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Briefing Packet

A Two-District Partnership Concept 5950/5960

JOINT TWO-DISTRICT STRATEGIES MEETING WITH MEET MINNEAPOLIS
MEETING AGENDA
SATURDAY, MARCH 8, 2008
MINNEAPOLIS CONVENTION CENTER

FACILITATED BY:
Cathy Smith, PDG, 5960
Rod Shilkrot, PDG, 5950

INTRODUCTIONS
OBJECTIVE(S) OF THIS MEETING
RI CONVENTION SITES SET FOR THE NEXT 9 YEARS
OUR OPPORTUNITY – OUR COMPETITION
OUR POTENTIAL COMMITMENTS – FINANCIAL AND PEOPLE RESOURCES
MAKEUP OF PROPOSAL DUE MAY 12TH
RESPONSIBILITIES REGARDING THE PROPOSAL (TWO DISTRICTS AND MEET MINNEAPOLIS, OTHERS)
FINALISTS AND THE ENSUING SITE VISIT – THE REAL KEY TO WINNING THE BID
CONSIDERATION OF AN OUTSIDE FIRM TO ENGINEER THE SITE VISIT
DISCUSSION ON LEADERSHIP AND MAKEUP OF THE HOC
SHOULD WE INVOLVE OTHER AREA DISTRICTS
DISCUSSION ON HOC PLAN OPTIONS – CRITICAL TO SITE VISIT

THE ULTIMATE BUY-IN – SHOULD WE MOVE AHEAD, OR NOT?
NEXT STEPS, MEETINGS, ASSIGNMENTS

FUTURE SITES OF THE ROTARY INTERNATIONAL CONVENTION
2008  LOS ANGELES, CALIFORNIA USA
2009  BIRMINGHAM                              ENGLAND

2010  MONTREAL, QUEBEC              CANADA
2011  NEW ORLEANS, LOUISIANA  USA
2012  BANGKOK                                   THAILAND
2013  LISBON                                         PORTUGAL
2014  SYDNEY                                        AUSTRALIA
2015  TBD                                 Latin America or Western USA
2015  SEOUL                                          KOREA

CORRESPONDENCE FROM ROTARY INTERNATIONAL

APRIL 2, 2007
RI SENDS MANUAL FOR CONVENTIONS, STATING THAT 2005 MINNEAPOLIS SITE INSPECTION REVEALED WE DO NOT HAVE PLENARY HALL THAT SEATS MINIMUM 10,000

Dear District Governor Shilkrot,
Per your request via Jim Damato, I am sending you the Manual for Conventions, which details the RI procedure for convention planning. Please pay particular attention to the Convention Site Specifications in Exhibit 3.

After a site inspection in 2005, International Meetings staff noted that Minneapolis does not currently meet the requirements for hosting an RI convention, as the convention center is too small (needs to be 10,000 capacity).

Please let me know if your convention center has expanded recently and might now be able to support a future convention.  If so, I will update our WorldWide Database to indicate that Minneapolis/St. Paul should be considered as a potential future host.

Please let me know if you have any questions.
Thank you,
Shannon Madden
Administrative Coordinator
International Meetings
Rotary International
Phone 847.866.3088
Fax 847.328.9239
Email Shannon Madden

APRIL 20, 2007
FOLLOWUP CORRESPONDENCE FROM RIDGEWAY INTERNATIONAL DISPUTES PLENARY HALL FLAWS

Yes that is correct; although there are 4 pillars in the rooms. The Convention Center said that within the two rooms, they are able to hold between 10,000 and 15,000 attendees.

Jilan McDonald
Event Sales Manager
Ridgeway Int'l, Inc.
www.ridgewayevents.com


From: Rod Shilkrot [mailto:RShilkrot@aaaminneapolis.com]
Sent: Friday, April 20, 2007 9:05 AM
To: Jilan McDonald
Subject: RE: Follow up

Two exhibit halls opened to and within view of one stage?  R

-----Original Message-----
From: Jilan McDonald
Sent: Thursday, April 19, 2007 2:23 PM
To: Rod Shilkrot
Cc: Paul Ridgeway
Subject: Follow up

Dear District Governor Shilkrot,
I am following up on the e-mail you had most recently with Paul Ridgeway.  I am confirming that the Minneapolis Convention Center is able to hold the 10,000 attendees for RI convention.  If the group grows to more than 10,000, they may have to use two exhibit halls.

I hope this is helpful. Please let me know if I can answer any additional questions.

Sincerely,

Jilan McDonald; Event Sales Manager; Ridgeway Int'l, Inc.
1200 Ford Road; Minnetonka, MN  55305
952-893-1111  Phone; 952-893-1995  Fax; 612-709-3624  Cell #1
Email Jilan McDonald
www.ridgewayevents.com

NOVEMBER 14, 2007
BOARD TO LOOK AT LATIN AMERICA, KOREA AND WESTERN USA FOR 2015 AND 2016 CONVENTIONS

Dear PDG Shilkrot,
Thank you for this update and thank you again for your enthusiasm.  The Board decided during its meeting earlier this month to investigate cities in Latin America, Korea and the western half of the United States to host the 2015 and 2016 conventions.  Staff are currently in the process of putting together Requests for Proposals (RFPs) to be sent out to feasible cities in these regions, and I have just verified that Minneapolis-St. Paul are on the list to receive such an RFP in the near future.  Therefore your next step will be to receive our RFP and respond accordingly with your proposal to host the 2015 and/or 2016 convention within six months from receiving it.  Note that RFPs will be addressed to current District Governors, but I will also copy you on such correspondence.

