BIG Ideas 2019-2020 Request for Proposal Bid Due Date: Monday, March 5, 2018 The Alliance for Innovation, in partnership with Arizona State University and the International City/County Management Association, is inspiring innovation to advance communities. It is a network of local governments, universities and partners who are committed to accelerating the adoption of emerging practices in the profession. As the premier resource for emerging practices in local government, the Alliance is building cultures of innovation and connecting thought leaders in the profession. BIG Ideas is an invitation-only event that gathers progressive leaders to explore critical issues impacting the future of communities. The event was born out of a vision of the Alliance for Innovation Board of Directors to be at the forefront of facilitating broad-based dialogue so we may learn from others as we face the issues. While there are opportunities to showcase your community, ultimately, hosting BIG Ideas is about assuming the responsibility of creating an experience for attendees in providing a platform for the kind of challenging and provocative environment that is envisioned. It is an opportunity to bring Alliance for Innovation members and other big thinkers from around the country together for an inspiring and insightful weekend. Overview This document is designed to help potential bidders evaluate the commitments and major responsibilities involved in hosting the BIG Ideas Event (BIG). It also outlines the information to be included in proposals to host the conference. Proposals to host BIG are submitted by prospective host cities or counties. The prospective host should work closely with the convention and visitors bureau of the city they wish to propose for the conference to assemble a proposal package demonstrating the appeal of the city to Alliance members and their families. Please review the logistical requirements with the local convention and visitors bureau representative. The proposal should also give the details of a financial package in support of the event that includes financial contributions and/or reduced rates or no-cost goods and services from the site city or host committee. We are confident that your community will benefit from this opportunity to host BIG. Please review the content of this guide in its entirety. If your organization has the capabilities to perform the hosting commitments, please submit the following information per the instructions below: 1. Host committee contact information 2. A letter of endorsement from the executive leadership of any co-hosting organizations 3. Preliminary list of local area companies that could be potential conference sponsors 4. Information on the attractiveness of the community as a desired travel destination 5. Information on the attractiveness of the community as an innovative city/county 6. Proposals or information from eligible event venues and hotels (referred to starting on page 3)
Please Submit To: Brandi Allen Conferences Director Alliance for Innovation 411 N Central Ave, Ste 400 Phoenix, AZ 85004 Ph: 602.496.1097 ballen@transformgov.org Who Will Attend Approximately 125 participants from think tanks, foundations, associations, businesses, universities, public interest groups, and local governments will be in attendance. Host Community Benefit Partnering with the Alliance for Innovation to host BIG will bring a national spotlight to your jurisdiction. Hosting BIG Ideas is about creating an experience for attendees. It is an opportunity to bring Alliance for Innovation members and other big thinkers together for an inspiring and insightful weekend in your community. Hosting BIG also brings financial benefit to your community. Close to 125 attendees (and their guests) will purchase hotel room nights, food, and shop in your jurisdiction over the course of the event. As well, host communities in the past have utilized BIG to showcase their area as a future family vacation destination. A. Host Committee Commitments 1. Venue identification: Recommend multiple options for hotel and inspiring meeting space to create a successful BIG Ideas environment. Also required is assistance in identifying locations for one staff dinner, one Board of Directors dinner, and the BIG Ideas Friday and Saturday dinner locations. The Alliance for Innovation will sign all contracts and make payment related to event logistics to include hotels, meeting space, catering, AV, transportation, etc. 2. Program Development: Participate in the planning committee (made up of Alliance for Innovation Board Members) to assist in identifying the event theme, discussion topics, facilitators, speakers and partnering with local universities where applicable. Alliance staff will follow up with speakers within one week of being identified, and provide speaker preparation and travel assistance. 3. Fundraising: Support the event at a minimum of $25,000 sponsorship level (funding can come from surrounding jurisdictions and local businesses). The Alliance for Innovation will also operate fund raising to support the event. 4. Marketing: The host committee should promote BIG Ideas regionally. A successful BIG will have strong representation from various markets in the region (not just local government). The host committee should recommend between 10 and 20 names to add to the invitation list. The host committee should also plan to reach out to those identified local contacts in efforts to achieve high attendance. The goal is to have a diverse set of participants representing many demographics. 2
