Lions Clubs International Convention Bid Requirements

Transcription

1 Lions Clubs International Convention Bid Requirements ADDENDUM I The Lions Clubs International Convention Bid Requirements are an extension of the Lions Clubs International Convention Site Bid ( Convention Bid ). All requirements and terms and conditions set forth in this document are applicable to the Convention Bid and are made a part thereof as though printed in their entirety. Table of Contents I. INTRODUCTION... 3 Purpose of this Document... 3 Who we are... 3 Objective of this Event... 3 Host Committee... 3 Selection Process... 3 II. OVERVIEW OF EVENTS... 3 Convention Overview... 3 International Board of Directors Meeting... 4 District Governors-Elect (DGE) Seminar... 4 International Convention... 4 III. TERMS AND CONDITIONS... 5 Governing Law... 5 Indemnification... 5 Time... 5 Successors and Assigns... 5 Invitation to Bid/Acceptance... 5 Errors in Bids... 5 Construction & Remodeling... 5 Labor Rules... 5 Cooperation with Association... 5 Page 1 of 16

2 IV. HOTEL COMMITMENTS... 6 Convention Housing Requirements... 6 Bid Documentation Housing Commitment... 6 Convention Headquarters Hotel... 7 District Governors-Elect Headquarters Hotel... 8 V. CONVENTION VENUES Arena/Hall for Plenary Sessions and International Show Convention Center Exhibit Hall Space Use of Outside Service Contractors VI. TRANSPORTATION COMMITMENT VII. TEMPORARY PERSONNEL COMMITMENT VIII. PARADE COMMITMENT IX. SUPPORTING SERVICES COMMITMENTS X. MISCELLANEOUS COMMITMENTS Marketing International Show Onsite Inspections Page 2 of 16

3 I. INTRODUCTION Purpose of this Document All qualified cities are welcome to bid for the international convention. This document describes the requirements and steps they must meet in order to bid for LCI s convention, including the Terms and Conditions. For consideration, LCI requires the signed Convention Bid, Exhibits A-G, and all supporting documentation be received by November 15 th. Bids not received by that date will not be considered. Who we are Established in 1917 and headquartered in Oak Brook, Illinois, USA, Lions Clubs International (LCI) is the world's largest service club organization with over 1.3 million members in over 200 countries and geographic areas. Lions Clubs International is commonly recognized for its service to the blind and visually impaired, although our members volunteer their time to answer many needs that challenge their communities and the world. Thanks to the combined efforts of SightFirst and LCIF, Lions have restored sight to 4.6 million people, and have prevented serious vision loss and improved eye care services for hundreds of millions more. For almost 100 years, wherever there is a need - at home or around the world - Lions are there to help. To learn more about LCI, visit our website at: Objective of this Event Each year in late June or early July, Lions members join together to share in the fellowship of the international convention. Registrants to this annual 5-day gathering participate in business sessions and educational seminars and vote on important association issues, as they simultaneously enjoy the sights of an international city. Our association recognizes 11 official languages, all of which are represented in the convention. Host Committee The host committee, comprised of hundreds of Lion volunteers from the host city, plays a vital role in the success of the international convention. The host committee and bureau work through LCI and the Convention Committee on all aspects of the international convention. LCI relies on the host committee for a variety of duties including airport greeters, welcome centers and signage, local attendance promotion, sergeant-at-arms, RV parks, bands and band housing and parade arrangements. Selection Process Convention sites are selected five years in advance by a vote of LCI s board of directors at its spring board meeting, following a comprehensive evaluation of each city which may include: (a) the number of hotels offered, distance from convention center and current median rate; (b) convention and DGE headquarters hotel options and cost to LCI; (c) quality of convention venues and cost; (d) convention shuttle subsidy; (e) convenience of air travel; and (f) services or events offered at no cost or at a considerable savings to LCI. LCI reserves the right to disqualify any bid that fails to meet the criteria set forth in this document. II. OVERVIEW OF EVENTS Convention Overview In addition to the annual convention, two other events are held simultaneously. The three major events include: 1. International Board of Directors Meeting 2. District Governors-Elect Seminar 3. International Convention Page 3 of 16

