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International Convention Bid package

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International Convention Bid package

Bring the world to your hometown by hosting an international barbershop convention. Details, procedures and forms are included in this package.

International Convention Bid Package
The Society For The Preservation And Encouragement
Of Barber Shop Quartet Singing In America, Inc.

7930 Sheridan Road,, Kenosha, WI 53153 800-876-7464

AN OVERVIEW

The Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America, Inc. (SPEBSQSA) was founded in 1938 by two gentlemen from Tulsa, Oklahoma-one an attorney and the other an investment banker. Today, over 30,000 men throughout the United States and Canada enjoy the wonderful art form of barbershop harmony. We also have affiliate organizations in the Great Britain (United Kingdom), Ireland, Germany, Sweden, Denmark, The Netherlands Australia, New Zealand and South Africa with growing interest in other parts of Africa, Japan and China. The Society has over 800 chapters in the U.S. and Canada and is divided into 16 geographic districts.

The annual convention for SPEBSQSA is traditionally held during the week that encompasses the 4th of July and historically begins on Sunday and ends on Sunday. The average attendance for this convention is 10,000 people. We conduct tours to interesting places in and around the convention city; have multiple exhibitors who display their wares; operate our own Marketplace for the sale of a wide variety of barbershop merchandise; conduct many business meetings and provide educational opportunities for the attendees during the convention week.

During the span of the convention, you are likely to hear barbershop singing in hotel lobbies, restaurants, on street corners and just about anywhere four people can get together. We currently have competition for approximately 50 quartets and 30 choruses during the course of the week and cap off the week by crowning our chorus and quartet champions. This is a very family oriented convention and many families take this opportunity to extend the family vacation.

Our vision statement says "The Society is to be an ever-growing fraternity of barbershop-style singers, leading the cause of encouraging vocal music in our schools and communities." We are very committed to involving the youth of North America in vocal music in their schools and communities. Individually, our chapters are also involved in many local charities. The Society, through its chapters and members, contributes in excess of One Million Dollars annually to national and local charities.

A barbershop Convention is one of the most fun gatherings you will ever host. Not only is everyone happy while singing, but we spread music and joy throughout your city.

Recommended Steps For A Chapter Considering A Convention Bid

1. Review carefully and thoroughly the Manual of Requirements (extra copies are available from the Society Office on request).

2. Discuss the basic requirements at the Chapter Board of Directors meeting:

a. Do the chapter members enthusiastically support the idea of hosting an International Convention?

b. Does your city have adequate existing facilities as required and outlined in the Manual of Requirements? (contest venue, convention bureau, hotel rooms, parking facilities, special interest activities, etc.)

c. Are these facilities available on the specified dates?

d. Are there any conflicting conventions or major events scheduled in that city on the specified dates?

e. Is the chapter large enough (or are there sufficient neighboring chapters willing to assist) to supply the required numbers of volunteers? Keep in mind that, although the convention would be in your city, many of your members would have to miss all or part of the contest sessions because of committee work.

f. If the Chapter Board of Directors votes favorably on submitting a convention bid, an acting Convention Chairman should be designated to coordinate arrangements, through the convention bureau, for the specified dates to be tentatively reserved at the hotels and the proposed contest facility.

3. Next, the President, or someone appointed by him, should be requested to present this matter to the chapter membership at a regular (or perhaps a specially called meeting of the entire chapter membership for this specific purpose) chapter meeting.

Submitting the Idea to the Chapter Members

1. The Chapter President or designated Convention Chairman should:

a. Describe the opportunity for the members and members of surrounding chapters.

b. Special emphasis should be made to point out the work and personal time, which will be required of each volunteer.

c. Review the financial benefits (5% of the net proceeds to the host chapter usually mean between $15,000 and $20,000 to the host chapter plus the opportunity to earn additional revenue selling convention pins).

d. Determine whether or not the chapter will submit a bid.

2. If yes, contact and work with the local convention bureau to prepare and submit the Official Bid Form (in duplicate, retaining a copy for the chapter files).

3. Obtain written support from your District Board of Directors for this bid.

Site Selection Process

The deadline for receipt of all bids is December 1, 2005. A copy of the complete bid should be sent to each member of the Society Events Committee. Shortly after September 1, the Events Committee will discuss each of the bids and select those cities it wishes to pursue further. If anyone on the committee has any concerns or questions of any bidding city, that city will be notified and offered the opportunity to respond to that concern or those questions raised. Once the finalist list is established, the Society Convention and Meetings Director, along with at least one member of the Society Events Committee, will make a site inspection of each of the finalist cities. Each convention bureau is expected to absorb all costs associated with this three day, two-night site inspection including airfares, hotel accommodations, etc..

After all site inspections are complete, the Events Committee will meet and each of the finalist cities will be invited to make a personal presentation of their bid (and any revisions and amendments thereto) to the entire Committee. It is anticipated that this meeting will take place in April or May. At the conclusion of the presentations, the Events Committee will discuss all the bids and make its recommendations to the Society Board at its next meeting that year. The Board will then ratify the selections of the Events Committee at that meeting and all cities will be notified of the results at that time.

The selection criteria (in alphabetical order, not in order of importance) that the committee will use as the basis of its recommendation are:

1. Accessibility- air service, travel considerations.

2. Affordability- proposed hotel rates, transportation to and from the city, cost of meals, local transportation, etc.

3. Attractiveness- attractions, tours, vacation desirability, reputation of the city.

4. Facilities- proposed contest venue, functionality of hotels for our needs, moving attendees between hotels and contest venue.

5. Financial- What will be the economic impact on the Society? Is the bidding city offering any financial incentives or support to offset Society expenses?

6. Geographical- how long since we've been to that city; how long since we've been to that area of the country; percentage of nearby barbershoppers

Convention Operations---Host Chapter

Convention programs, activities and schedules are controlled by the Society Board of Directors with the Society's Director of Conventions and Meetings serving as the convention manager. Convention plans are made by the Convention Director, in conjunction with the Society Events Committee with the approval of the Society Board of Directors.

PLANNING

A local steering committee may be comprised of the following: General Chairman, Assistant Chairman, from four to six additional local personnel which make up the Steering Committee, and the Society Convention Director as an ex officio member of the committee. This Committee formulates the method by which the overall plan of the convention is to be accomplished as outlined in the Society Convention Manual. In general terms, the Society Convention Director is responsible for the operation of the convention and the General Chairman is responsible for the supervision of the committees and the successful completion of their assigned duties.

