[statecom] RFPs for Hosting of the 2008 Annual National Meeting and Presidential Nominating

[Yarden]

Should the AdCom or anyone else on the State Committee wish to consider  
hosting this event, here is the information. (Cf. below)  This to be  
followed by proposals that will be voted by the NC.
Peace,
Elie Yarden

Date: Tue, 13 Mar 2007 19:39:05 -0500
From: Ruth Weill <moondog at execpc.com>
Subject: [usgp-dx] Request for Proposal for the 2008 GPUS Nominating
	Convention- if you want the Word Doc, please e-mail me- Ruth
To: "Natlcomvotes" <natlcomvotes at green.gpus.org>, 	'USGP Discussion'
	<Natlcomaffairs at green.gpus.org>
Message-ID: <45F74429.4010707 at execpc.com>
Content-Type: text/plain; charset=ISO-8859-1; format=flowed

*REQUEST FOR PROPOSALS*

*Hosting of the 2008 Annual National Meeting and Presidential Nominating
Convention of the Green Party of the United States*



Proposal Due Dates:

Letter of interest: Due April 15, 2007

(an e-mail of intent is good, please send to Ruth Weill at
moondog at execpc.com)

Initial proposal draft: Due June 15, 2007

Complete and final proposal: Due July 1, 2007 for inclusion in delegate
packets for 2007 Annual Meeting



Proposal Presentation:

Proposal to be presented online, and visually to delegates at 2007
Annual Meeting, July 12-15 in Reading, PA

Summary for delegate packet with all appropriate links to online  
proposal.



Projected 2008 Meeting Dates:

Mid-June through Late-July, 2008



Projected Meeting Attendance:

1200-1500 attendees: including 100-150 Green National Committee
delegates, 800-1000 nominating convention delegates, committee members,
media, and observers.



Approximate space and accommodation needs:

- One room that can seat 1500 delegates and observers in theater style
for 1-3 days of meetings

- One room that can seat 150-200 delegates and observers at tables in
boardroom style (double horseshoe) with large screen or wall for use
with LCD projector for 3-4 days of meetings

- 5 rooms that can seat 50-100 individuals in theater style for 4 days
workshops and speakers

- 5 rooms that can seat 25-50 individuals in board room style for 4 days
of meetings

- 1 room for press conference to accommodate 25-50 media members in
theater style

- 1 room for SC/annual meeting staff to accommodate 4-5 workstations and
a 10-15 person conference table, with internet access

- 1 room for media committee and staff to accommodate 4-5 workstations
and a 10 person conference table, with internet access

- Internet access and computer use rooms available for staff, delegates
and attendees.

- Additional side spaces to accommodate ad hoc meetings and social areas



Desired location:

Close to a transportation hub, with public transportation, restaurants,
hotels and shopping nearby.

Location accessible to national media.



Additional Considerations:

Union Facilities: In cities with union facilities, the host committee is
requested to give preference to unionized vendors, venues and hotels.
In cities where union hotels or venues are not available, the host
committee is encouraged to seek out facilities with fair labor  
practices.

Green Facilitates: The host committee is encouraged to seek out hotels
and venues that employ green practices and provide opportunities to
accommodate carbon offsets in the planning of the meeting.



Proposal format:  Web based proposal to link to GPUS Voting Page, hard
copy proposal for inclusion in delegate packets at annual meeting, and
visual presentation to be presented at 2007 Annual Meeting, July 12-15
in Reading, PA



Process: Presented to national committee at 2007 Annual meeting,
forwarded to the National Committee and linked to GPUS Voting page for
discussion and an IRV vote to select the host location.   Vote to occur
in weeks following the 2007 Annual Meeting, to be concluded no later
than August 15, 2007.



Financial arrangements:

GPUS handles and is responsible for financial arrangements for the
meeting including reservation expense

Local/state commitment:  It is essential that there are a good many
local Greens who are able and willing to work both on planning the
meeting with this committee (including a conference call every two
weeks) and at the meeting itself.  Local committee is also encouraged to
fundraise on their own to cover local fundraising and entertainment
activities. There should be at least three people locally on the ground
who can set up and attend meetings with convention planners at proposed
venues, have both e-mail and some cell phone contact.  Both the state
and local party if applicable should be involved and supportive and be
willing to help promote convention.  During the convention the local
committee will be expected to recruit at least 20-25 local volunteers.
Major assistance with meal planning and other venue related issues until
staffer comes on board.  If the staffer is not from the area the local
party will assist staffer to the best of their ability.  Note that the
ANMC will advise and direct as needed and requested.

Please send questions, comments, suggestions, and proposals to Ruth
Weill at moondog at execpc.com <mailto:moondog at execpc.com>.   This process
works best when there is ongoing communication while a local/state is
determining if it wishes to host the meeting.

Thank you, ANNUAL NATIONAL MEETING COMMITTEE


------------------------------------------------------------------------ 
----


2008 Annual National Meeting and Presidential Nominating Convention
Hosting Proposal


We recommend that your proposal address at minimum these questions
regarding the venue (meeting spaces):
    - Estimated costs
    - Dates of availability
    - Rooms and Capacity
    - Venue services including Internet availability and other technical
needs
    - Extent unionized
    - Other Green considerations
    - Transportation services


We recommend that your proposal address at minimum these questions
regarding housing:
    - Estimated costs
    - Dates of availability
    - Type of accommodations: as many details as possible is helpful
    - Extent unionized
    - Other Green considerations

    - Additional housing and camping options in area, with prices


    We recommend that your proposal address at minimum these questions
regarding the host location in general:
    - Public transportation within city and convention area
    - Transportation services to site from airports and train/bus  
stations
    - Commitment of local Greens to volunteer for planning and for event
    - Special political/cultural/ecological attractions
    - Food options (catering, restaurants, etc) including vegan and
vegetarian options
    - Green Friendly businesses/organizations in area


No proposal will be considered unless it has the formal support of the  
both
the local and state-level Green Party in question.