4 International Board of Directors Meeting This meeting spans a 16-day period beginning the Friday prior to convention week and ending on the Wednesday following the convention, with set-up on Tuesday-Thursday prior to the start of the meeting. A total of 120 board members, spouses, family members and support staff attend. Formal opening and closing sessions, committee meetings, banquets and spouse events are held under the direction of the international president. The newly convened board meets on the Tuesday afternoon and Wednesday following the convention. District Governors-Elect (DGE) Seminar The association is divided into approximately 750 global districts, each led by a district governor. The DGE Seminar is a rigorous 4-day training program designed to prepare these new leaders for their role. An estimated 1,550 DGE s, faculty members and their guests attend this event that begins on the Tuesday preceding convention week and ends on the Friday of convention week. The set-up/briefing period begins the Saturday prior to the seminar start date. Attendance to this seminar is mandatory and hotel, meals and transportation costs for the seminar are paid by LCI. International Convention LCI s international convention is held over 5 days, from Friday through Tuesday, and gives delegates an opportunity to conduct association business, participate in educational seminars, share fellowship and enjoy the sights of the city. Set up runs from Monday to Thursday prior to the convention start date. Conventions are held in all regions of the world and this event has never been cancelled. There is no set rotation pattern. During the past five years, the following cities have hosted LCI s convention: Location Dates Registration Seattle, Washington, USA July 4 8, ,227 Busan, Rep. of Korea June 22 26, ,308 Hamburg, Germany July 5 9, ,749 Toronto, Ontario, Canada July 4 8, ,452 Honolulu, Hawaii, USA June 26 30, ,101 Future conventions: 2016 Fukuoka, Japan 2019 Milan, Italy 2017 Chicago, Illinois, USA 2020 Singapore 2018 Las Vegas, Nevada, USA CONVENTION COMPONENTS AT A GLANCE: TUE WED THU FRI SAT SUN MON TUE WED THU FRI SAT SUN MON TUE WED International International Board of Directors Meeting Board Events Board of Directors Meeting District Governor Elect (DGE) Seminar International Convention Page 4 of 16

5 III. TERMS & CONDITIONS Governing Law This Agreement is governed by, and all disputes arising under or in connection with this agreement shall be resolved in accordance with, the laws of Illinois (to the exclusion of its conflict of laws rules). In the event of any dispute, claim, question, or disagreement arising from or relating to this agreement or the breach thereof, the parties hereto shall use their best efforts to settle the dispute, claim, question, or disagreement. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties. If they do not reach such solution, then, upon notice by either party to the other, all disputes, claims, questions, or differences shall be finally settled by arbitration administered by the American Arbitration Association in accordance with the provisions of its International Commercial Arbitration Rules. Indemnification The Bidder shall hold harmless LCI, its officers, directors, employees and agents and indemnify the association, its officers, directors, employees and agents against all claims, demands or liabilities, including, but not limited to, liability arising from the Americans With Disabilities Act, as well as attorney fees and costs arising out of any act or omission on the part of the Bidder, its officers, directors, employees or agents. Time LCI and Bidder agree time is of the essence of this Bid and any agreement created by its acceptance. Successors and Assigns LCI and Bidder agree that the terms of any agreement and contract created by acceptance of this Bid shall be binding upon and inure to the benefits of the respective successors, legal representatives and permitted assigns of LCI and Bidder. Invitation to Bid/Acceptance This invitation to Bid shall not be considered a binding contract until accepted in writing by LCI. Any bid submitted will be regarded as an offer made by the Bidder and not as acceptance by LCI until accepted in writing by LCI s duly authorized officer. Errors in Bids Bidders or their authorized agents are expected to examine all specifications, terms and conditions, maps, circulars or other instructions pertaining to LCI s annual international convention requirements made available by LCI to the Bidder. Failure to do so will be at the Bidder s own risk. Construction & Remodeling Bidder agrees to notify LCI no later than fourteen (14) months prior to the official dates of any planned renovations of any anticipated venues selected for the International Convention that could impact any commitment made to LCI including but not limited to construction during the dates of the LCI Convention. Further, Bidder agrees that should additional or new space be available as a result of remodeling or construction, such space shall be available to LCI as though it were originally available when the Bid was submitted. Labor Rules Bidder agrees to fully disclose all current union rules, regulations, jurisdictions, policies and procedures that apply including the date(s) any union contracts are due to expire. A complete schedule of current rates is required including minimum number of hours charged per person, overtime and supervisory pay guidelines. Cooperation with Association The Convention and Visitors Bureau or other similar government agency, must be committed to the success of our convention. Due to the complexity of LCI s convention components, the Bidder shall secure our housing and convention venues; offer support; assist with attendance building; and other services as deemed necessary by LCI for the success of the convention. Page 5 of 16