Major Committee Personnel
General Chairman	Must be an organizer, good communicator, a topnotch leader, well liked, highly respected and devoted to the Society. Secretarial help and unlimited use of telephone and email facilities are essential. Must be available on very short notice to handle convention business. It is the responsibility of the General Chairman to select qualified committee chairmen to assist him with the convention planning and operations. Personal follow up on contracts with local officials, hotels, the convention bureau, etc., is required. He must be capable of replacing a committee chairman who is not doing his job.
Assistant Chairman	The Assistant Chairman must have the same qualifications as the Chairman. This man must be in a position to relieve the General Chairman by assuming supervision of details and should be intimately acquainted with all convention arrangements in order to assume the responsibilities of the General Chairman should it become necessary. He may also be responsible for special assignments given to him by the General Chairman.
Secretary	Keeps minutes of Steering Committee meetings and general meetings. Maintains committee convention records and correspondence on the local level.
Treasurer	Acts as the financial officer of the convention on the local level. Pays vouchers and invoices submitted by committee chairmen (after approval by the General Chairman). Amounts exceeding budgeted levels must be approved by the Convention Director. Advances are made to the host chapter so that no chapter funds are used for convention expenses. Reimbursements of out-of-pocket convention related expenses are made to committee chairmen by the convention treasurer on presentation of receipts and paid invoices which have been approved for payment by the General Chairman. A final accounting of all transactions (income and expense) handled by the treasurer is to be made to the Convention Manager within 30 days following the close of the convention. Convention profits constitute one of the Society’s major sources of revenue; therefore, the host chapter and the society staff share a solemn obligation to meet or exceed the estimated profit figure. The host chapter receives 5% of the net profit from the convention. All participants, including quartets and choruses, pay their own expenses to our conventions and must purchase convention registrations. The Society office provides liability and property damage insurance coverage for the convention.
Auditorium House	The chairman of this committee is responsible for overseeing the volunteer force in the contest arena and the arrangements for the judges' area. In other words, he is in charge of the auditorium operations in front of the footlights. He should see that the doors are opened and closed at the specified times. He should coordinate with the Judges= Services committee to see that the Judges area is setup according to the wishes of the Contest Administrator; that there is a runner to handle the needs and wants of the judges, such as scratch paper, sharpened pencils, bottled water, lights, etc. The chairman of this committee will work under the supervision of the Stage Mangers from the Society office and is in charge of auditorium operations behind the footlights. He will need several assistants backstage to assist with the stage set up, to assist in assigning dressing rooms, a runner for the MC and several runners to keep the quartets and choruses lined up and ready to go on stage at the proper time. This committee is also called upon to arrange for refreshments backstage for the benefit of contestants and others whose presence is necessary backstage. Some auditoriums furnish uniformed guards; if not, the Society arranges for security personnel to help keep order in the backstage area. No one is allowed backstage without a pass issued on the specific approval of the Convention Manager.
Barbertots	This committee is responsible for furnishing the Barbertots room (a room designated in the contest arena for children under the age of 5 years and their parents during the contest sessions ) with toys, chairs and other things to make it comfortable for those needing the room. Access to the closed circuit TV in the contest arena will be provided but a TV may need to be brought in by this committee.
Camping and R/V	This is generally a one man committee who will search the area around the contest venue and the major hotels to locate places where safe and clean camping and RV facilities are available. He shall research costs associated with the use of those facilities. He shall see that camping and RV information is put on the chapter and Society websites.
Chorditorium	This committee is responsible for handling the after hours programs in the Chorditorium (usually the headquarters hotel ballroom) on Thursday, Friday and Saturday nights. Organizing the order of appearance of those performing as well as obtaining emcees is just a part of this responsibility.
Civic Relations	This committee takes care of the arrangements for the Governor, mayor, city councilperson and/or local board of commissioners representative to proclaim "Harmony Week", special parking privileges on zoned streets if possible, obtain permission for decorating the streets, resolutions changing the names of street, i.e. to "Harmony Lane", "Harmony Blvd.", etc., if possible. The Chairman of the committee also arranges for the Mayor or another local dignitary to extend official greetings to the convention at the opening of the Society Board Meeting. A major responsibility is arranging for a location and obtaining required permits for the MASSED SING.
Competitor Services	The use of hosts has become standard practice at our conventions. Assignment of hosts is limited to the competing choruses and quartets. This requires approximately 40 people who are willing to make their vehicles available for transportation purposes and to lend assistance to these groups. Hosts are not expected to spend money on their guests and, in turn, the host is cautioned not to impose on quartets and choruses. The main purpose is to show hospitality and to offer service during the convention. At the very least, a chorus host is expected to contact his assigned chorus months before the convention to introduce himself/herself and to be with the chorus on the day(s) of the contest sessions from the time the chorus first gets together until the chorus reaches contest site.
Daily Bulletin	This committee, under the direct supervision of a member of the Society staff, is responsible for the issuance and distribution of the daily convention bulletin. Reporters may be required to gather information about convention activities.
Graphics and Signage	This committee will have to obtain the requirements from the various committees as to their needs for signage during the convention week and coordinate with the society headquarters office the current signage already available and the need to prepare additional signs.
Hospitality	All chapter members and their ladies should be members-at-large of this committee and all host chapter personnel should have a large "HOST badge or ribbon that will make them easy to spot for assisting guests by providing information, etc. The committee takes care of the display of welcome banners in the hotels (if permitted by the hotels) and other decorations. Its main job, however, is coordinating and staffing the Information Center, located in or near the Registration Area. The local Convention and Visitors Bureau is usually very helpful in this job. The CVB will usually host a desk or table at which convention goers can make reservations at local restaurants during the week.
International Services	This committee works in conjunction with Harmony Foundation. Much of the committee's work involves providing labor for set up and tear down of the booth and providing fill in labor during the week.
Judges Services	The chairman of this committee is responsible for coordinating with the Society Contest and Judging Chairman and the Contest Administrator for this particular convention in making the necessary arrangements regarding the contest judges meals location, menu, etc. The committee is also responsible for assuring that there is transportation for the judges to the contest site, when necessary, in cooperation with the Transportation Committee. The chairman coordinates with the Auditorium House Committee and the contest chairman to see that the judges' area is set up to the proper specifications. He also arranges for a judges lounge and refreshments near the backstage area.
Ladies Hospitality	This committee is responsible for operating the Ladies Hospitality Room (with perhaps coffee, punch and cookies and activities of interest). In addition, a representative from this committee coordinates the Ladies Breakfast. It is worthy of note that the intent for this committee is to provide hospitality for female attendees to the convention. However, men will also make use of this hospitality room. It has become necessary for this committee to assist in arranging with local merchants to donate favors or souvenirs for the breakfast and hospitality room. Tours of special interest to the ladies may be arranged by this committee in cooperation with the Special Events Committee and the Transportation Committee. A description of these special events should be provided for inclusion in the Jan.-Feb and Mar.-April issues of THE HARMONIZER.
Media and Public Relations	This committee should be headed, if at all possible, by a professional PR or media person. This committee's primary responsibility is to work closely with the Society’s Media Relations Manager in the following areas: (1) to arrange for pre-convention publicity (feature stories, front covers of magazine sections, distribution of information to district publications, promotion of the convention among barbershoppers, etc.); (2) see that the Society's convention press kit is delivered to the proper media outlets; and (3) to arrange for appearances of outside quartets during the convention (TV, banks, public buildings, department stores, etc.). Appearances by the International Champions must be coordinated through the Society's media relations manager. This Committee Chairman will be the committee’s liaison with the person who will build a website for this Convention and to see that relevant information is published on the Society, District and Chapter websites (either directly or by virtue of links to the various information sources.
Registration	Sufficient personnel must be available at all times to supervise "signing up" of registrants, prepare name badges and distribute programs and literature. The local convention bureau usually provides some assistance in this area.
Special Services	This committee investigates the services that are available in the city to assist those attendees that may have disabilities. This includes mobility, hearing, visual and speech disabilities. Members should be available to answer calls regarding services that are available and, if need be, to assist those with disabilities.
Transportation	This committee will be responsible for working with the Society’s Director of Conventions. He will interview and select the company that will provide the shuttle busing during the convention. The local chairman’s primary job is to become very familiar with the bus routes that are established and to assure that there are volunteers at each location during the busing hours. Main requirement is coordinating transportation of the convention attendees between convention hotels and the auditorium and back. This committee also works with other committees to arrange transportation for special excursions, buses for incoming choruses and other large groups.
Staffing	This person is responsible for contacting nearby chapters, both within and outside of the district, for the purpose of establishing the convention week volunteer work force. A schedule of manpower needs should be developed using the guidelines that follow. Assignments should be coordinated for the various committees requiring volunteer assistance. Somewhere between 200- 300 volunteers will be required.

