​Call for Bid Proposals

Conference Bid Steps
Download a copy of this information here.

The National Association of Commissions for Women (NACW) is seeking Bid Proposals for the 2023 Annual NACW Conference. 

If your Commission is interested in serving as the Host Commission for either 2023 (or another future year), please consider submitting a bid proposal for consideration.

INSTRUCTIONS: 
 
Step 1:
​Submit a notice of Intent Bid to host a future conference by sending an email to NACW at [email protected].

The Intent to Bid should state:
  1. Desired conference year
  2. Partnership with local convention and visitor’s bureau,
  3. Potential collaboration with any other local women’s commissions or organizations
  4. Demonstrate a commitment and capacity by commissioners/staff to organize and meet conference local/regional planning and fundraising. Please include a list of commissioners and staff with contact information.

Once NACW has received your intent to bid, you will be sent a conference planning guide with additional information regarding the conference bid proposal packet.
​
Step 2:         
Prepare Conference Bid Proposal Packet. Thoroughly review the Contents of NACW Conference Bid Proposal Packet (below) on what is needed for a successful bid submission.  IMPORTANT: Final selection will be determined by a rating of each item.
 
Step 3
​Send the Conference Bid Proposal Packet to NACW at [email protected]. 
NACW can accept bid packages on an ongoing basis. 
  • Send Intent to Bid email notice to the NACW Conference Planning Team Chair at  [email protected].  
  • Submit Final Conference Bid Proposal packet, including the hotel summary-comparison report, to the Conference Planning Team Chair to [email protected]. Proposals received after December 31, 2022 may not be considered. Please do not send Conference Bid Proposals by mail.
  • The Executive Committee will notify the commissions who submit bids of the final selection of Conference Host Commission. 
  • The selected host commission will designate one person to serve as the host commission director and submit status reports throughout the planning process. In addition, it is advisable for a member of the host commission to attend the 2022 conference.
  • The 2023 Host Commission will make a formal presentation to participants at the annual conference. Please make sure someone from your commission is attending the 2022 conference. 
  • 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. 
 
1. The bid proposal package must include narrative sections addressing each of the following site solicitation criteria: 
  • Availability of trainers/speakers in the immediate vicinity of the proposed city
  • List potential local/regional sponsors
  • Marketing plan to promote local/regional attendance
  • Availability of Commission Board members to support the conference
  • Commissions in the metropolitan area or region
  • Local, area restaurants and attractions within walking distance of proposed conference location/hotel.
  • Prepare a preliminary/draft conference agenda outline (refer to Conference Planning Guidelines, chapter 3, pages 12-13) 
2. Written documentation (e.g. support letter, etc.) that the Mayor, Supervisor/Commissioner or Governor supports the bid. 
3. Additional cover letters of endorsement from any of the following:
  • Commission Chair, Governor, Mayor, City Council/Chair, County Chair, Convention and Visitors Bureau to engage into a partnership with a site-services company to identify potential conference hotels and to generate a Hotel Comparison Summary Report. 
4. Contact NACW Office (1-855-855-703-6229) to be introduced to a site-services company, affiliated with NACW that will assist your commission in identifying potential conference hotels and to generate a Hotel Comparison Summary Report. This service is provided to assist the potential Host Commission with important hotel information required in the bid. 
The Hotel Comparison Summary Report should include the following information:
  • Capacity of hotel to accommodate approximately 100 attendees
  • Availability in the months of May, June, July, August, September
  • Room night rates (not to exceed Federal Government per diem)
  • Room night % performance
  • Resort Service Fee and other additional fees
  • Deposit policy
  • Liability insurance requirement
  • Final contract signing date
  • 2-3 COMP rooms for VIP/ reduced rates
  • Number of room nights required for complimentary room
  • Conference room night rated extension ( 3 days before, 3 days after)
  • Internet access (registration, meeting rooms, banquet room, guest rooms)
  • Hotel parking
  • Food and beverage minimum
  • Meeting, banquet, exhibit room rental charges
  • Airport shuttle/other transportation availability
  • Cancellation policy
  • Workroom/storage space availability
  • AV Services
  • Meeting room supplies (linens, water, etc.)
  • Final meal guarantee date
  • Group cancellation policy
  • Final Program Agenda deadline (room space adjustment)
  • Proximity to area restaurant and local attractions
More Information to Know: 
  • Host Commissions are encouraged to ask for assistance from other commissions in their state.
  • A bid proposal with Multiple Host Commissions is required to include a partnership agreement amongst the potential host commissions.
  •  The NACW Conference Team will meet with the Host Commission on an ongoing and regular schedule to offer guidance and assistance with conference planning.
  • NACW and the Host Commission will approve and sign a Memorandum of Understanding outlining NACW conference responsibilities and Host Commission conference responsibilities.
  • The NACW Annual Conference is a fundraiser for NACW. The Host Commission and NACW Resource Development Team agree to raise local/regional funds and national sponsorships respectively, needed for conference expenses and to benefit NACW. The NACW Resource Development Team will provide oversight and collaborate with the Host Commission on strategies/action plans to meet fundraising goals.
  • The NACW Conference Team will provide the Host Commission with Conference Planning Timelines/deadlines for a successful conference.
  • The selected Host Commission will be announced at the Annual NACW Conference immediately proceeding the year chosen so it is important to have someone attend the conference to provide a presentation to the conference attendees.