6 The Bidder of any city located outside the United States shall guarantee a waiver or a significant reduction/subsidy of any government customs duty or similar assessment for all materials, supplies, or accessories LCI transports to the convention site, in support of the normal activities of the annual convention. The Bidder shall guarantee it will neither encourage nor accept funding of any nature at any time to defray any costs associated with this Bid from the Lions Clubs, District, or Multiple District wherein this convention will convene. IV. HOTEL COMMITMENTS Convention Housing Requirements The Bidder must meet the following housing requirements: Guest Rooms LCI requires five thousand (5,000) acceptable double occupancy guest rooms, of which 75% must be within a 10- mile radius and the remaining 25% within a 15-mile radius of our official convention center venue. Rooms must be air conditioned and suitable for double occupancy, with private bathroom facilities. Each hotel should have available one or more barrier-free/ accessible room(s) for special needs guests. All convention-housing properties must satisfy the following criteria: 1. LCI will reconfirm all room blocks and current discounted group rates on an annual basis. 2. Rates quoted for the current year must be the lowest of any comparable group rates offered in-house or over the internet during the same time period. 3. Competitive net, non-commissionable rates are required. 4. All rooms must be suitable for double occupancy. 5. Room block should reflect occupancy Pattern of 80% on Thursday; 100% on Friday, Saturday, Sunday and Monday; 40% on Tuesday and 10% on Wednesday. 6. Rates quoted must be in local currency. 7. Bidder must notify LCI of any increase or decrease in rates by August 1 of each calendar year. 8. No increase in rates will be accepted after September 1, The maximum annual increase cannot exceed 3%. LCI s final negotiated rate must be the lowest rate available to Lions convention attendees at the property, including any internet rates. 9. Participating Hotels must agree to the Terms and Conditions stipulated on the Hotel Agreement. 10. All housing and function space is assigned by and confirmed by LCI only. Convention Function Rooms During convention week, several regional Lions delegations (Lions of Italy, Lions of Illinois, etc.) will require function space for hospitality rooms, offices and various catered events. Bidder and participating hotels guarantee: 1. The number of function rooms, equal to the percentage of guest rooms in participating properties, are reserved for LCI and are subject to assignment or release only with the approval of LCI. 2. LCI will not be charged any rental charges for function space used for its convention functions or delegation events in any participating property. No exceptions to this requirement are permitted. 3. LCI shall release on or before the 60 th day prior to the first day of convention, all function space not yet assigned by LCI. Bid Documentation Housing Commitment Bidder must submit a Hotel Agreement for each participating hotel, attached as EXHIBIT A. LCI must receive a completed and signed original agreement from each hotel. Any alterations or addendums will make the Hotel Agreement unacceptable. Along with the signed Hotel Agreements, the Bidder must provide a summary table in Excel format which includes: List of participating hotels. Total number of rooms in each hotel. Number of rooms committed on peak night with a breakdown of room type (double/double, twin, suite, etc.) Page 6 of 16

7 Rates quoted and applicable taxes. Distance from each hotel to convention center. CONVENTION HEADQUARTERS HOTEL The Bidder shall secure a Letter of Intent, attached as EXHIBIT B, from any hotel/hotels desiring to be selected as the Convention Headquarters Hotel. The hotel selected to serve as the headquarters will accommodate the International Board of Directors, Past International Presidents, Past International Directors, other VIP s, speakers and LCI support staff. Hotel must be full-service, within close proximity to the convention venues and of superior quality and reputation. The final selection of the Headquarters Hotel will be made by LCI s executive officers approximately two (2) years prior to the convention. Hotels interested in bidding for convention headquarters status must complete and sign the attached Letter of Intent, attached as EXHIBIT B, in addition to the Participating Hotel Agreement (EXHIBIT A). Events scheduled at the headquarters hotel include the International Board of Directors Meeting and various delegation meetings and catered functions (breakfasts, luncheons, dinners and receptions). Lions members and staff residing at the headquarters hotel often dine in the hotel s restaurants and food outlets throughout their stay. Hotel must commit a minimum of 750 double occupancy rooms (or 90% of hotel's inventory) including approximately 35 suites, if available. Of the 35 suites, six (6) of your best suites (two-bedroom) will be required for executive officers and convention chairperson; and four (4) small one-bedroom suites are required for administrative officers for approximately thirteen (13) days. Twenty-five (25) suites are used for LCI's past presidents for approximately seven (7) days. If the hotel does not have enough suites, past presidents can be assigned to junior suites or upgraded rooms. All guest rooms should be suitable for double occupancy. Additional requirements: CONVENTION HEADQUARTERS HOTEL ROOM BLOCK: Tuesday Wednesday Thursday Friday Board Events Begin Saturday Sunday Monday DAY # OF ROOMS # OF SUITES Tuesday Wednesday Thursday Friday Convention Begins Saturday Sunday Monday DAY # OF ROOMS # OF SUITES Tuesday Convention Ends Wednesday Thursday DAY # OF ROOMS # OF SUITES Page 7 of 16