Miscellaneous Committees The following are several functions that may need to be completed or addressed but which may not require a full-time committee assignment. These functions may be considered "one-time" assignments.
Church Service	The local committee is responsible for securing (upon request) a minister (generally from the local chapter or from one within the district); coordinating the music selections (copies of hymns will be provided by the society office, if necessary; and providing an order of worship. Any special music by society quartets or music directors should be arranged for by this committee.
Tours	The Society contracts for the operations of tours during the convention. The local committee is invited to provide suggestions as to what tours should be considered. This committee may also be asked to provide volunteers to assist in loading the tour buses.
Uniforms	It is advantageous to have some type of apparel to identify members of the host chapter and volunteers serving as hosts. The cost of any "uniform" is supported in part, up to $3,500, by the convention budget. Costs over and above that amount are the responsibility of the host chapter. There are no guidelines in choosing a uniform. The person appointed to chair this committee should be innovative and creative. Final decisions regarding the choice should be made by the Convention Committee Chairman and his Steering Committee.

Convention Operations - Requirements Of Principals

Fundamental Requirement of the Host Chapter

1. Provide adequate committee and volunteer personnel (from one or more chapters). The host chapter should have a minimum of 75 active members, with at least half of them being available full time during convention week (Monday thru Sunday noon).

Fundamental Requirements of the Host City

1. From 3,000-3,500 air conditioned rooms on peak nights (number depends on central location of host city and auditorium capacity), in first-class hotels, preferably within walking distance of the contest site.

2. A headquarters hotel, with adequate function space, which will commit all function space and at least 80% of the total sleeping rooms available (800 committable rooms is desirable).

3. The availability of sightseeing and recreational activities.

4. A cooperative convention bureau.

5. Easy accessibility for a majority of Society membership via airport and highway system.

6. An additional performance venue with adequate seating and sound capabilities.

Contest Site

1. Must be air conditioned throughout, including dressing rooms and entire backstage areas. Noise factors (air handlers) within the auditorium must be low.

2. Must seat approximately 11,000 people with full front view of the stage. Do not count seats which will be located in back of, or at the side of the stage.

3. Must be acoustically suitable for barbershop singing. An acoustical evaluation by the Society's sound consultant is required at the time the bid is submitted. This expense of this evaluation is to be borne by the bidding city and/or local chapter(s).

4. Should have warm up rooms (or equivalent space) for choruses. The chorus warmup room(s) should be soundproof and close to the stage. A location for chorus pictures is also required.

5. Should have dressing room space (or equivalent space) for quartets (up to 5 at one time) and rooms for quartet warmup and picture taking. The quartet warmup room must be soundproof and close to the stage. (The same rooms can be used for choruses and quartets)

6. Must have padded seats and reserved seating capabilities.

7. Must have space enough for a stage large enough to accommodate risers for choruses up to 150 men. (Should be at least 72' wide, 40' deep and 5' high)

8. If there is no permanent stage and curtain, such must be provided and set up at no cost to the Society, according to specifications which will be provided.

9. If, at any time after the bid is awarded to a particular city and/or chapter, the arena in which the contests were scheduled to be held is torn down or will obviously not be available to the Society for contest purposes and another arena or venue is to be substituted, the Society reserves the right to cancel all contracts regarding this convention and to move the entire convention to another city at its sole and absolute discretion.

Hotels

1. From 3,000 to 3,500 air conditioned sleeping rooms. Requests may include rollaways for children. Double/doubles are most requested, since many attendees bring their family.

2. Headquarters hotel must commit 80% of available sleeping rooms (and a total of 800 committed sleeping rooms is most desirable). In exchange for selection as headquarters hotel, the hotel is expected to provide complimentary accommodations as outlined in the SPEBSQSA Headquarters Hotel Contract, copy attached.

3. All hotels agree to provide (depending on the number of people housed in their hotel):

a. Adequate elevator service at all hours.

b. Additional front desk personnel for heavy check-in days (Tuesday and Wednesday) .

4. Additional cashiers for heavy check out (Sunday morning) and provision that people may check out in the early hours of Sunday morning.

5. The bid packet submitted MUST include a signed contract from each hotel intended to be included in the hotel block. Any negotiation on contractual terms between any hotel and the Society must be completed prior to the time the bid is submitted.

6. Hotels must provide complimentary rooms as outlined in the SPEBSQSA Hotel Contract, copy attached.

7. All hotels included in the bid should prepare and submit, for inclusion in the Official Bid Form, the SPEBSQSA Hotel Contract, the Advance Hotel Agreement and the Hotel Data Sheet included in this package.

Sightseeing Attractions

Since our annual conventions are, in many instances, family vacations, sightseeing and recreational attractions of the host city have become important. The arrangements for these tours are made through the Society office.

Convention Bureau

1. Obtains room block commitments from hotels and supplies current hotel convention room rate schedules and special facilities (e.g., pool, parking, etc.). Verifies that all documentation and information required in the Official Bid Form is completed and submitted.

2. Operates housing bureau for the convention at no charge. All convention housing arrangements are to be handled by the housing bureau. Housing applications are printed in the March-April issue of the HARMONIZER magazine and requests are filled by the housing bureau in the order in which they are received. Reservation requests made and/or sent directly to hotels by members are to be forwarded by the hotels to the housing bureau for handling.

3. Provides, at no cost, literature and photographs for advance publicity.

4. Provides, at no cost, literature and maps for registration desk and information booth.

5. Furnishes airport limousine, taxi and bus fare information.

6. Furnishes hotel and auditorium parking information (including rates).

7. Provides a listing of restaurant facilities and hours of operation.

8. Provides a listing of meeting times and locations of service clubs and civic organizations for benefit of visiting members of those organizations.

9. Aid in local advance publicity. (Most convention bureaus have their own news bureau; some publish their own periodicals). All should be able to furnish valuable newspaper, radio and television contacts.

10. Furnishes sufficient personnel to assist with our registration process (greeting arrivals, handing out programs and literature and answering questions). Convention bureaus should provide-at no charge- a minimum of 200 hours of clerical help.

11. Provides personnel to assist in handling complaints and placement of attendees in the event of over-booking at hotels

12. Assists local committee in determining what services are available to assist those attendees that have disabilities, reference the Americans With Disabilities Act.

13. Coordinate financial assistance package to the Society to ensure payment to the Society within 60 days of the conclusion of the convention.

Auditorium/Arena Events

All contest sessions are currently held in the auditorium/arena. The present convention week schedule calls for contests to be held on Wednesday, Thursday Friday and Saturday of convention week (subject to change by the Society Board of Directors). The opportunity does exist for shows in this facility on Tuesday and Thursday nights but that may vary from year to year. All competitions are completed by midnight on Saturday of convention week. Monday and Tuesday of convention week are dedicated to move-in activities (including building the stage, installing sound, lighting, curtain and stage decorations, etc.).

Convention Bid Process

Selection of the convention site and host chapter(s) is made by the Society Board of Directors, based upon the recommendations of the Society Events Committee. The recommendations of the Events Committee are based on the bids submitted by the individual chapters, groups of chapters or District Association of Chapters, and following a personal inspection of facilities of prospective host cities by the Society's Director of Convention and Meetings and a member of the Society Events Committee.

In order to be complete, the bid form must be accompanied by the following supporting documents:

1. Letter from the sales managers of the proposed hotels, setting forth these items:

a. Number of rooms the hotel will commit to the convention, proposed sleeping room rates in current bid year terms, percent of rack rate and projected annual increase (not to exceed 3 percent). This information is contained in the Advance Hotel Agreement.

b. Commitment of the hotel’s entire complement of function space for headquarters hotels and a commitment for ballroom function space for non-headquarters hotels for the period of the convention, until such time as a specific program has been formulated.

c. Agreement to the provisions of the applicable SPEBSQSA Hotel Contract which will serve as the sole agreement between Hotel and SPEBSQSA..

d. Signed Hotel Contracts (with all terms final).

2. Letter from the convention bureau or chamber of commerce giving:

a. Proposed dates in city's convention calendar.

b. Commitment to providing housing bureau services at no charge.


c. A summary of the room commitment by hotels showing proposed convention rates, percent of rack rate and distance from the proposed headquarters hotel and Auditorium/arena.


d. Services which will be provided to the convention by the convention bureau (personnel, services, etc.).


e. Agreement that, if none are available, a suitable stage and curtain will be provided and constructed in the auditorium/arena at no cost to the Society, according to specifications to be provided.


f. Details of a proposed financial assistance package, if any.


3. Letter from the manager of the proposed contest site giving:


a. Basic rental cost, if any, of the auditorium/arena and associated facilities, if any.


b. Current labor rate structure for stagehand, ushers, ticket takers, spotlight operators, sound men, etc. A cost sheet is provided for reporting various labor rates.


c. Itemized list of miscellaneous costs. See attached function list.


d. Agreement to hold proposed convention dates pending site selection decision.


e. Copy of auditorium/arena lease agreement.


4. Resolution passed by the membership of the chapter(s) submitting the bid.


5. Tangible evidence of district support for the convention bid, preferably a resolution passed by the District House of Delegates or Board of Directors.

IT IS UNDERSTOOD BY ALL PARTIES THAT THE INFORMATION PROVIDED HEREIN IS BASED ON THE CONVENTION OPERATIONS AS OF 9/1/05 AND THAT THESE CONVENTION OPERATIONS ARE SUBJECT TO CHANGE WHICH COULD CHANGE SOME OF THE REQUIREMENTS/SCHEDULES FOR FUTURE CONVENTIONS. ANY SUCH CHANGES MUST BE DEALT WITH ON AN INDIVUDUAL BASIS.

Mail the official bid form and supporting documents to:

John T. Schneider, Jr.

Director of Conventions and Meetings

The Barbershop Harmony Society

7930 Sheridan Road

Kenosha, WI. 53143

The bid form and supporting documents must be received at the Society office no later than December 1, 2005.

OFFICIAL BID FORM FOR THE INTERNATIONAL CONVENTION

Society For The Preservation and Encouragement Of
Barber Shop Quartet Singing In America, Incorporated

Director of Conventions and Meetings

7930 Sheridan Road

Kenosha, WI. 53143

Gentlemen:

The ____________________________________ Chapter, area or District Association of Chapters of SPEBSQSA, Inc. respectfully submits this invitation to hold the Society's Annual Convention in either 2012, 2013 or 2015 in _______________________________________.

(City or location)

This bid is for the 2012 convention to be held July 1- July 8, 2012. Yes____ No_____

This bid is for the 2013 convention to be held June 30- July 7, 2013. Yes____ No_____

This bid is for the 2015 convention to be held June 28- July 5, 2015 Yes____ No_____

(A bid is presumed to be for all three years unless otherwise noted.)

The following facility is available for the designation as the contest venue, and upon receipt of official acceptance of this bid, commitments will be promptly confirmed for:

Name and location of facility:__________________________________________________

A total of _______________ sleeping rooms are committed (Note: 3,000-3,500 rooms are required to house 2 people each) in the following first-class hotels: (Designate by (*) the hotel you recommend for convention headquarters).

Hotel	Number of rooms committed	Proposed convention rates per day (flat rate)	Percent off rack rate	Distance in blocks from
				auditorium	HQ Hotel
(Submit additional hotel information on a separate sheet)

We understand that the conditions listed below are required of and recommend the use of the ___________ __as the contest venue.

1. Air conditioning throughout.

2. Seating for a minimum of 11,000 with a full front view of the stage.

3. Must meet SPEBSQSA acoustical requirements.

4. Must have padded seats and reserved seating capabilities.

5. Must have, or be able to provide, required stage and curtain (traveler); area for judges; dressing room facilities; area suitable for photographing choruses and quartets.

6. If no permanent stage and/or curtain exists, these will be provided and set up at no cost to the Society in accordance with the Society specifications.

The convention week schedule calls for the use of the contest venue starting on Monday morning at 8:00 a.m. of the convention week and ending at 11:59 p.m. on the following Saturday.

For these dates, the basic rental for the contest venue is $__________________.

In addition to the basic rental, show the current labor charges, on a minimum and per-hour basis, for various functions. These functions are shown on the attached ESTIMATE OF SPECIAL STAFFING AND ASSOCIATED COSTS. Information relative to labor rates and miscellaneous charges should be provided with the proposal. If this is a union facility, when will the existing union contract expire? ___________

Volunteer workers from the local barbershop community may____ or may not_____ be used to supplement the work functions listed on the ESTIMATE OF SPECIAL STAFFING AND ASSOCIATED COSTS form?

Attach a letter from the contest venue management supporting these requirements.

We have read the detailed outline of requirements and responsibilities of the host chapter(s), hotels and the convention bureau submitted by the Society office with our request of this Official Invitation form, and hereby agree to these requirements and responsibilities.

