12 April 2017 EXPRESSIONS OF INTEREST (EOI) SOUGHT: HOSTING THE TOURISM CONFERENCE MARCH 2018 (Early March date TBC) Councils interested in hosting the 14th Local Government NSW Tourism Conference are invited to submit a written expression of interest, to be received by no later than Monday 22 May 2017. Being the host area for the conference means a significant economic boost for the relevant local economy for example around 200 conference delegates usually attend the conference and local suppliers benefit. To be considered, EOIs must address specific criteria below. Key dates: EOIs must be received by by Monday, 22 May 2017 EOIs will be evaluated by Tuesday 13 June 2017 and the successful council notified to ensure proper resource planning can occur. Expressions of Interest documents should be addressed to: Meg Fisher Manager Events and Protocol Local Government NSW GPO Box 7003 SYDNEY NSW 2001 or via meg.fisher@lgnsw.org.au. Note: the 2018 conference may be held in a metropolitan or regional council. Hosting Criteria Relevance and Proof of Tourism in your Area A statement as to why your council should host the conference/evidence of growing tourism or tourism product What links do your council and region have to tourism and pertinent topics What support your council may receive within your community to make the conference exciting and set the region apart from others An outline of what kind of social program you may plan for delegates including welcome reception and conference dinner venues
Proposed site visits that relate to the program as well as showcase what your council is doing in the tourism space. The visits must fit within a 2-3 hour time frame including all travel. Resources Designated staff member for exchanges of information and requests Local knowledge, insights, assistance to support to deliver the conference Staff to help resource preparations for registrations and assist in manning the registration desk The host council may need to provide some computers/laptops updated with software to run electronic presentations (with Microsoft Office Windows 10) Booking system for accommodation Conference Venue Requirements The conference venue must be able to seat at least 200 people preferably in classroom or theatre style, with air conditioning, professional sound and audiovisual facilities including onsite technician. *Clear sight lines to main stage are essential All venues must be accessible venues (including toilets, access ramps, safety considerations), and where possible venue and conference topics should allow for hearing and sight impairment. Eg. Hearing loops Able to provide catering on-site for morning tea, lunch and afternoon tea within the sponsors area The venue should be able to facilitate a program allowing for workshops or smaller meetings in break-out rooms from the main plenary area (main conference room) which are sound proofed. *Audio visual suppliers must be of a professional standard acceptable to or will engage its own suppliers. Mobile telephone reception and internet access must be available at the venue Accommodation of at least 200 motel style rooms of at least 3-5 star or higher standard near or at the conference venue preferably within walking distance with a range of pricing to suit various budgets as well as accessible rooms. (Caravan Parks are not considered acceptable accommodation.) Conference dinner venue no more than 30 minutes traveling time away, able to seat at least 200 people and to be an accessible venue Ability to present a trade display area. It is preferable that the trade display area be sectioned off from the conference venue to minimise noise. Trade display area to take a minimum of fifteen (15) 3 x 2 metre booths with power available Sustainability and Risk Management The conference must comply with the s Guidelines for Event Sustainability The conference venue or host council should be aware of risk management principles and have an exit or emergency plan in place for the conference Transport Excellent transport links with airport in reasonable proximity - it is envisaged councils will promote the best transport routes and links to delegates, and liaise with airlines;
coach companies; rail and car hire companies to ensure availability of appropriate transport options. Onsite parking must be available at both conference venue and accommodation options Ability to provide transport to and from accommodation and conference centre and to the conference dinner. * The conference usually runs between 9am-5pm and host councils will need to be able to cost and deliver bus transport to meet this timing Ability to provide transport pickup for speakers and special guests as needed Further Information The conference program is decided by the Tourism Conference Committee and is directed by. The Association will develop the conference agenda with the committee and with input from your council but programming and speaker choice will be the responsibility of the. The will provide contacts for appropriate sponsors and trade exhibitors but will expect the host council to assist with local sponsor contacts. Budget Sourcing quotes for venue management, catering, bus transfers, etc. and onsite management of registrations is generally the responsibility of the host council depending on council s resources. This can be discussed with the successful council. In most circumstances, runs the Tourism Conference budget and asks the host council to supply quotes pertaining to costs that fall within the realm of location and venue. All conference hard costs are paid from sponsorship and registrations. The host council is not required to supply any budget information at this time but will need to cost and find staff resources to deliver the conference to s timelines. The Association is keen to keep conference costs to a minimum to ensure all councils, in particular the smaller councils, can afford to attend. The 2017 conference fee was $753 and $693 respectively and it is envisaged to keep to this amount at this time allowing for GST and CPI increases.
Responsibility Chart ITEM RESPONSIBILITY STATUS COMMENTS Program Guest speakers Keynote speakers Program content Theme/topics Speaker liaison/ arrangements VIPS Protocol Registration form/kits Registration ticketing Online registration Conf payments Brochure design Brochure printing Distribution Registration desk onsite Overall event running orders / Committee Committee Committee / Committee / Committee ALL parties Conference budget Draft budget Quotes Reconciliation / Each provides costs into overall budget /
Sponsorship Sponsorship props Sponsorship budget Trade display partners Local sponsors Sponsorship delivery Trade display logistics/quotes/suppliers Transport options Transport schedule Airline/coach transfers Marketing Direct mail/email Website Advertising Merchandising Satchels Speaker Gifts Local at council s cost Signage Conference venue Venue layout/av quotes Morning/afternoon teas Delegate accommodation Conference staffing Onsite IT/office requirements for / / All Committee / /
Workshop sessions Brief speakers Speakers requirements Speakers bios Media requirements Onsite media contact Onsite photographer Media releases Welcome Function Master of Ceremonies Venue VIPS Catering quote and delivery AV quotes Running order compile and distribute Entertainment/cultural ideas and involvement Conference Dinner Venue management quotes and interaction Catering Evening format Entertainment suggestions Theming VIP seating / / / /