover letters of endorsement from any of the following:
The Hotel Comparison Summary Report should include the following information:
More Information to Know: