Donor Database Functional Overview
Convention Bidding Workshop
2016 ROTARY INTERNATIONAL CONVENTION
INTRODUCTIONS
TODAY’S PANELISTS
• Mark Daniel Maloney, Chair, 2014 (Sydney) Convention Committee • Guiller E. Tumangan, RI Director • Andreas von Möller, 2019 (Hamburg) HOC Chair • Shannon Watson, Director, Meetings and Events, Rotary International
STAKEHOLDER ROLES AND RESPONSIBILITIES
STAKEHOLDER GROUPS
HOC Secretariat International Convention Committee President-nominee RI Board Trustee Chair
Convention Promotion Committee
BIDDING TIMELINE
TIMELINE
• July 2016 - Letter of interest • September 2016 Board Meeting – RI Board receives list and selects up to 12 • October 2016 - RFP distributed per Board instructions • March 2017 - Proposals from cities due • May 2017 -Responses presented to the Board and finalists selected
TIMELINE
• May – September 2017 – Site inspections of finalist cities • October 2017 – Sites for 2023-2025 tentatively selected, subject to completion of essential negotiations
CRITICAL CRITERIA
CRITICAL CRITERIA - Venues
• • • • • • • • •
Available on a first-option basis for RI Fully constructed Inclusive of appropriate furniture inventory 24-hour access Compact Climate-controlled Covered Free Wi-Fi Appropriate General Session and House of Friendship capacities
CRITICAL CRITERIA – Hotel Room Block
• First option at suitable properties • < 40% of total number of sleeping rooms available in the city • Minimum peak night committable rooms: – 7,000 – Asia, Australia, Europe & North America – 5,600 –Africa & South America
HOC ATTRIBUTES
HOC ATTRIBUTES
• • • • •
Committed Connected Collaborative Organized Practical
HOC ATTRIBUTES
• Committed - you want it - you are convinced - you are focused - you need extra-time
HOC ATTRIBUTES
• Connected - to decision-makers - to professionals - to your Rotarians in your district - to Rotarians in your country
HOC ATTRIBUTES
• Collaborative - team of experts - clear who does what - always easy access - not process- but aim-oriented
HOC ATTRIBUTES
• Practical - react to changes, open to improvise - listen to advice and good examples - have all modern tools at hand - be better under time-pressure
HOC ATTRIBUTES
• Organized - leadership - open door-feeling - decision-orientation - kiss-principle
OCTOBER 2015 BOARD DECISIONS
DECISIONS- Non-Rotarian Attendance
Attendees • Amended the Code of Policies to permit the Board to authorize categories of non-Rotarian attendees and to permit the HOC to invite non-Rotarians to visit the House of Friendship at a reduced registration fee or no fee, with approval from the President.
New Event • Requests the General Secretary to conduct a feasibility study of hosting a new, revenue-generating event for Rotarians and non-Rotarians, focused on service in conjunction with the convention.
DECISIONS: Attendance Figures
Convention Attendance Assumptions • • • •
25,000 for Asia 17,000 for Europe, North America & Australia 14,000 for South America 10,000 for Africa
• International Convention Committee to establish marketing goal
DECISIONS- Alternative convention sites
• 7 years • No other city in the country meets the critical criteria • Implementation procedure in process
DECISIONS- HOC Responsibilities Focused in 2023 and the Future
• • • •
Serve as a welcoming committee Recruit and manage a volunteer force Promote the convention to host districts Liaise between key local contacts and RI
• Identify potential sponsors
DECISIONS: Responsibilities Shifted from HOC to RI
• Organizing signature ticketed events • Promoting the Convention at the International Assembly • Promoting the Convention at the prior Convention • Funding the venue
QUESTIONS AND ANSWERS
RESOURCES
• Available Now: • Timeline and Critical Criteria document • Excerpt from Minutes of the Board of Directors meeting October 2015 • Shannon M. Watson, CMP, CAE [email protected] +1 847 866 3032
• Coming October 2016 – The Manual on Conventions – 2023-2025 RFP for International Conventions
Rate this session! Your feedback is valuable so remember to complete the brief session evaluation in the convention mobile app. To download the app, search for “Rotary Events” in your Apple or Android app store. This presentation and others from throughout the convention are available through the convention mobile app and on SlideShare at www.SlideShare.net/Rotary_International.