IT IS UNDERSTOOD BY ALL PARTIES THAT THIS BID IS BASED UPON THE CONVENTION OPERATIONS OF THE SOCIETY AS THEY EXIST ON 9/1/05 AND WHICH ARE SUBJECT TO CHANGE. ANY CHANGE IN THE REQUIREMENTS/SCHEDULE OF THE CONVENTION MUST BE DEALT WITH ON AN INDIVIDUAL BASIS.

As a chapter, chapters, area of District of SPEBSQSA (please designate which and name of same) _________________________________________, we guarantee a minimum of

_________ men and women for full time voluntary work throughout the convention week. Our recommendation for General Chairman is ______________________________ and for Assistant Chairman is ________________________________________. We understand that the Society’s Director of Conventions and Meetings may change the designated Chairman and/or Assistant Chairman as desired.

As the convention bureau for the bidding city, we guarantee to fulfill the requirements outlined in the SPEBSQSA International Convention Manual of Requirements.

Respectfully submitted,

Signatures

	For the convention bureau:	For the bidding barbershop unit
Name
Signature
Title
Street
City
State/province
Zip/postal code
Phone
Fax
Email

SPEBSQSA, INC.
HOTEL CONTRACT FOR
INTERNATIONAL CONVENTION

(Headquarters hotel)

This contract is entered into by and between the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America, Inc. (SPEBSQSA), a Wisconsin corporation, and ____________________________________________, doing business as the ________________________________ Hotel. This contract covers the period July 1-July 8, 2012; June 30-July 7, 2013 or June 28-July 5, 2015, depending on which year the convention is awarded to the city in which this hotel is located. Any additions, deletions or changes to the terms and conditions of this contract must be in writing, signed by authorized representatives of both parties.

ROOM BLOCK The rate agreement, attached hereto and made a part hereof for all purposes, shall specify the agreed upon room block on a day to day basis. The applicable percentages of the peak night(s) block beginning with the Sunday of the designated convention week shall be a follows:

Sun	Mon	Tue	Wed	Thu	Fri	Sat	Sun
10%	20%	80%	90%	100%	100%	100%	10%

Hotel will provide a list of the type of rooms (single bedded, double bedded, conference, suites, etc.) and quantity of each that will be available during the designated convention dates.

Hotel will provide room pick up reports as may be requested by the SPEBSQSA Convention Manager.

RESERVATION CUT-OFF Reservation cut-off will be thirty (30) days prior to the first day of the convention. Thereafter, the hotel will provide rooms to convention attendees on a space available basis at the established convention rates.

OVER BOOKING When a room is not available to a guest holding a guaranteed reservation, the hotel shall provide the following at no cost to the guest:

a. One night complimentary room at a comparable nearby hotel.

b. Free transportation to and from the substitute hotel.

c. A free long distance telephone call to advise family.

RESERVATIONS Guests will make their own reservations through the designated convention housing bureau. Hotel agrees not to accept any reservations for housing from, or on behalf of, members of SPEBSQSA or their guests for the convention dates except those submitted through the housing bureau. Credit cards acceptable to the hotel may be used to reserve and guarantee a room(s). Hotel will not require advance deposits for the first and/or last nights occupancy.

No charges will be assessed to the individual members provided their reservations are canceled 24 hours prior to their scheduled arrival date.

Guests are responsible for their own room charges, room taxes and incidental charges. Under no circumstances shall guest charges be billed to SPEBSQSA unless specified in writing by the SPEBSQSA Convention Director.

Hotel agrees to send guest room confirmations within two (2) weeks of receipt of the housing assignment from the housing bureau.

Guest check-in shall be no earlier than 3:00 p.m. of the designated arrival date. If the hotel is not prepared to honor this check-in time, a comfortable waiting area and refreshments will be available to the arriving guests. Guest check-out shall be no later than 12:00 noon on the designated departure date unless prior arrangements have been made for a late check-out.

ROOM RATES A flat rate (single/double occupancy) for the convention dates will be established based on the lowest possible convention or group rate as of the date of this proposal. This rate shall be agreed upon by both SPEBSQSA and the hotel. Further, the hotel and SPEBSQSA will agree on a not-to-exceed per annum increase factor or discount off lowest rack rate, whichever is less, to be applied to the rates quoted herein in determining the final sleeping room rates over the convention dates.

Final rates for the convention will be negotiated 12 months prior to the convention. These rates shall be on a flat rate basis for single or double occupancy, extra person charge and discount applicable to suites. Failure on the part of the hotel to negotiate rates in good faith as specified herein will invalidate any potential penalties attributable to SPEBSQSA for not fulfilling its obligations hereunder.

Hotel, as an extension of its hospitality, will offer the convention sleeping room rate from the Friday prior to the beginning of the convention week through, and including, the Tuesday following the specified convention dates. The extended rates will be permitted only for attendees and guests utilizing the pre- and post- dates continuous with and contiguous to the convention dates.

Hotel agrees that any special or promotional rates offered during the convention week that are less than the rates contained in the Hotel Agreement will be applied to all SPEBSQSA members and guests over the applicable dates of the promotion (except for previously committed corporate contract rates)

FUNCTION SPACE CONTROL Hotel agrees to hold all function space during the specified dates of the convention. The assignment of function space for convention related activities and/or the release of the same for non-convention use must be approved, in writing, by the SPEBSQSA Convention Manager. Hotel will make function space available on a no charge basis when used for convention related activities.

SPEBSQSA will provide the hotel with a tentative program 12 months prior to the convention dates. Thereafter, updates will be furnished as they occur. A final program will be provided 30 days prior to the start of the convention.

SPEBSQSA reserves the right to assist in the assignment of the function space used for convention related activities.

Hotel shall not change function room assignments without the written approval of the SPEBSQSA Convention Manager. In the event function room assignments are changed without the prior written approval of the SPEBSQSA Convention Manager, hotel agrees to pay for reprinting convention programs and/or any signage as may be required to inform attendees of the change.

COMPLIMENTARY ROOMS In consideration of being designated as the Headquarters Hotel, Hotel will provide as a minimum:

1. Its best parlor suite (Presidential Suite) with two (2) adjoining sleeping rooms. Occupancy will begin on the Friday prior to the start of the convention with departure on the Monday following the convention week.

2. Four (4) parlor suites with two (2) adjoining sleeping rooms each. Arrival/departure will be as designated below:

• Executive Director- Friday prior/Monday following

• Executive Vice President- Friday prior/Sunday ending

• General Chairman- Sunday beginning/Sunday ending

• Society Convention Director- Thursday prior/Tuesday following

3. Four (4) deluxe two-bedded sleeping rooms for staff use. Arrival will be on the Friday prior to the convention with departure on the Monday ending the convention.

4. In addition, the hotel shall provide complimentary rooms on a 1 per 50 ratio, based on the peak day occupancy pick up. These rooms shall be for a Friday prior arrival and a Sunday ending departure and shall be assigned in writing only by the SPEBSQSA Convention Director.

