Convention Documents & Bid Resources

Convention Documents Convention VIP NCA Staff Policies


The following are documents designed to assist with various aspects of the convention process. These are designed for primary use by Event Leads, Event STs, Staff and Venue Leads, but are made available to members for review and familiarization.


 

Bid Resources

So you want to put in a bid to host a convention?

First, thank you! We can not have an event without those willing to put together bids and work with hotels.

For those who haven’t done it, this can be a daunting and foreign process. But don’t worry, we’re here to help with that! We have several guides and forms to help you through every step of the process. In addition, the greatest resource we have is our Contracts Department headed by ANCA Contracts and Scheduling, Alexis Dyer. If you have any questions, concerns, or just need feedback, contact her at contracts@nca.mindseyesociety.org.

Creating a Regional Event from Start to Selection (Google Doc)

Utilizing the Convention Center and Visitors Bureau (Google Doc)

Just about every major city and suburb has one of these organizations that has a list of every hotel and convention center in its vicinity.  These can make some of the foot work a little easier to bare.  

How to Draft a Request for a Proposal (Google Doc)

This will help you to speak professionally with a hotel/location that you wish to get a bid proposal from.  

RFP Templates (Google Drive Folder)

An RFP template is a layout of expected or proposed details to a contract that we would like for our event.  In this folder there are several templates based on GUEST ROOM RENTAL for event (not on average convention attendance).  If your average attendance is 200 people, your room night usage is more likely to be around 130-160 nights.  Please speak with the NCA at nca@mindseyesociety.org to find your regions average guest room rental.  If you are hosting a National, this will be based on the average National guest room rentals, instead of the Regional.

Bid Proposal Template (Google Doc)

All bids must submit this form.  Download a copy of this form and edit/fill out any information in blue before submitting.  Do not leave anything blank.  If you do not know please type “NA”.  If the hotel does not have, type “does not have”.

Secondary Hotel Bid Proposal Template (Google Doc)

Secondary hotels should use this form.  Your main hotel should not use this document.  Download a copy of this form and edit/fill out any information in blue before submitting.  Do not leave anything blank.  If you do not know please type “NA”.  If the hotel does not have, type “does not have”.  There is an event space section in here in case you are in need of expanding your event space.  If you do not need this, erase the entire section.

Regional Event Bid FAQ (Google Doc)

Have a question?  Check here first.  Many of the questions frequently asked have been answered for you already.  Please be sure to check here first.  If your question and answer still is not present, please contact the ANCA directly at contracts@nca.mindseyesociety.org

Event Scheduling (Google Sheets)

This is a location for the the event schedule to keep up-to-date as possible with when your convention will take place in future years, just in case you want to get a head start.  I know that many of you have been frantic to host a national event, so with the new schedule there is a Dedicated National event every year.  No more making a bid work to fit a Regional in case  you don’t get the National!