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February 8, 2013

UBCM CONVENTION 2014 HOST COMMUNITY REQUEST FOR PROPOSAL

1. OVERVIEW

The objective of this Request for Proposal (RFP) is for qualified communities to provide UBCM with proposals to host the UBCM Annual Convention in 2014. 2. 2014 CONVENTION DATES: September 22-‐26th, 2014. *Pre-‐convention move in for technical and staging setup Sat/Sun. Sept. 20 & 21

3. SUBMISSION REQUIREMENTS

To host Convention 2014 your community (the proponent) must meet all of the Host Responsibilities outlined in Appendix A and submit a completed “Host Responsibilities Detailed Checklist”, Appendix B. In addition, proponents must provide in detail the following information:

1. Name and description of all venues/facilities to be used. 2. Floor Plans for each venue showing space allocations. 3. Proximity and travel time to Convention Centre for facilities/meetings located

off-site. 4. List of qualified Hotels including total number of rooms available (final list with

contacts due by June 30, 2013).

Completed proposals, including council/board resolution indicating support for hosting Convention 2014 must be submitted in either hard copy or electronic format to: Kathleen Spalek, Manager of Finance and Corporate Operations Suite 60 – 10551 Shellbridge Way Richmond, BC V6X 2W9 [email protected] 4. CLOSING DATE

The closing date for receipt of proposals is Friday, March 15, 2013 at 4:30 p.m. pacific standard time.

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U n i o n o f B C M u n i c i p a l i t i e s Su i te 60 10551 Shel lb ridge Way

Richmond, BC, Canada V6X 2W9

Phone: 604.270.8226

Email: [email protected]

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5. NOTIFICATION UBCM will respond to all communities that have submitted an RFP for Convention 2014 by May 1, 2013. RFP Schedule Expected Date RFP issued Friday, February 8, 2013 RFP closes Friday, March 15, 2013 Proposals screened by Friday, April 5, 2013 Final selection by Friday, April 26, 2013 RFP Notification Wednesday, May 1, 2013 6. CONVENTION BACKGROUND The Union of BC Municipalities (UBCM) has existed as the voice of local government in BC for over 100 years. It is incorporated by an Act of the provincial legislature, and since 1979 has maintained a hundred percent membership. UBCM serves all local governments in BC by: representing their common interests, especially with the provincial and federal governments; providing information, advice and communications; and delivering a variety of member services. The UBCM Convention, held every year near the end of September, continues to be the main forum for UBCM policy-‐making. It provides an opportunity for local governments of all sizes and from all areas of the province to come together, share their experiences and take a united position. There are up to 2,000 delegates that attend the convention including local government members, various provincial government representatives, speakers, and individuals from related associations, media and staff. The following are the dates and location of the next five conventions: Year Location Date Venue 2013 Vancouver September 16-‐20 Vancouver Convention and Exhibition Centre 2014 TBD September 22-‐26 TBD 2015 Vancouver September 21-‐25 Vancouver Convention and Exhibition Centre 2016 Penticton September 26-‐30 Penticton Trade and Convention Centre 2017 Vancouver September 25-‐29 Vancouver Convention and Exhibition Centre

7. OTHER CONSIDERATIONS UBCM is under no obligation to select a proponent and may modify the terms of, or cancel, this RFP at any time for whatever reason(s) without liability to the proponents or anyone else.

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Proponents are solely responsible and without recourse to UBCM for their own expenses in preparing and submitting a proposal and for otherwise participating in the RFP process. It is the responsibility of proponents to ensure that they have completed and fulfilled all the components of the RFP package. UBCM is responsible for and the sole authority for all elements of Convention program planning. 8. CONFIDENTIALITY

UBCM will not disclose any information submitted under this RFP without the written consent of the proponent and will hold all information in strictest confidence. 9. EVALUATION CRITERIA Proposals will be evaluated first against their ability to meet or exceed the minimum “Host Responsibilities” detailed in Appendix A. The “Host Responsibilities Detailed” Checklist in Appendix B will be used to ensure that minimum requirements are met and to evaluate additional considerations that could affect the RFP decision to award convention.

a. Acceptance and Rejection of Proposals UBCM, in its sole discretion, shall have the unfettered right to:

• Accept, reject any or all proposals; • Reject a proposal which is the only proposal received by the UBCM.

Proposals which contain qualifying conditions or otherwise fail to conform to the requirements of the RFP may be disqualified or rejected. UBCM may however, at its sole discretion reject, or retain for its consideration, proposals which are non-‐conforming even though they do not meet all requirements set out in the RFP.

b. Improper Influence

No proponent shall discuss or make any communications regarding the proposal with any member of the Executive Board of the UBCM prior to the award of the proposal.