Per your other question, the 2012 Convention will be held in Bangkok, Thailand; 2013 in Lisbon, Portugal; and 2014 in Sydney, Australia.

As always, please feel free to contact me with any questions.  Have a wonderful day.
Thank you, Shannon

Shannon Madden; Administrative Coordinator; International Meetings; Rotary International
Phone +1.847.866.3088; Fax +1.847.328.9239; Email Shannon Madden

DECEMBER 4, 2007
RI SENDS OUT RFP TO HOST 2015 OR 2016 CONVENTIONS

Dear District Governors Laurent and Lillis,
Please see the attached Request for Proposal (RFP) to host the 2015 or 2016 Rotary International Convention.  Also attached are the enclosures described in the RFP.  Per previous communications with Past District Governor Rod Shilkrot, this is being sent as a request for a joint proposal from the cities of Minneapolis and St. Paul.

Please let me know if you have any questions.
Thank you, Shannon Madden

JANUARY 22, 2008
INTENTION TO SUBMIT PROPOSAL REQUEST FROM RI
Dear RI District Governor,
In early December, I emailed you a Request for Proposal (RFP) to host either the 2015 or 2016 Rotary International Convention.  As stated in the RFP, proposals are due on or before 12 May 2008.

At this time I ask you to please (1) confirm that you did receive the RFP, and (2) indicate whether you do or do not intend to submit a proposal, or if you are still in the exploratory phase and have not yet decided whether you will submit a bid.  I ask for your response on these two points by 30 January 2008.

Please feel free to contact me at Email Shannon Madden if you have any questions.
Kind regards and best of luck throughout this process, Shannon Madden, Administrative Coordinator, International Meetings

JANUARY 28, 2008
BOARD SELECTS SEOUL, KOREA TO HOST 2016 CONVENTION; CONFIRMS 2015 CONVENTION TO BE HELD IN EITHER LATIN AMERICA OR WESTERN USA

Dear RI District Governor,
At the RI Board meeting last week the RI Board made the following decision.  If you have any questions or concerns about this decision please contact your respective Director.  They have been copied on this communication for your reference.

X-10.   2016 RI Convention
DECISION:  The Board
1.      Tentatively selects Seoul, Korea as the site for the 2016 RI Convention, subject to the successful identification and negotiation of appropriate dates, venue, housing, transportation, and other contracts, plus all necessary information and contracts required to memorialize the proposal from the host area;
2.      Reaffirms that the 2015 RI Convention should be held in either Latin America or the Western United States, and requests the general secretary to so notify the districts involved in the bidding process.

Thank you very much. We look forward to receiving your proposal to host the 2015 RI Convention and possibly working with you on the 2015 RI Convention!\
Sincerely,
Shannon Madden; Administrative Coordinator; International Meetings, RI

RFP REQUEST COVER LETTER FROM ROTARY INTERNATIONAL

RECEIVED: 4 December 2007

Dear District Governors Laurent and Lillis:
I would like to take this opportunity to inform you of the following Board decision from the November 2007 RI Board of Directors Meeting:
DECISION: The Board:
1. looks with favor on the 2015 and 2016 RI Conventions being held in Latin America or Korea or the western United States;
2. requests the general secretary to invite Rotary districts in Latin America and Korea and the western United States that have cities with the facilities and services needed to hold a convention, to submit a proposal for hosting the 2015 or 2016 RI Convention;
3. requests the general secretary to report to the Board at its June 2008 meeting on the status of proposals received for both the 2015 and 2016 conventions.
In our internal search of prospective cities we have determined that Minneapolis-St. Paul, Minnesota may have the required facilities to hold a successful convention.  Please review the attached Convention Site Specifications and the Host Organization Committee responsibilities to determine the viability of your district hosting an RI Convention.

The following is a list of critical criteria RI uses for site selection:
· Venues with free chairs, adequate capacities, space as listed in the convention specifications and commitment on a first option basis for RI;
· Venue rental at no cost to RI and an explanation of how the proposed venue fees will be paid (HOCs should be encouraged to secure venue space at no cost) and a financial plan and supporting documents, such as government statements or local Rotarian resolutions that support that financial plan;
· A reasonable “walking distance” between venues sites;
· Adequate discounted hotel rooms reserved on a first option basis for RI;
· A letter indicating that the district governor agrees, by signature of the bid, to comply with the list of HOC responsibilities;
· Air conditioning or heating must be available and maintain the venue indoor temperatures at 72°F/22°C;
· The proposed plenary session room must be covered; open-air stadium type facilities will not be considered;
· Identification of acting host organization chair in proposal.