Additionally, the Headquarters Hotel agrees to provide the SPEBSQSA Convention Director and one member of the Society Events Committee with complimentary sleeping rooms when they visit the convention city for convention committee meetings and site inspections.

SERVICE AND EQUIPMENT There shall be no charge for materials (tables, chairs, podium, etc.) or labor to set up meeting, conference, performance, hospitality rooms or registration/display areas as directed by the SPEBSQSA Convention Director. Specific set up instructions, including diagrams, will be provided by the SPEBSQSA Convention Director 30 days prior to the convention dates.

Hotel agrees to provide the following at no charge, if available from hotel inventory:

a. Easels/writing pads/markers

b. Chairs and tables

c. Riser platforms

d. Lighted lecterns

e. Chalkboards/bulletin boards/cork boards

f. One microphone per meeting room, including installation g. Hotel owned or controlled lighting

h. Hotel owned or controlled A/V equipment

I. Table covers or skirts

MASTER ACCOUNT SPEBSQSA will establish a master account with the headquarters hotel in accordance with established procedures. Only those charges authorized in writing by the SPEBSQSA Convention Director shall be charged to the master account. The SPEBSQSA Convention Director shall provide the Hotel with a list of those authorized to sign for the approved charges. SPEBSQSA will not accept charges to the master account except those previously approved in writing by the Convention Director or those signed by a person on the approved list of signers.

In those states where SPEBSQSA is tax exempt, a certificate of this exemption will be provided to the hotel management at the time the master account is established.

Undisputed master account charges will be paid within 30 days after receipt of the hotel invoice. Disputed charges shall be payable within 15 days following a resolution of the dispute.

SPECIAL REQUIREMENTS Headquarters hotel shall arrange for and provide limousine service to and from the airport for 6 designated people and their families. These persons shall be pre-registered and escorted directly to their rooms upon arrival at the hotel. Hotel shall provide a personalized welcome note and VIP treatment. The names of these people, with arrival and departure times and flight information will be provided to the hotel 30 days prior to the convention dates by the SPEBSQSA Convention Director.

FOOD/BEVERAGE FUNCTIONS Caterer/hotel will provide firm food and beverage prices at the time final room rates are established. Caterer/hotel will set and be prepared to serve all F&B functions to 5% over the final guarantee. Final guarantees will be provided at least 48 hours prior to each F&B function.

PARKING SPACE Hotel will provide _____ complimentary parking spaces for staff use during the convention.

HOTEL STAFFING Hotel represents and warrants that it shall assign an adequate number of trained staff, both hotel and food services, to handle its obligations under this contract.

CONSTRUCTION AND REMODELING Hotel shall immediately notify the SPEBSQSA Convention Manager, in writing, of any construction or remodeling to be performed in the hotel prior to or during the convention dates and further represents and warrants that any such construction or remodeling shall not interfere in any way with the scheduled convention activities and/or the convention attendees use of the hotel.

In the event of such interference, hotel shall provide, without charge, comparable meeting and sleeping rooms at a comparable hotel/facility. In addition, hotel shall provide free transportation for the affected convention attendees to and from the substitute hotel/facility to the headquarters hotel and/or the contest site.

TERMINATION This agreement may be terminated by either party without penalty or damages only for acts of God, war, acts of terrorism, government regulations, disaster, fire, strikes, civil disorder, curtailing of transportation facilities preventing or unreasonable delaying attendees from attending, or similar cause beyond the control of either party making it advisable, impractical or impossible to hold the convention or provide the facility. Any such termination shall be made in writing by the terminating party to the other party specifying the reason for such termination.

This contract may also be terminated by either party upon a material breach of any of the terms and conditions hereof, provided written notice of such termination is given by the terminating party to the other party.

CANCELLATION Both parties recognize that the necessity for this contract arises because of the awarding of this major convention to the city in which, or near which, the hotel is located. In the event the convention cannot be held in the city for reasons beyond the control of SPEBSQSA (i.e., acts of God, acts of terrorism, condemnation of, or damage to, the convention(contest) facility which renders that facility unacceptable for the intended purpose, acts of war, etc.), SPEBSQSA shall have the right to cancel this contract at anytime without liability to the hotel.

If the hotel cannot fulfill its commitments, as specified in this contract, because of acts of God, acts of war, acts of terrorism or other reasons outside the control of the hotel which cause damage to the hotel such that the hotel cannot safely house the convention attendees, hotel may cancel this contract at any time without liability to SPEBSQSA.

SETTLEMENT OF CLAIMS Settlement of any claim arising out of, or relating to, the cancellation of this contract, by either party, should be acceptably resolved by both parties within

forty five (45) days from the date either party notifies the other party, in writing, of the existence of a claim. If the claim is not resolved to the mutual satisfaction of both parties within the specified 45 day period, the hotel shall have fifteen (15) days from the expiration of the 45 day period to elect, in writing, either arbitration or litigation as the method of resolving the claim. If no such election is made by the hotel within the specified time limit, SPEBSQSA shall have the option of selecting the method of resolution.

Any monetary award resulting from such settlement shall be paid to the party receiving such monetary award within thirty (30) days from the announcement date of such award.

In the event either or both parties claim to have been damaged because of the acts and conduct of the other party, both parties shall have the obligation to mitigate all their damages to the maximum extent possible and such obligation to mitigate shall be taken into consideration in any settlement proceeding.

INDEMNIFICATION Hotel shall indemnify and hold SPEBSQSA harmless against all loss, expense or damage on account of any injury to the person and/or property of any registrant, guest, employee of or member of SPEBSQSA arising out of the negligence or willful misconduct of Hotel, its agents, servants, or employees.

SPEBSQSA shall indemnify and hold HOTEL harmless against all lost, expense or damage on account of any injury to the person and/or property of any employee of Hotel arising out of the negligence or willful misconduct of SPEBSQSA, its agents or employees.

INSURANCE Hotel shall, upon request, provide proof of liability, fire, burglary, general liability and other insurance in such dollar amount as necessary to protect itself against any claims arising from any activities conducted on the hotel premises during the convention period and to indemnify SPEBSQSA as provided for in this contract.

SAFETY Hotel represents and warrants that it complies with, and will comply with during the designated week of the convention, all local, state and federal laws then in effect. Hotel further warrants and represents that it maintains procedures and policies dealing with fire safety and other safety issues. Hotel shall make all such procedures and policies available to SPEBSQSA for inspection upon request.

Hotel represents and warrants that it is in compliance with the Americans with Disabilities Act and will remain in compliance with said Act at all times during the convention week.

BINDING AGREEMENT This contract contains all the terms agreed upon by the parties with respect to the subject matter contained herein and supersedes all prior contracts, agreements, arrangements and conversations between the parties concerning the subject matter, whether written or oral.

This contract shall be binding upon and inure to the benefit of SPEBSQSA and its successors and assigns.

This contract shall be binding upon and inure to the benefit of Hotel and its successors and assigns.

This contract may be altered or amended at any time by the mutual written agreement of both parties.