8 Headquarters Hotel Function Space Requirements Adequate space is required to accommodate meetings and offices as outlined below. All space must be provided at no rental or set-up charge to LCI or its designated delegations. Food and beverage prices are to be guaranteed ten (10) months prior to the convention and must reflect a minimum 20% discount off of the standard published menu prices in effect at the time of our event. LCI requires complimentary Wi-Fi broadband internet access in all guest rooms and meeting rooms in the hotel. INTERNATIONAL BOARD OF DIRECTORS MEETING COMPONENT DATE PATTERN DIAGRAM: (see "Function Space Requirements in Exhibit B for room capacities) TIME FUNCTION SET-UP # OF PEOPLE 24 HOUR HOLD SPACE TUESDAY, DAY 1 THROUGH THURSDAY, DAY Hour Hold Office #1 -Logistics Office** 1,500 Sq. Ft. - 2,000 Sq. Ft. 24 Hour Hold Office #2 - Mailbox Room** 750 Sq. Ft. - 1,000 Sq. Ft. 24 Hour Hold Office #3 - President's Assistant** 750 Sq. Ft. - 1,000 Sq. Ft. 24 Hour Hold Office #4 - Administrative Services** 1,500 Sq. Ft. - 2,000 Sq. Ft. 24 Hour Hold Office #5 - Travel/IT Office** 750-1,000 Sq. Ft. 24 Hour Hold Board Internet Café 600 Sq. Ft Sq. Ft. 24 Hour Hold Host Committee Office 600 Sq. Ft Sq. Ft. 24 Hour Hold Division Managers Office and Work Room 500 Sq. Ft. FRIDAY, DAY 11 THROUGH TUESDAY, DAY 15 HOLD ALL FUNCTION SPACE ON A 24-HOUR BASIS FRIDAY, DAY 4 **These could also be a series of offices adding up to at least 6,000 Sq. Ft. 9:00am - 3:00pm Long Range Planning Committee Meeting Conference Style 12 12:00pm noon - 1:00pm Long Range Planning Committee Meeting Luncheon Round Tables 12 7:00am - 10:00am SATURDAY, DAY 5 Family Breakfast Room Round Tables 70 9:00am - 5:00pm LCIF Executive Meeting Conference Style / 1,300 Sq. Ft :00 noon - 1:00pm LCIF Luncheon Round Tables 18 3:00pm - 5:00pm Audit Committee Meeting Conference Style 10 8:00am - 11:59pm Opening Board Meeting Set- Up 50pp U-Shape & 100pp Theater Style / 5,000 Sq. Ft. Minimum 150 7:00am - 10:00am SUNDAY, DAY 6 Family Breakfast Room Round Tables 70 7:30am - 9:00am Committee Chairperson's Meeting Hollow Square 30 9:30am - 11:30am Opening Board Meeting 50pp U-Shape & 100pp Theater Style / 5,000 Sq. Ft. Minimum :00pm noon - 1:00pm Board Committee Luncheon Round Tables 70 12:00pm noon - 3:00pm Spouses Lunch / Briefing Round Tables 60 1:30pm - 5:00pm Eight (8) Board Committee Meetings 8 Breakout Rooms Conference Style 10 each room 7:00pm - 10:00pm Family Reception / Dinner Round Tables 110 MONDAY, DAY 7 7:00am - 10:00am Family Breakfast Room Round Tables 70 9:00am - 5:00pm Eight (8) Board Committee Meetings 8 Breakout Rooms Conference Style 10 each room 12:00pm noon - 1:00pm Board Committee Luncheon Round Tables 70 3:00pm - 5:00pm Joint Committee Meeting Special / 1,200 Sq. Ft. 30 Page 8 of 16