2016 ROTARY INTERNATIONAL CONVENTION
INTRODUCTIONS
TODAY’S PANELISTS
• Mark Daniel Maloney, Chair, 2014 (Sydney) Convention Committee • Guiller E. Tumangan, RI Director • Andreas von Möller, 2019 (Hamburg) HOC Chair • Shannon Watson, Director, Meetings and Events, Rotary International
STAKEHOLDER ROLES AND RESPONSIBILITIES
STAKEHOLDER GROUPS
HOC Secretariat International Convention Committee President-nominee RI Board Trustee Chair
Convention Promotion Committee
BIDDING TIMELINE
TIMELINE
• July 2016 - Letter of interest • September 2016 Board Meeting – RI Board receives list and selects up to 12 • October 2016 - RFP distributed per Board instructions • March 2017 - Proposals from cities due • May 2017 -Responses presented to the Board and finalists selected
TIMELINE
• May – September 2017 – Site inspections of finalist cities • October 2017 – Sites for 2023-2025 tentatively selected, subject to completion of essential negotiations
CRITICAL CRITERIA
CRITICAL CRITERIA - Venues
• • • • • • • • •
Available on a first-option basis for RI Fully constructed Inclusive of appropriate furniture inventory 24-hour access Compact Climate-controlled Covered Free Wi-Fi Appropriate General Session and House of Friendship capacities
CRITICAL CRITERIA – Hotel Room Block
• First option at suitable properties • < 40% of total number of sleeping rooms available in the city • Minimum peak night committable rooms: – 7,000 – Asia, Australia, Europe & North America – 5,600 –Africa & South America
HOC ATTRIBUTES
HOC ATTRIBUTES
• • • • •
Committed Connected Collaborative Organized Practical
HOC ATTRIBUTES
• Committed - you want it - you are convinced - you are focused - you need extra-time
HOC ATTRIBUTES
• Connected - to decision-makers - to professionals - to your Rotarians in your district - to Rotarians in your country
HOC ATTRIBUTES
• Collaborative - team of experts - clear who does what - always easy access - not process- but aim-oriented
HOC ATTRIBUTES
• Practical - react to changes, open to improvise - listen to advice and good examples - have all modern tools at hand - be better under time-pressure
HOC ATTRIBUTES
• Organized - leadership - open door-feeling - decision-orientation - kiss-principle
OCTOBER 2015 BOARD DECISIONS
DECISIONS- Non-Rotarian Attendance
Attendees • Amended the Code of Policies to permit the Board to authorize categories of non-Rotarian attendees and to permit the HOC to invite non-Rotarians to visit the House of Friendship at a reduced registration fee or no fee, with approval from the President.
New Event • Requests the General Secretary to conduct a feasibility study of hosting a new, revenue-generating event for Rotarians and non-Rotarians, focused on service in conjunction with the convention.
DECISIONS: Attendance Figures
Convention Attendance Assumptions • • • •
25,000 for Asia 17,000 for Europe, North America & Australia 14,000 for South America 10,000 for Africa
• International Convention Committee to establish marketing goal
DECISIONS- Alternative convention sites
• 7 years • No other city in the country meets the critical criteria • Implementation procedure in process
DECISIONS- HOC Responsibilities Focused in 2023 and the Future
• • • •
Serve as a welcoming committee Recruit and manage a volunteer force Promote the convention to host districts Liaise between key local contacts and RI
• Identify potential sponsors
DECISIONS: Responsibilities Shifted from HOC to RI
• Organizing signature ticketed events • Promoting the Convention at the International Assembly • Promoting the Convention at the prior Convention • Funding the venue
QUESTIONS AND ANSWERS
RESOURCES
• Available Now: • Timeline and Critical Criteria document • Excerpt from Minutes of the Board of Directors meeting October 2015 • Shannon M. Watson, CMP, CAE [email protected] +1 847 866 3032
• Coming October 2016 – The Manual on Conventions – 2023-2025 RFP for International Conventions
Rate this session! Your feedback is valuable so remember to complete the brief session evaluation in the convention mobile app. To download the app, search for “Rotary Events” in your Apple or Android app store. This presentation and others from throughout the convention are available through the convention mobile app and on SlideShare at www.SlideShare.net/Rotary_International.