10. CONTACTS AND INQUIRIES Clarification of terms and conditions of the proposal process shall be directed to:

Kathleen Spalek, Manager of Finance and Corporate Operations [email protected] 604-‐270-‐8226 ext 102

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APPENDIX A

HOST RESPONSIBILITIES UBCM ANNUAL CONVENTION

UBCM is responsible for all elements of the annual Convention Program. The Convention is held every second year in Vancouver and in years when the Convention is not in Vancouver, a host community will have bid and been awarded the Convention for a specific alternating year. UBCM requires a council resolution accepting the Convention and host responsibilities. This resolution must be reaffirmed three years prior to the Convention. The host community shall be responsible for facilities to house the Convention business sessions; organizing the welcome reception; facilities available to accommodate all social events including the annual banquet; organizing the partners program and other administrative assistance as may be requested and agreed. UBCM will provide the host community with detailed planning figures and other such information as is available and requested.

UBCM requests that a single “liaison” be designated from the host community to be the central source for communication regarding this event. This designate and others from the host member are welcome to participate on the UBCM Convention Committee in the year leading up to hosting the event. The Host community shall be responsible for the following: 1. Meeting Facilities -‐ contracting/financing 2. Delegates Welcome Reception -‐ organizing/financing 3. Delegate Partners’ Program & Registration -‐ organizing/staffing 4. Hotel Accommodations -‐ securing required hotel blocks 5. Additional Considerations UBCM and the host community will agree in advance if any additional responsibilities and/or costs are to be assumed by the host (e.g. assisting with study tours, additional social events, etc).

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1. Meeting Facilities The Host must provide, without charge to UBCM, facilities, stages, chairs and other setup details for the Convention business, social and associated sessions. Convention Plenary Session Room

Saturday and Sunday move-‐in for technical setup Monday -‐ Friday (plus Friday move out by 6 pm)

Minimum requirements • Capacity for 1200 delegates in theatre-‐style set-‐up with 2 aisles and central access

row (approximately 14,000 sf) • Raised stage, minimum 48w x 20'd x 32"h’ with side stairs, and wheelchair access

(ramp or lift) • 20' ceiling height • front or rear screen projection options to be determined by overall floor plan • 16’ x 8’ tech stage • 40’ x 8' space for media tables, media feeds and minimum 30 power outlets for

media equipment Registration Area

• approx. 2,000 registrants

Delegate Registration Services room Government Appointments Reception Desk area Delegate Office Services

• photocopy space and power • fax access

Delegate E-‐mail Services

• access to high speed internet, • space for 12 -‐ 14 computers and 2 printers (approx 600sf) • availability of WIFI service

Media Room

• min 500 sf • access to hard wired high speed internet and WIFI • power for computers and printers • telephone/fax line

Executive Meeting Room (Sunday and Friday)

• 25 people, boardroom or hollow square set-‐up

UBCM Office • approximately 1000 sf from Saturday to Friday, central location

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Exhibit Space for Convention Sponsors

• space for 12 -‐ 15 booths, exclusive use for convention sponsors • 10’ x 10' booth space • access to wired and wireless high speed internet

Breakout Session Requirements (plenary room can be used) Monday Study Sessions

• min. 3 rooms, 100 -‐ 250 delegates, semi-‐rounds or theatre seating • bus loading zone for study tours

Tuesday Forums

• Regional Districts Forum: 150 – 200 delegates, semi-‐rounds or chevron seating • Small Talk Forum: 250 – 300 delegates, semi-‐rounds or chevron seating • Large Urban Forum: 140 – 170 delegates semi-‐rounds or chevron seating • Mid-‐Sized Communities Forum: 220 – 250 delegates semi-‐rounds or chevron

seating Daily Clinics

• Tuesday -‐ Friday morning, 7:30 -‐ 8:15 am, 4 -‐ 6 concurrent sessions • Attendance ranges from 50 -‐ 100 delegates

Convention Breakouts

• Wednesday -‐ 4 concurrent cabinet panel sessions 150 – 200 delegates each set theatre

• Thursday -‐ 4 concurrent workshops of approx. 100 – 200 delegates each set theatre or semi-‐rounds

Catered Function Facility Requirements Coffee Service

• Mon. – Tues. 8:00 am – 3:00 pm (400 -‐ 800 delegates) • Wed. – Thurs. 7:00 am – 3:00 pm (ongoing for approx. 1000 delegates) • Fri. 8:00 am– 11:00 am (800 delegates)