9 TIME FUNCTION SET-UP # OF PEOPLE TUESDAY, DAY 8 7:00am - 10:00am Family Breakfast Room Round Tables 70 8:00am - 11:59pm Informal Hearings Set- Up Special / 5,000 Sq. Ft :00pm noon - 1:00pm Board Committee Luncheon Round Tables 70 9:00am - 5:00pm Eight (8) Board Committee Meetings 8 Breakout Rooms Conference Style 10 each room WEDNESDAY, DAY 9 7:00am - 10:00am Family Breakfast Room Round Tables 70 9:00am - 5:00pm Informal Hearings Special / 5,000 Sq. Ft :00 noon - 1:00pm Board & Staff Luncheon Round Tables 70 5:00pm - 11:59pm Final Board Meeting Special / 5,000 Sq. Ft. (same rooms as Informal Hearings) 70 THURSDAY, DAY 10 7:00am - 10:00am Family Breakfast Room Round Tables 70 9:00am - 12:00 noon Final Board Meeting U-Shape / 5,000 Sq. Ft. 50 5:00pm - 6:30pm Credentials Committee Meeting Hollow Square 50 7:00pm - 10:00pm Family Reception / Dinner with Past International Presidents Round Tables 140 FRIDAY, DAY 11 THROUGH TUESDAY, DAY 15 - ALL FUNCTION SPACE ON A 24-HOUR HOLD WEDNESDAY, DAY 16 7:00am - 10:00am Family Breakfast Room Round Tables 70 7:30am - 10:00am New Board Photos Special Flow 8:30am - 9:30am Travel Meeting Theater 50 9:00am - 11:00am Committee Chairperson's Meeting Hollow Square 25 10:00am - 12:00 noon Spouse Orientation Round Tables 60 11:00am - 12:00 noon Eight (8) Board Committee Meetings 8 Breakout Rooms Conference Style 10 each room 12:00 noon - 1:00pm Board Luncheon Round Tables 100 7:00pm - 10:00pm Family Reception / Dinner Round Tables 100 THURSDAY, DAY 17 7:00am - 10:00am Family Breakfast Room Round Tables 70 DISTRICT GOVERNORS-ELECT HOTEL The Bidder shall secure a Letter of Intent, attached as EXHIBIT C, from the hotel/hotels desiring to be selected as the District Governors-elect Headquarters Hotel. The hotel selected to serve as District Governors-elect (DGE) Headquarters will house 1,550 incoming district leaders, faculty members and their guests representing 208 countries and geographical locations during both the DGE Seminar and Convention. While one (1) hotel is preferred, co-headquarters hotels of similar quality and in close proximity to each other will be considered. The final selection of the DGE Headquarters Hotel will be made by LCI s executive officers approximately two (2) years prior to the convention. DGE Seminar Housing Requirements Hotel(s) must commit a minimum of 820 rooms suitable for double occupancy (98% double occupancy) including one (1) complimentary one-bedroom suite. Prefer flat single/double rate. Concierge-level rooms will not be considered unless offered at same rate. LCI requires complimentary Wi-Fi broadband internet access in all guest rooms and meeting rooms in the hotel(s). Hotels interested in bidding for District Governors-elect (DGE) Headquarters status must complete and sign the attached Letter of Intent, attached as EXHIBIT C, in addition to the Participating Hotel Agreement (EXHIBIT A). Page 9 of 16