If your city is able to meet all of these requirements, please consider returning a written proposal prior to 12 May 2008.
Note that the complete Manual for Conventions was significantly revised in November 2007, and the full manual will be sent to you after it has been copyedited by RI staff.

I implore upon you to be very realistic in your consideration of this Request for Proposal (RFP). RI has often heard that the Rotarians that proposed to host an RI Convention are not the same Rotarians that end up doing the eventual work to host the RI Convention. Those “hosting Rotarians” often state that had they been asked to send in a proposal, they would definitely give it more serious consideration before doing so. In that regard we have also attached the final report from the Salt Lake City Host Organization for your review and consideration as you decide whether to submit a proposal.

We have often found that cities bidding on a convention are challenged in securing an appropriate block of hotel rooms for RI’s consideration. Therefore if you do decide to submit a proposal, we have also attached two Hotel Commitment forms for your use. One of these forms is for the Official Participant hotel(s) and the other form is applicable to the remainder of your hotels. Once these forms are sent to hotels and received back as part of your proposal, we will be able to better understand what your hotel community is offering RI in regards to the hotel package. RI already knows you have enough hotel rooms in your city and what the current rates are for those hotels.  By your hotels using and filling out these forms, the hotels are making an offer and tentative reservation for RI’s consideration, which is specifically what is being requested of the hotels in the convention specifications.

The proposal should address each point mentioned in the specifications as well as the financial package to be offered. Historically, cities proposing to host an RI convention have augmented their proposal by offering entertainment, transportation or other tangible convention elements at no cost to Rotary International.

Such options are further elaborated on in the convention specifications as part of the “preferred criteria” section. The general secretary encourages you to augment your proposal with such offers.

While preparing a proposal takes a great deal of work, you will find that your respective Convention and Visitors Bureau or Tourism Office representatives will be invaluable resources to assist you in gathering and obtaining proposal information.

Should you have any questions, please do not hesitate to contact me. I can be reached via phone at +1-847-866-3088, via fax at +1-847-328-9239 or via email at shannon.madden@rotary.org.

Sincerely,
Shannon Madden
Administrative Coordinator
International Meetings, Rotary International
cc: Ed Futa, General Secretary, RI
Theresa Nissen, General Manager, Membership Services, RI
L.J. Williams, Manager, International Meetings, RI
Michael J. Johns, Director, RI
Scott Romane; Director of Citywide Sales, Meet Minneapolis
Karen Madlock, Vice President of Sales & Marketing, Saint Paul RiverCentre Convention & Visitors Authority

KEY EXCERPTS FROM THE 2007 Manual for Conventions INTERNATIONAL MANUAL FOR CONVENTIONS 12
LOOKING BACK:
PAST CONVENTIONS, LOCATIONS, DATES AND REGISTRATIONS
Melbourne, Vic., Australia 23-26 May 1993                                         22,083
Taipei, Taiwan, China 12-15 June 1994                                              31,161
Nice, France 11-14 June 1995                                                              34,077
Calgary, AB, Canada 23-26 June 1996                                               24,900
Glasgow, Scotland 15-18 June 1997                                                   24,300
Indianapolis, IN, USA 14-17 June 1998                                               19,020
Singapore, Singapore 13-16 June 1999                                             17,903
Buenos Aires, Argentina 1-7 June 2000                                              14,301
San Antonio, TX, USA 24-27 June 2001                                             24,092
Barcelona, Spain 23-26 June 2002                                                     19,059
*Brisbane, QLD, Australia 1- 4 June 2003                                          14,147
Osaka, Japan 23-26 May 2004                                                            45,381
Chicago, IL, USA 18-22 June 2005                                                     39,460
Malmo, Sweden and Copenhagen, Denmark 11-14 June 2006      14,469
Salt Lake City, UT, USA 17-20 June 2007                                          15,439

Prior to 2003, all reported registration included fees due registrations. Final registration figures were not actual paid registration totals, but gross numbers before cancellations and no shows.

The convention is the annual business meeting of the association. It is also a celebration of the fellowship of Rotary with social and entertainment events. The program includes pre-convention meetings, plenary sessions, workshops, forums, entertainment features and other meetings for this purpose.

The board of directors of Rotary International determines the geographic location of each convention nine (9) years in advance from which proposals to host the convention will be solicited. The organization will not entertain any unsolicited proposals. A Rotary district wishing to invite Rotary International to hold its convention in their city must work with the local Convention and Visitors Bureau or Ministry of Tourism to submit a proposal using the following guidelines.

Supporting documentation must confirm all specifications and information. Destinations that do not meet RI’s requirements for hosting an annual convention will not be considered as potential host cities. Rotary districts are strongly encouraged not to incur any large expense in preparing their invitation to host an RI Convention. RI will not review any materials, which do not directly relate to the meeting requirements, i.e., videos or other expensive presentation materials.

CRITICAL AND PREFERRED CRITERIA
The Board will consider a proposal only if the general secretary has explicitly confirmed that the city currently meets all of the requirements for holding a convention. The following is a list of critical criteria for site selection:

· Venues with free chairs, adequate capacities, space as listed in the convention specifications and commitment on a first option basis for RI