RRCA National Convention Bid Form

We are accepting bids for the 2012 - 54th Annual RRCA National Convention.

The RRCA awards the National Convention location through a competitive bidding process to member clubs or events willing to host the event on behalf of the RRCA. Hosting the RRCA Convention is a great opportunity for an RRCA member club or event to highlight their community's commitment to running, and potential to earn revenue for the host organization.

INSTRUCTIONS:

1. Review the "Hosting the RRCA Convention" information flier posted on our website.

2. Bids are only accepted from RRCA member clubs and events. Convention or Sports Bureaus interesting in hosting the RRCA Convention must partner with a local RRCA member club or event and the RRCA member must submit the bid.

3. Print a copy of this online form and review it to ensure that you gather all of the required information in advance and that you can complete all of the questions. You cannot save this form and return to it later. You must complete it all at one time.

4. Complete all questions in this online form and click the submit button at the bottom. Be sure to print a copy of the completed form before clicking submit.

5. After the bid deadline, each bidder will be offered the opportunity to present their bid in person to the RRCA Board of Directors for the final location selection. At that time, bidders will be invited to submit any additional promotional materials such as videos, fliers, etc. Goody bags for the Board at time of presentation are not allowed.

BID SUBMISSION DEADLINE:

All bids are due by January 15, 2010.

The 52nd Annual RRCA National Convention will be held in Lakeland, FL April 21-25, 2010.
The 53rd Annual RRCA National Convention will be held in Fredricksburg, VA May 13-15, 2011

For questions, email Convention@rrca.org.

* Required

Name of RRCA Member Club or Event submitting bid: *

List other clubs that may be involved with hosting the convention

Mailing address for club/event * Include address, city, state and zip code

Proposed convention dates (may propose 2-3 dates): * Include the month and date range. We are only accepting bids for 2012. The Convention should be from a Thursday - Sunday between March 15th and May 31st, excluding Boston Marathon weekend.

Name of person completing this form: * You should be the person that will direct the local convention management efforts.

Email address of person completing this form: *

Number of members in club or staff size of event member *

Annual budget of club/event *

Size of volunteer pool: * It takes about 50 volunteers to help smoothly run the RRCA Convention

What is your club/event's reason for bidding on the RRCA Convention? *

What does your club/event hope to accomplish from hosting the RRCA Convention? *

What are the advantages of your club/event hosting the convention in your city? *

What are some nearby attractions that would make your site an interesting destination? *

What are your club/event's creative angle for the Convention? *

What experience does your club/event have with hosting large events? *

Outline how you to plan to manage the development and implementation of the Convention if awarded the bid: *

Has your club/event ever done the following? * Select all that apply

Hosted an RRCA Championship event
Sent a member to an RRCA Convention in the last 3 years
Applied for an RRCA National Running Award
Received and RRCA National Running Award
Donated funds to RRCA programs
Share RRCA information on your website (logo, syndicate news, post FOOTNOTES, etc)
None of the above

Name of the proposed host hotel *

Expected room rate per night four double occupancy: *

Website address for proposed host hotel: *

Mailing address for proposed host hotel: * Include mailing address, city, state and zip code

Number of guest rooms at proposed host hotel: *

Number of guest rooms that can be blocked at proposed host hotel: *

Number of complimentary rooms provided by the hotel that can be extended to RRCA staff? *

Number of complimentary suites provided by the hotel? * At least one suite should be arranged for RRCA use at no cost

Is complementary internet provided in the rooms or the meeting space? *

Is there a restaurant in the hotel or within a one to two block walk? * List nearby restaurants including the hotel restaurant

Are there other hotels nearby that can accommodate overflow? If yes, please list them and how far are they from host hotel

Name of closest airport and airlines that service the area: *

Distance from airport to host hotel: *

Does the hotel provide shuttle service to and from the hotel? *

Others forms of transportion to the host hotel * Outline train stations, taxi service, bus service, etc.

Does the host hotel have adequate meeting space as outlined in the information flier? * If no, please outline where meetings will take place

Check all that apply about the space available at the host hotel? *

Workshop rooms: 4-5 rooms that seat 50 people theatre style
General Session room: seats 350 people theatre style
Expo Space: 5000 square feet
Lunch & Dinner space: seat up to 400 people at round tables with presentation space
Space for attendee check-in
Small meeting room: seats 15-20 boardroom style
Space for "convention office". Storage room
additional space as needed

Please outline ideas for welcome reception (Thursday evening) and off-site dinner (typically Friday night event) *

Please outline ideas for guest speakers, education sessions, special outings, groups runs, etc. *

You will be expected to host an expo as part of the Convention. Are you willing to provide free expo space for RRCA Official Sponsors? *

How many expo booths to you expect will be available at the Convention? *

You will be expected to maintain a Convention website and produce a convention program. Do you have people identified to manage these tasks? *

Please outline names of individuals that will be part of the convention organizing team and outline their basic responsibilities for the convention: *

Is there a race planned in conjunction with your proposed convention bid? * The RRCA expects all bids to include a race in conjunction with their convention bid.

If yes, what is the name of the race and has the race been awarded an RRCA Championship designation? * RRCA Conventions are ideally held in conjunction with an RRCA National Championship event, however Regional and State Championships will be considered.

If yes, what is the date of the race? *

How many participants are expected for the race? *

Is this an established race or one being conducted for the Convention * Please select one

Will you provide transportation to the race start. *

Will you provide transportation to the race start. * Please select one

If the race has an expo/packet pick-up, will it be at the host hotel? * Please select one

You will be expected to solicit sponsorship for the Convention. Please outline local and national sponsors that might support your convention * Include in-kind sponsorship opportunities as well

Outline how you plan on promoting the Convention to ensure it is a success both locally and nationally: *

Are you willing to provide free or 50% discounted registration fees to the RRCA Board of Directors, Staff and State Reps? * Please select all that apply.

Free registration for RRCA Staff
50% registration for RRCA Staff (3)
Free registration for RRCA Board of Directors (9)
50% registration for RRCA Board
Free registration for RRCA State Reps (approx 30-45)
50% registration for RRCA State Reps
No discount will be offered to the RRCA Staff, Board or State Reps

Are you willing to donate a portion of your net profits to RRCA programs? If yes, please outline your expected contribution amount or percentage

I agree that I have reviewed the "Hosting an RRCA Convention" information document and agree to assume full financial responsibility for the Convention if awarded the bid along with agreeing to managing all aspects of the Convention with guidance from the RRCA executive director. Please type your full name below

Be sure to print a copy of this form for your records before clicking the submit button below