Continental Breakfast Service

• Tues. 7:00 am – 9:00 am (approx. 400 delegates) • Wed – Fri. 7:00 am – 9:00 am (approx. 800 – 1000 delegates)

Ideally the breakfast and coffee service is in a pre-‐function area close to the plenary session room Luncheons (some may be located off-‐site)

• Tuesday: 4 concurrent luncheons, one for each forum 150 – 250 delegates each • Wednesday: 5 concurrent luncheons for each Area Association, 120 – 250 delegates • Thursday: Delegates Lunch, approx 900 – 1000 delegates, head table for 8 on stage

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Receptions

• Delegates Welcome Reception, Tuesday evening (1200 -‐ 1300 people) • Facilities required but no financial responsibility for the following functions:

1. Provincial Government reception, Wednesday evening, 800 – 1000 delegates

2. Sponsor Reception, Wednesday evening, est 800 – 1000 delegates Annual Banquet & Reception -‐ Thursday 6:30 pm to 12:00 am

• Stand-‐up reception, 6:30 -‐ 7:30 pm for average attendance 900 – 1000 delegates • Plated dinner 7:30 pm, option to have head table for min 32 delegates on main stage • 8’ x 12' entertainment stage

Provincial Government Meeting Space The following is also required to be secured by the host, however, no financial responsibility will be borne by the host. Government Offices including:

• Minister of Community, Sport and Cultural Development, reception space and room set up with tables and lounge style seating

• Ministry of Community Sport and Cultural Development meeting spaces for 20 -‐ 24 concurrent meetings of various Ministries and Agencies

• Individual rooms or large rooms which can be divided with pipe and drape 2. Delegates Welcome Reception The Welcome Reception is a major event that delegates consider to be a highlight of the week and in many ways it sets the tone for Convention. The Host is responsible for the cost and management of the Welcome Reception. UBCM will act as the consultant, working closely with the Host on all aspects. UBCM may contribute funds toward this event to be approved annually by the UBCM Executive. Reception Costs:

• Food and beverage (beer, wine and non-‐alcoholic drinks) for approximately 1200 – 1300 delegates/guests

• Facility rental costs • On-‐site event management staffing including greeters, catering staff, host, etc. • Costs of event rentals including linens, cocktail tables, glassware, china, etc. • Selection of suppliers such as caterers, decor, entertainment, security, etc. • Provision of PA system for announcement capability, as required • Signage as required

3. Delegate Partners’ Program & Registration

The Host community is responsible for all aspects of the partners program including:

• Sourcing program options (8-‐10) and related costs

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• Writing promotional paragraphs for delegate registration package • Managing on-‐site registration and information services for partners programs from

Tuesday through Thursday • Providing all staffing for programs • Providing UBCM with registration costs for the partners program (registration fees

for the Partners’ program will be returned to the Host) UBCM Convention committee will select the Partners Programs to include at Convention from the options provided by Host. UBCM will include the Partner’s program with the registration process. 4. Hotel Accommodations Accommodation minimum requirements:

• The host shall provide UBCM with a list of hotel properties and contacts by June 30, 2013

• Accommodations must be a minimum 3 star quality rating • Accommodations must reside within the host community’s boundaries • An “internal” hotel block of 75 rooms will be assigned for UBCM use • 10 one bedroom suites will be designated in a property near the convention venue

for UBCM use

UBCM will be responsible for signing/managing hotel contracts/blocks and publicizing the hotel information to delegates. The host community may consider a “nightly room charge” on these hotel rooms to offset the host community’s costs. If the host community approves this fee UBCM will ensure it is included in hotel contracts for remittance back to the host community. Min. number of rooms required: Sunday 600 Monday 1000 Tuesday 1200 Wednesday 1200 Thursday 1200 These rooms will be available for individual delegate bookings. Please indicate if a “central reservations” system is available in your area. 5. Additional Considerations Insurance UBCM must be placed as an “additional named insured" for the purpose of the Convention on any insurance policy. A copy of this must be provided to UBCM no less than 6 months prior to the event.