10 DISTRICT GOVERNORS ELECT HOTEL(S) ROOM BLOCK: Thursday Friday Saturday Sunday Monday Tuesday DGE Seminar Begins Wednesday DAY # OF ROOMS # OF SUITES Thursday Friday Convention Begins Saturday Sunday Monday Tuesday Convention Ends Wednesday DAY # OF ROOMS # OF SUITES Thursday DAY 15 # OF ROOMS 10 # OF SUITES 0 DGE Seminar Function Space Requirements Adequate space is required on a 24-hour basis to accommodate the seminar and offices as outlined below. All space must be provided at no rental or set-up charge to LCI or its designated delegations. Bidder shall secure function space at no rental cost to LCI and submit a signed, original Letter of Intent attached as EXHIBIT F. Venue(s) must meet the following criteria: 1. Enclosed auditorium or ballroom to accommodate a minimum of 1800 guests theater style including space for a large stage, rear screen projection, and space for eleven 6 x 6 interpreter booths and dressing room space backstage or nearby meeting rooms for DGE classrooms of which 14 rooms must be a minimum of 1,100 sq. feet per room in size. 3. Two (2) minimum 800 sq. ft. rooms for offices. 4. One (1) 2,000 sq. ft. room for faculty room. 5. Minimum 3,000 sq. ft. registration and gift distribution area. 6. Minimum 3,000 sq. ft. photo session area. Assigned space can be one room that can be partitioned or two adjoining rooms. 7. Banquet space for group luncheons to accommodate up to banquet rounds with seating of 10 per table with house linens. 8. Banquet space for the Celebration Banquet to accommodate up to banquet rounds with seating of 10 per table with house linens. The room must include space for a stage, screen(s) and some dressing room space backstage or nearby. It can be the same room that is used for the group luncheons. 9. Secure a 1,200 sq. ft. storage area for seminar materials, AV, computer equipment and various gifts and miscellaneous items. 10. All space is required on a 24-hour basis where indicated by LCI for LCI s exclusive use. 11. Convention Week: Friday (Day 9) through Tuesday (Day 13) - all function space is required on a 24-hour hold. 12. Food and beverage prices are to be guaranteed ten (10) months prior to the convention and must reflect a minimum 20% discount off of the standard published menu prices in effect at the time of our event. 13. Air-conditioned for the entire period of occupancy, including set-up and breakdown times. Page 10 of 16

11 14. Facility shall remain in compliance with all applicable local and/or federal safety codes and the Americans with Disabilities Act (ADA). 15. Facilities will operate suitable food service operation for attendees. 16. Daily janitorial and washroom services for all public areas. 17. One time meeting room set-up, with no charge for food & beverage room set-ups. 18. If the DGE hotel(s) cannot accommodate any of these meal or event functions, LCI may opt to utilize the convention center or other venue. DGE SEMINAR COMPONENT DATE PATTERN DIAGRAM: SAT SUN MON TUE WED THU FRI SAT DGE Seminar Offices (2) Tear Down DGE Seminar Faculty Room Tear Down DGE Gift Assembly DGE Registration DGE Photo Session Room and Waiting Room 30 DGE Seminar Meeting Rooms Opening Ceremony, General and Spouse/Companion Sessions Banquet Facility for DGE Luncheons and Celebration Banquet Tear Down Storage Area Page 11 of 16

12 V. CONVENTION VENUES Bidder agrees to secure existing convention and meeting facilities or those currently under construction and offered as back-up options, at no rental cost to LCI. Each proposed facility must sign and submit an original Letter of Intent. All proposed convention venues are and shall remain in compliance with all applicable local and/or federal safety codes and Americans with Disabilities Act (ADA). The Bidder and/or facilities are responsible for the permanent building access accommodations, such as wheelchair ramps, elevator standards, door width standards and restroom accessibility. The Bidder and management of each facility guarantee that in any lease the following terms, as deemed necessary, shall be included and provided at no charge to LCI: 1. Air-conditioned for the entire period of occupancy, including move-in, set-up and breakdown times, will be provided at no charge to LCI. 2. Facilities will operate suitable food service operation for attendees. 3. Parties authorized by the association will be allowed to distribute free and without charge sample size food/soft drinks/refreshments, gifts, samples and other sundries commonly distributed to promote items. 4. Association may sell supplies and equipment commonly sold to Lions. 5. Basic house lighting and public address system. 6. Daily janitorial and washroom services for all public areas. 7. Reasonable placement of posters, pictures and the like in connection with election of officers and directors. 8. Daily bottled water service for the head table for all scheduled meetings and seminars where posted by LCI. 9. Complimentary water service in all meeting rooms. 10. One time meeting room set-up with no charge for food & beverage room set-ups. 11. Complimentary Wi-Fi broadband internet access in all meeting rooms, exhibit hall, lobbies and public areas of the facility for general use by convention attendees. 12. Association may film, tape or record the convention proceedings for its internal use only, including the sale of DVD s to Lions Clubs members only. Arena/Hall for Plenary Sessions and International Show All registered convention attendees are invited to attend our three plenary sessions and international show. The plenary sessions are very popular and seating is on a first come/first served basis. LCI works closely with a production company to produce a visually exciting, inspiring and informative session for the attendees. These sessions are translated and non-english speaking attendees are required to pick-up their translation receiver units prior to the event. A designated booth or counter will be assigned by LCI for this service. The International Show is a high-quality entertaining event for our registered attendees and the show often carries a cultural theme unique to that area. Famous singers, dance troupes and bands are just a small example of the varied types of entertainers that have performed at this event in the past. Bidder shall secure venue at no rental cost to LCI and submit a signed, original Letter of Intent attached as EXHIBIT D. Venues must meet the following criteria: 1. Enclosed exhibit hall (preferred) or arena-type venue, access-free for the disabled ,000 seats with a clear sight line to stage area x 90 skirted stage, including set up and removal, stairs and safety rails. 4. Facility shall be available, on a 24-hour basis, exclusively for LCI s use beginning Tuesday preceding convention week through Tuesday of convention week, for a period of eight (8) days. 5. Move in: Tuesday & Wednesday Rehearsal: Thursday and Friday Event Days: Saturday-Tuesday Move Out: Tuesday (by 11 p.m.) Page 12 of 16