5. Shipping Point: Provide one secure central shipping point for event materials. Host can expect no more than 10 boxes to be stored for no longer than 2 weeks prior to the event. Host Committee should arrange to have them brought to the event venue ahead of time. 6. On-site support: Provide up to 3 staff to assist during the event with set-up, operations, and close out. Provide up to 8 easels with white paper and markers for small group discussion and report out. Provide up to 125 conference bags in the event a sponsor does not provide them. 7. Tours/outings: Should be designed to showcase area innovation and community uniqueness. This is optional. Additional funds will need to be raised to cover expenses. B. Meeting Space Requirements Site selection is very important, as the venue will strongly influence the BIG Ideas environment. Your Convention & Visitors Bureau will require the following specifications in order to determine potential venue locations. MEETING NAME BIG Ideas 2019, 2020 DATE BIG is a 3 day meeting, running Friday Sunday, and preceded by a staff and Board of Director s meeting. We are looking for October dates, but DO NOT want to meet during Halloween. MEETING SPACE Thursday Staff Meeting 9am to noon, 1 room for 10 set boardroom style Board of Director s Meeting 1pm to 5pm, 1 room for 40 set boardroom style Afternoon snack break served Friday Breakfast for 30 Board of Director s Meeting 9am to 3pm, 1 room for 40 set boardroom style BIG Ideas event 4pm to 6pm, 1 room for 125 set in rounds (required: inspiring Pending: 6pm to 9pm, reception followed by dinner for 125 (possibly located off site) Refreshment Break provided Saturday Sunday BIG Ideas event 8am to 3pm, 1 room for 125 set in rounds (required: inspiring BIG Ideas break-out rooms 8am to 3pm, 4 rooms set board room style for 15 Breakfast for 100 provided Lunch for 100 provided BIG Ideas event 8am to noon, 1 room for 125 set in rounds (required: inspiring Breakfast for 100 provided 3
FOOD AND BEVERAGE EXPECTATION We provide 3 breakfasts, 2 lunches and 3 breaks throughout all the meetings. Historical F&B expense is $15,000 plus service fees. We will potentially hold a reception and dinner at the hotel on Friday night, this event is not included in the $15,000. HOTEL SLEEPING ROOM BLOCK Wednesday Thursday Friday Saturday 10 25 100 100 A minimum of 100 sleeping rooms (peak night) available located adjacent to the meeting space. Preferred: the total room block housed at one hotel. Our attendees are eligible for the government rate, however it is not required for the group. OVERFLOW HOTELS (no more than 50% of the total room block) Located within a 5 mile radius of the meeting space. If overflow hotels are used over.25 miles from the meeting venue, the host community is expected to provide transportation between the hotel and meeting space. Contract Provisions: - Complimentary wi-fi for all event attendees in sleeping rooms and throughout meeting space for - No charge for hotel meeting space - Discount on food and beverage fees - Discount on AV fees - 3 Suite upgrades at group rate at headquarters property - 25 VIP level upgrades with lounge access (where applicable) at group rate - 25 welcome amenities in Board of Director s sleeping rooms - 1 complimentary room per 45 utilized on a cumulative basis including early arrivals and stay overs - 10 rooms for staff and speakers at 50% off of the group rate (includes VIP floor level upgrades) - 3 week cut-off for room reservations - Group rate to apply three days before and after the days shown in the room block above - Group rate to apply after the cut-off date based on availability up to the group block - No penalty for reservations cancelled 72 hours prior to arrival - No deposit for master account items - Individual guest room guarantees by major credit card. Note: The suites, VIP level upgrades, and staff rooms must be at the headquarters hotel. HISTORY OF VENUES 2017 Downtown Sheraton, Raleigh, NC 2016 Crowne Plaza, Dublin, OH 2015 Pfister Hotel, Milwaukee, WI 2014 Sonesta Hotel, Fort Lauderdale, FL 2013 Mondrian Hotel, Andaz Hotel, West Hollywood, CA 4
AIRPORT AND TRANSPORTATION The event hotel should have easy access to a major airport and centrally located overflow hotels. A full range of air and ground transportation options should be available including budget travel. How the BIG Host Community will be selected A committee of Alliance Staff and Board Members will review bids and select the host community on the following criteria: 1. Ability to raise at least $25,000 in event sponsorships 2. Commitment level of host community leadership and staff availability to support BIG 3. Attractiveness of the event location as a desired travel destination 4. Attractiveness of the event location as an innovative city/county 5. Meeting and hotel venues: a. Proximity of host hotel to the meeting space b. Hotel and meeting space accommodations for the business traveler 6. Bonus points will be given to host communities partnering with local institutions (universities, foundations, business partners, etc.) 5