Hello. The UFWDA board of directors (BOD) will be discussing proposed locations for the 2008 and the 2009 annual membership meeting. UFWDA standard operating procedures require the 2008 meeting be held east of the Mississippi and the 2009 meeting be held West of the Mississippi.
At this time, the board is asking for all interested delegates or members to submit proposals for meeting locations.
Such proposals must be submitted on this forum no later than March 1, 2007.
The criteria utilized by the BOD for locations presented to the delegates at the 2006 meeting are as follows:
1) Determine a location that possesses the following characteristics
a. Consideration of the ease and lower cost of utilizing a metropolitan airport
b. Locations East of Mississippi in 2008, 2010, 2012
c. Locations West of Mississippi in 2009, 2011, 2013
d. The location would be a change from the location the last time it was in the East/West respectively. i.e. if it was held in TN in 2006 then chose a location in the East that is NOT in TN for 2008; if it was held in CO in 2007 then chose a location in the West that is NOT in CO for 2009.
e. Available for three consecutive days, either Mon., Tue., Wed.; Wed. Thurs. Fri., or Thurs. Fri. Sat. for example.
f. Attractive to UFWDA either because of known member associations or a lack of membership and the opportunity to attract membership
g. Availability of free transportation from airport to hotel
h. Availability of hotel to provide on-line room booking from reserved block.
2) Get price quotes for the location for the following items
a. Room rate for a block of 35 rooms
b. Cost, if any, of meeting space for 75 people if 20 rooms are reserved at that hotel. The same meeting space will be utilized all 3 days
c. Cost of providing food and beverages
i. Lunch for 75 people
ii. Dinner on third evening (Wed. or Fri). for 75 people
iii. Morning beverages for 75 people
iv. Afternoon beverages for 75 people
v. Afternoon snack (consisting of cookies or other lite fair) for 75 people
vi. Ask whether lunch and dinner are provided in the same space as meeting or a different space
d. Cost, if any, of technical support for meeting, which may include, among other things
i. Blank wall for power point presentations or screen
ii. Flip charts
iii. Tape or thumb tacks for hanging notes
vi. There is no need for estimate on projector because UFWDA owns its own PPT projector for computers.
vii. Whether any of these support items may be provided by UFWDA at no charge by the hotel. Some hotels will allow us to bring in our own stuff, others require use of their items exclusively.
e. Terms of contract, i.e. when payments must be made, if a down payment is required at time of signing of contract, latest date at which rooms are still available (like some hotels might know from experience that if you don’t block them 1 year or 2 years in advance they won’t be available)
3) Prepare registration support information
a. Registration form
b. Registratin Fee: Determine minimum fee necessary to be charged for registration in order to pass on the cost of the meeting to the participants. For example, if it costs $5,000 to pay for all this and there will be approximately 50 registrations, the minimum cost would be $100 per registrant.
In 2008 the meeting is required to be held East of the Mississippi. Prior Eastern locations include:
2006 – Tennessee
2004 – Pennsylvania
2002 – Canada
2000 – Tennessee
1998 – Michigan
1996 – Virginia
1994 - New Jersey
1992 - Maryland
In 2009 the meeting is required to be held West of the Mississippi. Prior Western locations include:
2007 – Colorado
2005 – Montana
2003 – Arizona
2001 – Farmington
1999 – Colorado
1997 – Nevada
1995 – British Columbia, Canada
1993 – Arizona
1991 – Montana
1989 – Washington
If you need any assistance with the criteria or in developing your presentation please contact Carla Boucher at firstname.lastname@example.org