13 Convention Center Exhibit Hall Space The majority of the exhibit hall (85-90%) is dedicated to LCI. Inside our large headquarters area, each division of our association is represented where attendees obtain information on new programs and discuss issues personally with staff. In addition, we provide a complimentary Internet Café to attendees; highlight many service projects, programs and other key items to our members throughout the hall. On the last day of convention, certified delegates vote at the Voting Hall located inside the exhibit hall. Also located within the exhibit hall is our popular retail International Food Court that features a variety of cuisines and entrees available for both breakfast and lunch provided by the convention center s catering department. LCI designates an area of the exhibit hall to outside companies and organizations that wish to purchase an exhibitor booth. Exhibitors range from service organizations that rely upon or seek support from our members to retail exhibitors selling souvenir, gift and handicraft items. On average, we sell 50 to x10 booths to outside exhibiting companies and humanitarian organizations. Bidder shall secure venue at no rental cost to LCI and submit a signed, original Letter of Intent attached as EXHIBIT E. Venue must meet the following criteria: 1. Enclosed exhibition-type facility, access-free for the disabled. 2. Minimum of 170,000 net square feet of space (15,800 square meters) to accommodate registration, certification, internet cafe, exhibits, humanitarian projects and other such services as deemed necessary by LCI. 3. All additional meeting rooms within the facilities, unless specifically excluded, for the entire period of occupancy for ancillary needs such as offices, seminars, friendship/welcome centers, allied functions, etc. 4. Facility shall be available for LCI s exclusive use beginning the Monday preceding convention week through Tuesday of convention week, for a period of nine (9) days. 5. Excluded space within the facility will not be rented to any other Lions group such as Host Lions, individual Lions clubs or districts, without the express written consent of LCI. 6. Move in: Monday-Thursday Event Days: Friday-Tuesday Move Out: Tuesday (by 5 p.m.) Use of Outside Service Contractors Bidder agrees that LCI shall engage any reputable service contractor of its choice to provide services such as audiovisual equipment and operation, floral, security, photographic, booth cleaning, labor, entertainment, and other similar services required at all convention facilities. Should the facility have in-house or exclusive contractors for the same service, LCI shall not be required to use said in-house or exclusive contractors unless their prices or rates and their reputation for service are the same or better than LCI s outside contractor(s). LCI and its service contractors shall be given full access to the facility s built-in sound system with no additional surcharge. LCI shall inform the facility of the contractors selected and the facility shall cooperate as fully as possible with the contractors. Surcharges will not be imposed on any outside contractors and LCI shall not be required to hire the facility s employees or agents to supervise LCI s contractor(s). VI. TRANSPORTATION COMMITMENT Ground Transportation For comparison purposes, the Bidder agrees to secure bids for ground transportation and onsite shuttle coordination. The Bidder shall sign a Letter of Intent, attached as EXHIBIT G, which includes the amount the Bidder will underwrite for bus shuttle service. The final shuttle requirements will be as determined and approved by LCI, including terms of payment. The official Ground Transportation Agreement will be signed no less than nine (9) months prior to the official start of the convention. Page 13 of 16