Signatures

		For the hotel	For SPEBSQSA
Name (print or type)
Signature
Title
Street
City
State/province
Zip/postal code
Phone
Fax
Email

Hotel data sheet

Hotel

Address

Phone

Fax

Date

Sales contact

Email

General Room Inventory Information Singles

Double-size

King

Queen

Doubles

Twins

Dbl/dbls

Q/Q

Other :1 BR Suites (P+1)

2 BR Suites (P+2)

Concierge level? Y N?

Non-smoking

Handicapped equipped

Single

Dbl/dbl

Function rooms with 200 square feet and 12 ' ceilings

Check in time

Check out time

Room tax

%

Other tax

%

Number of rooms in proposed block Singles

Double-size

King

Queen

Doubles Twins

Dbl/dbls

Q/Q

Other

1 BR Suites (P+1)

2 BR Suites (P+2)

Other

Airport

Distance

Taxi Fare $

Shuttle fare $

Complimentary van service

Yes No

Parking

Hotel?

Yes No

Free?

Yes No

Valet

$

Self $

In out? Yes No

Amenities (circle all)

Lounge

Coffee Shop

Pool

Exercise

Fine dining restaurant

Room service

Hours

ADVANCE HOTEL RATE AGREEMENT FOR
SPEBSQSA INTERNATIONAL CONVENTION

The City of ___________________________ is bidding to host the 2012, 2013 or 2015 International Convention for the Society and Encouragement of Barber Shop Quartet Singing in America, Inc. (SPEBSQSA). The proposed dates are July 1-July 8, 2012, June 30-July 7, 2013 and June 28-July 5, 2015.

This Agreement contains terms agreed to by the Hotel listed below and SPEBSQSA. These terms may be altered or amended at any time by the mutual written agreement of a duly authorized representative of both organizations.

Room block

In support of this bid, the _____________________ hotel agrees to hold ________ rooms (peak night) in the name of SPEBSQSA during the specified dates of the convention. Rooms will be held in accordance with the percentages of the peak night(s) guarantee beginning with Sunday of the designated convention week and shall be as follows:

	Sun	Mon	Tue	Wed	Thu	Fri	Sat	Sun
	10%	20%	80%	90%	100%	100%	100%	10%
Number of rooms

Room Rate Proposal

In support of this bid, the ______________________ hotel agrees to convention rates of:

$________ Single/double Flat Rate- One or Two bed room

$________ Extra Person charge per night

$________ Roll-A-Way charge $____(per night or $____ one time charge)

These proposed rates represent a ______% discount off the lowest possible published guest room rack rate as of the date of this proposal.

A _____% discount off rack rates will be applied to all suites.

Hotel agrees that there will be no charge for children under the age of ____ when occupying the same room as parents.

Firm room and suite rates will be established, in writing, 12 months prior to the convention dates. These rates may reflect appropriate adjustments to the rates quoted herein based on a _____% discount off the rack rate (same as above) or a per annum increase not to exceed __3___%, whichever is less.

Convention assistance contributions shall not be included in the annual percentage for calculation of room rates.

Additional terms as outlined in the SPEBSQSA Hotel Contract shall be binding unless otherwise agreed to, in writing, and attached hereto and made a part of this agreement.

Signatures

	For the hotel	For SPEBSQSA
Name (print or type)
Signature
Title
Date

SPEBSQSA, INC.
HOTEL CONTRACT FOR INTERNATIONAL CONVENTION

(Non-headquarters hotel)

This contract is entered into by and between the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America, Inc. (SPEBSQSA), a Wisconsin corporation, and ____________________________________________, doing business as the ________________________________ Hotel. This contract covers the period July 1-8, 2012; June 30-July 7, 2013; June 28-July 5, 2015. Depending on which year the convention is awarded to the city in which this hotel is located. Any additions, deletions or changes to the terms and conditions of this contract must be in writing and signed by authorized representatives of both parties.

ROOM BLOCK The rate agreement, attached hereto and made a part hereof for all purposes, shall specify the agreed upon room block on a day to day basis. The applicable percentages of the peak night(s) block beginning with the Sunday of the designated convention week shall be a follows:

Sun	Mon	Tue	Wed	Thu	Fri	Sat	Sun
10%	20%	80%	90%	100%	100%	100%	10%

Hotel will provide a list of the type of rooms (single bedded, double bedded, conference, suites, etc.) and quantity of each that will be available during the designated convention dates.

Hotel will provide room pick up reports as may be requested by the SPEBSQSA Convention Director.

RESERVATION CUT-OFF Reservation cut-off will be thirty (30) days prior to the first day of the convention. Thereafter, the hotel will provide rooms to convention attendees on a space available basis at the established convention rates.

OVER BOOKING When a room is not available to a guest holding a guaranteed reservation, the hotel shall provide the following at no cost to the guest:

a. One night complimentary room at a comparable nearby hotel.

b. Free transportation to and from the substitute hotel.

c. Free long distance telephone call to advise family.

RESERVATIONS Guests will make their own reservations through the convention housing bureau. Hotel agrees not to accept any reservations for housing from, or on behalf of, members of SPEBSQSA or their guests for the convention dates except those submitted through the housing bureau. Credit cards acceptable to the hotel may be used to reserve and guarantee a room(s). Hotel will not require advance deposits for the first and/or last nights occupancy. No charges will be assessed to the individual members provided their reservations are canceled 24 hours prior to their scheduled arrival date.

Guests are responsible for their own room charges, room taxes and incidental charges. Under no circumstances shall guest charges be billed to SPEBSQSA unless specified in writing by the SPEBSQSA Convention Manager.

Hotel agrees to send guest room confirmations within two (2) weeks of receipt of the housing assignment from the housing bureau.

Guest check-in shall be no earlier than 3:00 p.m. of the designated arrival date. If the hotel is not prepared to honor this check-in time, a comfortable waiting area and refreshments will be available to the arriving guests. Guest check-out shall be no later than 12:00 noon on the designated departure date unless prior arrangements have been made for a late check-out.

ROOM RATES A flat rate (single/double occupancy) for the convention dates will be established based on the lowest possible convention or group rate as of the date of this proposal. This rate shall be agreed upon by both SPEBSQSA and the hotel. Further, the hotel and SPEBSQSA will agree on a not-to-exceed per annum increase factor or discount off lowest rack rate, whichever is less, to be applied to the rates quoted herein in determining the final sleeping room rates over the convention dates.

Final rates for the convention will be negotiated 12 months prior to the convention. These rates shall be on a flat rate basis for single or double occupancy, extra person charge and discount applicable to suites. Failure on the part of the hotel to negotiate rates in good faith as specified herein will invalidate any potential penalties attributable to SPEBSQSA for not fulfilling its obligations hereunder.

Hotel, as an extension of its hospitality, will offer the convention sleeping room rate from the Friday prior to the beginning of the convention week through, and including, the Tuesday following the specified convention dates. The extended rates will be permitted only for attendees and guests utilizing the pre- and post- dates continuous with and contiguous to the convention dates.

Hotel agrees that any special or promotional rates offered during the convention week that are less than the rates contained in the Hotel Agreement will be applied to all SPEBSQSA members and guests over the applicable dates of the promotion (except for previously committed corporate contract rates).

