Bid Guidelines

The Midwest District of Kappa Kappa Psi and Tau Beta Sigma
Guidelines for Bidding and Hosting the Midwest District Convention

CONVENTION SITE SELECTION

  1. The location of the District Convention will be suggested by the Joint Convention Site Committee and will be decided on by a 2/3 vote of the delegation of the preceding convention.
  2. In the absence of a decision by the Convention, the site shall be determined by the Joint District Council including the District Governors and Counselor. The District Council will accept bids for thirty (30) days following convention. The decision will be made in an additional thirty days.
  3. Chapters bidding for a District Convention may present their information to the convention delegation during the opening joint session as well as to the Joint Convention Site Committee.
  4. Bidding chapters shall follow the Midwest District Convention Bid Checklist.

MIDWEST DISTRICT CONVENTION BID CHECKLIST

A. MEETING FACILITIES (HOTEL AND/OR UNIVERSITY FACILITIES)

  1. Size and number of meeting rooms available
    1. Provide floor plan
    2. Are there more meeting rooms that may be utilized if needed last minute?
  2. A written confirmation of the availability of these rooms for two optional weekends.
  3. Copying/typing/computer facilities available. Please provide information as to types of computers and software used. It is recommended that a minimum of twenty-five computers be available.
  4. Arrangements for audiovisual equipment in all meeting rooms.
  5. Flexibility of hotel and/or university facilities: how quickly can changes be made?
  6. Proposed schedule and transportation time between buildings, if needed.

B. HOTEL SPACE

  1. Number and occupancy of rooms available for all optional weekends based on the attendance from the last three District Conventions
    1. Availability of hospitality rooms
    2. Overflow facility: proximity, transportation, etc.
    3. Hotel policy on reservations/holding rooms.
  2. It is highly recommended that the host chapters make all the reservations. National Officers shall make their own reservations.
  3. Room stuffing, local and state alcohol policies and laws clearly stated.
  4. Amenities available from the hotel (continental breakfast, etc.)
  5. What is the hotel policy about security and how will it be handled?

C. ENTERTAINMENT/THEME

  1. Banquet facilities: Are dietary preference (vegetarian, religious, lactose intolerance, etc.) options available in the menu?
  2. Do banquet and hotel reservations coincide?
  3. Guest performers either Friday or Saturday. Will a host school group be giving a concert either evening? Does this coincide with the MWD Commissioning Project? Are reading bands and/or alternate activities scheduled?
  4. How does your theme relate to music?

D. CHAPTER STRENGTH

  1. Breakdown of current active membership and number of active members for the past three years.
    1. Number of prospective members have been initiated in the last two membership classes?
    2. The number of Alumni active in the chapter. Of these alumni members how many will be involved in convention planning?
    3. Are any current actives going to graduate before convention? How many?
  2. Financial statements from both chapters
    1. Money allotted to continue current and future service projects.
    2. Allotments for convention pre-expenses (i.e. deposits, rentals, pre-convention costs, etc.)
  3. Fall activities report from both chapters
    1. Midwest Notes and Podium deadlines met within the last year.
    2. Chapter summary report and chapter fee deadlines met within the last year.
  4. Intervals of regular and joint meetings; present and future meetings.
  5. How often do officers of the chapter meet with the sponsors and/or advisors?
  6. Percentage of social and service activities done jointly (give two or three examples)?
  7. Provide letters of endorsements from the chapter sponsor(s) and interacting departments.
  8. Prior experience in hosting large scale events (concerts, festivals, clinics, district, etc).
  9. Previous awards and/or honors.
  10. Will the host chapter continue activities in addition to convention (Present, future)?

E. FINANCIAL

  1. Cost factors for room and equipment.
    1. available equipment (audiovisual, etc.)
    2. Set up fees and rental charges
  2. Itemize registration costs:
    1. Registration folders, name tags, etc.
    2. Banquet costs: meal, room rental, entertainment, souvenir, etc.
    3. Mailings
    4. Equipment
    5. Meeting Rooms
    6. Other miscellaneous expenses
  3. Cost for hotel rooms and services, plus taxes
  4. DO NOT include "donations" or costs covered by host chapter fund raisers. The full cost of the MWD Convention must be contained within the convention fees of the participants and national district convention funds.
  5. Include the projected cost per individual as part of the bid presentation.

H. OTHER

  1. Do unusual obligations, sports band, or religious holidays interfere?
  2. Set up a Convention Headquarters staffed by convention personnel and have phone numbers where people can get information.
    1. University
    2. District-wide
  3. Check with the District Convention checklist put out by National Headquarters.
  4. Liability statement of activities.
  5. Maps of the area, including locations of dining facilities, ATM machines, drug stores, etc.

    back to the MWD President Page
    back to the convention page