14 VII. TEMPORARY PERSONNEL COMMITMENT Bidder shall provide temporary personnel (registrars, data entry, secretarial, bonded cashiers, clerks, etc.) to work approximately 3,000 hours. The Bidder agrees to furnish, at no cost to LCI, qualified individuals and a minimum of one supervisor for said personnel at the time, place and to perform the type of work specified by LCI. VIII. PARADE COMMITMENT The International Parade of Nations is one of the most popular events of convention week and many Lions attend the convention solely for the opportunity to participate in the parade. The parade allows Lions Clubs International to share its humanitarian message with the host city s residents and is always a well-received event. The bidding city s support of this event is essential for a successful convention experience. LCI s International Parade of Nations is currently held on the Saturday of convention week, averages 10,000 participants (100 marching delegations; 25 bands; 5 floats) and lasts 4-5 hours. Bidder agrees to furnish the following at its sole expense: 1. Acceptable parade route not to exceed 1 mile (1.6 km) with a minimum of four unobstructed traffic lanes through the center of the city. 2. Acceptable staging area of at least 8 city blocks (preferably in an arena or park-like area) and a dispersal area of at least 6 city blocks. 3. Installation and removal of color-coded hanging banners in staging area. 4. Installation, maintenance and dismantling of four special viewing stands to be located just prior to the end of the parade route. All four stands to be in place the night before the parade as follows: a. One stand with 600 elevated seats b. A second stand with 200 covered, tiered seats c. A special elevated covered VIP stand for up to 50 persons, equipped with public address system, podium and chairs. d. A separate elevated covered judge s stand for 12 persons, with tables and chairs. 5. Any required parade permit shall be issued to LCI at least 180 days prior to parade day, excluding LCI from costs for maintenance, security, and other city requirements. 6. Sufficient police/fire department and allied personnel. 7. Reasonable ambulance, paramedic and first aid services. 8. Color guard and appropriate local/civic marching band to lead the parade. 9. Use of 35 late-model, four door automobiles, or other appropriate transportation, for 2-3 hours to transport LCI officers at the commencement of the parade, including the service, delivery, return and insurance for all automobiles. Bidder must submit diagram of proposed parade route(s) including staging and dispersal areas with bid. Page 14 of 16

15 IX. SUPPORTING SERVICES COMMITMENTS Successfully hosting an event of our scope requires that LCI work with outside vendors to provide supporting services including: General Services Contractor Audio-Visual, Computer and Office Equipment Rental Translation Equipment Rental Cellular/Mobile Phone Rental Printing Services Shipping, Freight and Customs Broker Services Security Service Local Tour Services Transportation Management Company First Aid/Medical Services Lions Clubs International s policy requires that we obtain a minimum of three (3) competitive bids for the above mentioned services. The bidding city agrees to assist LCI in referring qualified companies for the opportunity to bid on these services. Typically, LCI will submit the RFP for these specific services within twelve months of our event; however, the bidding city should provide a list of qualified companies at least two years in advance. X. MISCELLANEOUS COMMITMENTS Marketing For successful promotion of the host convention city the Bidder agrees to assist LCI with attendance building and marketing, included but not limited to: Attendance by the Bidder at LCI's international convention the year immediately prior; Signage and welcome banners at airport and on city streets City maps, including a detailed map of the official hotel block offered Public relations tools such as a Lions Convention microsite, brochures, and marketing paraphernalia Local sponsorship opportunities International Show Bidder to provide LCI with the dollar amount that it will underwrite for the cost of one (1) one-hour professional entertainment production of a caliber historically staged at the association's convention to entertain an international audience. Association will recommend and approve show content no later than 180 days prior to performance date. Onsite Inspections If Bidder meets all association criteria, the association may conduct an on-site inspection, at the sole expense of the Bidder, including round-trip airfare, hotel accommodations and reasonable meal expenses by the Convention Committee Chairperson, Convention Division Manager, and Convention Division staff member prior to its spring board meeting. An exception may be made if LCI s annual convention has been held in the bidding city or the bidding city has been inspected within the past three (3) years. Page 15 of 16

16 If the city is awarded the bid, the Bidder agrees to arrange an inspection approximately two (2) years prior to the convention, at no cost to LCI, including round-trip airfare, hotel accommodations and reasonable meal expenses for the following individuals: Ten (10) person inspection team: Convention Committee Chairperson Convention Division Manager Registration/Housing Manager Registration/Housing Coordinator Convention Services and Meeting Logistics Manager Convention Services Coordinator Leadership Group Manager Board Meeting Manager Board Meeting Coordinator Parade Coordinator Page 16 of 16