FUNCTION SPACE CONTROL The hotel agrees to hold its largest ballroom or largest meeting room during the specified dates of the convention. The assignment of this space for convention related activities and/or release of same for non-convention use must be approved, in writing, by the SPEBSQSA Convention Manager. Hotel will make this function space available at no charge when used for convention related activities.

SPEBSQSA will provide the hotel with a designation of the use of the function space 90 days prior to the beginning of the convention.

SPEBSQSA reserves the right to assist in the assignment of the function space used for convention related activities.

Hotel shall not change function room assignments without the written approval of the SPEBSQSA Convention Manager. In the event function room assignments are changed without the prior written approval of the SPEBSQSA Convention Manager, hotel agrees to pay for reprinting convention programs and/or any signage as may be required to inform attendees of the change.

COMPLIMENTARY ROOMS The hotel shall provide complimentary rooms on a 1 per 50 ratio, based on the peak day occupancy pick up. These rooms shall be available for a Saturday prior arrival and a Sunday ending departure and shall be assigned in writing only by the SPEBSQSA Convention Director.

Additionally, Hotel agrees to provide SPEBSQSA Convention Director and one other staff person with complimentary sleeping rooms when they visit the convention city for convention committee meetings and/or site visits. This shall be limited to two sleeping room per visit with a maximum of two visits.

FOOD/BEVERAGE FUNCTIONS Caterer/hotel will provide firm food and beverage prices at the time final room rates are established. Caterer/hotel will set and be prepared to serve all F&B functions to 5% over the final guarantee. Final guarantees will be provided at least 48 hours prior to each F&B function.

PARKING SPACE Hotel will provide _____ complimentary parking spaces for staff use during the convention.

HOTEL STAFFING Hotel represents and warrants that it shall assign an adequate number of trained staff, both hotel and food services, to handle its obligations under this contract.

CONSTRUCTION AND REMODELING Hotel shall immediately notify the SPEBSQSA Convention Director, in writing, of any construction or remodeling to be performed in the hotel prior to or during the convention dates and further represents and warrants that any such construction or remodeling shall not interfere in any way with the scheduled convention activities and/or the convention attendees use of the hotel.

In the event of such interference, hotel shall provide, without charge, comparable meeting and sleeping rooms at a comparable hotel/facility. In addition, hotel shall provide free transportation for the affected convention attendees to and from the substitute hotel/facility to the headquarters hotel and/or the contest site.

TERMINATION This agreement may be terminated by either party without penalty or damages only for acts of God, war, terrorism, government regulations, disaster, fire, strikes, civil disorder, curtailing of transportation facilities preventing or unreasonable delaying attendees from attending, or similar cause beyond the control of either party making it advisable, impractical or impossible to hold the convention or provide the facility. Such termination shall be made in writing by the terminating party to the other party specifying the reason for such termination.

This contract may also be terminated by either party upon a material breach of any of the terms and conditions hereof, provided written notice of such termination is given by the terminating party to the other party.

CANCELLATION Both parties recognize that the necessity for this contract arises because of the awarding of this major convention to the city in which, or near which, the hotel is located. In the event the convention cannot be held in the city for reasons beyond the control of SPEBSQSA (i.e., acts of God, act of terrorism, condemnation, damage to the convention (contest) facility which renders the facility unacceptable for the intended purpose, acts of war, etc.), SPEBSQSA shall have the right to cancel this contract at any time without liability to the hotel.

If the hotel cannot fulfill its commitment, as specified in this contract, because of acts of God, acts of war, acts of terrorism or other reasons outside the control of the hotel which cause damage to the hotel such that the hotel cannot safely house the convention attendees, hotel may cancel this contract at any time without liability to SPEBSQSA.

SETTLEMENT OF CLAIMS Settlement of any claim arising out of, or relating to, the cancellation of this contract, by either party, should be acceptably resolved by both parties within forty five (45) days from the date either party notifies the other party, in writing, of the existence of a claim. If the claim is not resolved to the mutual satisfaction of both parties within the specified 45 day period, the hotel shall have fifteen (15) days from the expiration of the 45 day period to elect, in writing, either arbitration or litigation as the method of resolving the claim. If no such election is made by the hotel within the specified time limit, SPEBSQSA shall have the option of selecting the method of resolution.

Any monetary award resulting from such settlement shall be paid to the party receiving such monetary award within thirty (30) days from the announcement date of such award.

In the event either or both parties claim to have been damaged because of the acts and conduct of the other party, both parties shall have the obligation to mitigate all their damages to the maximum extent possible and such obligation to mitigate shall be taken into consideration in any settlement proceedings.

INDEMNIFICATION Hotel shall indemnify and hold SPEBSQSA harmless against all loss, expense or damage on account of any injury to the person and/or property of any registrant, guest, employee of or member of SPEBSQSA arising out of the negligence or willful misconduct of Hotel, its agents, servants, or employees.

SPEBSQSA shall indemnify and hold HOTEL harmless against all lost, expense or damage on account of any injury to the person and/or property of any employee of Hotel arising out of the negligence or willful misconduct of SPEBSQSA, its agents or employees.

INSURANCE Hotel shall, upon request, provide proof of liability, fire, burglary, general liability and other insurance in such dollar amount as necessary to protect itself against any claims arising from any activities conducted on the hotel premises during the convention period and to indemnify SPEBSQSA as provided for in this contract.

SAFETY Hotel represents and warrants that it complies with, and will comply with during the designated week of the convention, all local, state and federal laws then in effect. Hotel further warrants and represents that it maintains procedures and policies dealing with fire safety and other safety issues. Hotel shall make all such procedures and policies available to SPEBSQSA for inspection upon request.

Hotel represents and warrants that it is in compliance with the Americans with Disabilities Act and will remain in compliance with said Act at all times during the convention week.

BINDING AGREEMENT This contract contains all the terms agreed upon by the parties with respect to the subject matter contained herein and supersedes all prior contracts, agreements, arrangements and conversations between the parties concerning the subject matter, whether written or oral.

This contract shall be binding upon and inure to the benefit of SPEBSQSA and its successors and assigns.

This contract shall be binding upon and inure to the benefit of Hotel and its successors and assigns.

This contract may be altered or amended at any time by the mutual written agreement of both parties.

	For the hotel	For SPEBSQSA
Name (print or type)
Signature
Title
Date

Addresses for Events Committee personnel to whom a copy of the complete bid package should be sent:

Jim Spriggs

220 Quail Run

Roswell, GA. 30076-3180

Chuck Leavitt

2315 Tree Creek Place

Danville, CA 94506

Mike Mathieu, Chairman

12720 W. 116^th St.

Overland Park, KS 66210-1304

Doug Maddox

22801 Corralejo

Mission Viejo, CA 92692-1323

Hank Pivarnik

4424 Lakeside Drive

The Colony, TX 75056

I Murray Phillips

433 Devon Drive

Dollard-des-Ormeaux, Quebec

H9G 1L5

Canada

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