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APPENDIX B

UBCM CONVENTION REQUEST FOR PROPOSAL (RFP) HOST RESPONSIBILITIES DETAILED CHECKLIST

UBCM’s Convention Host Responsibilities document provides an outline of the general responsibilities required to host convention. UBCM has developed a “detailed checklist” to assist UBCM and communities submitting an RFP in evaluating their ability to meet Convention venue and logistical requirements. The checklist is an evaluation tool and will be used by UBCM to determine if the minimum requirements are met and to determine additional considerations that could affect the final RFP decision to award convention. Communities that submit an RFP must meet the “minimum requirements” set out in the host responsibilities document. OUTLINE

1. Meeting Facilities A. Convention Plenary Session Room B. Registration Area C. Delegate Registration Services D. Government Appointments Reception Desk E. Provincial Government Meeting Space F. Delegate Office and Email Services G. Media Room H. Executive Meeting Room I. UBCM Staff Office J. Convention Sponsor and Delegate Lounge Exhibit Space K. Breakout Sessions

a) Monday Study Sessions b) Tuesday Forums c) Morning Clinics d) Convention Breakouts

L. Catered Function Facility Requirements a) Coffee Service b) Continental Breakfast Service c) Luncheons d) Receptions (excluding Welcome Reception)

i. Provincial Government and Major Sponsor Reception ii. Annual Convention and Banquet Reception

2. Delegates Welcome Reception

3. Delegates Partner’s Program and Registration

4. Hotel Accommodations

5. Additional Considerations

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1. MEETING FACILITIES All Convention Facilities must be wheelchair accessible A. CONVENTION PLENARY SESSION ROOM

Monday to Friday sessions plus the pre-convention Saturday and Sunday, move in for technical and staging setup

Minimum Requirements ✔ ✗ 1. 1200 delegate capacity, theatre style set-up, 2 aisles, central access row (approx

14,000 sq. ft.)

2. Raised stage, 48'w x 20'd x 32"h, side stairs (preferably at both ends), wheelchair access (ramp or lift)

3. 20' ceiling height 4. Tech stage 16’ x 8’ x 32” with access to power, and internet 5. Front or rear screen projection options (to be determined by overall floor plan) 6. 40’ x 8' space for media tables, media feeds and minimum 30 power outlets for

media equipment

Additional Considerations ✔ ✗ 7. Carpet covered floor – major consideration for venues where an ice arena is to be

used

8. Dedicated high speed internet and fiber connectivity capability in Plenary B. REGISTRATION AREA Minimum Requirements ✔ ✗ 1. Space for approx. 2,000 registrants (approx. 6,500 sq. ft.) 2. Nearby secure storage for registration materials C. DELEGATE REGISTRATION SERVICES Minimum Requirements ✔ ✗ 1. Space close to registration area (approx. 400 sq. ft.) 2. Power for 2 or 3 computers and 1 or 2 printers 3. Dedicated phone & wired internet access

D. GOVERNMENT APPOINTMENTS RECEPTION DESK Minimum Requirements ✔ ✗ 1. Space for Provincial Government staff information desk and signage (approx.

8’x12’)

2. Access to dedicated wired high speed internet line and WiFi

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E. PROVINCIAL GOVERNMENT MEETING SPACE Space must be provided, but there is no financial responsibility from the host.

Minimum Requirements ✔ ✗ 1. Minister of Community, Sport and Cultural Development, reception space and

meeting room set up with board room table

2. Ministry of Community Sport and Cultural Development meeting spaces for 20 - 24 concurrent meetings of various Ministries and Agencies. This space may be individual rooms, set boardroom, or large rooms which can be divided with pipe and drape, which requires approx. 6,000 sq. ft.

3. MCSCD Office space for Ministry staff to coordinate government staff meetings 4. Cabinet Ministers’ meetings with Delegates, minimum of 5 private meeting rooms of

approximately 1000sq. ft. (boardroom set for 20 – 22 people)

5. Reception area for Cabinet Ministers’ meetings 6. Private meeting room for the Premier F. DELEGATE OFFICE AND EMAIL SERVICES Minimum Requirements ✔ ✗ 1. Space for photocopier and fax/scanning equipment with power (approx. 10’x12’) 2. Access to dedicated high speed internet, WiFi, phone access and power 3. Space for 12 - 14 computers and 2 printers (approx. 600 sq. ft.) Additional Considerations ✔ ✗ 4. Access to high speed internet (additional considerations for internet access include

dedicated wired access, minimum 2mbps, preferred 10mbps)

G. MEDIA ROOM

Minimum Requirements ✔ ✗ 1. Private meeting room, (500 sq. ft.) 2. Access to hard wired high speed internet and WiFi 3. Power for computers and printers 4. Phone/fax line H. EXECUTIVE MEETING ROOM

Sunday and Friday

Minimum Requirements ✔ ✗ 1. Boardroom or hollow square set-up for 25 individuals I. UBCM STAFF OFFICE

Saturday to Friday

Minimum Requirements ✔ ✗ 1. Central location, separate room (approx. 1,000 sq. ft.) 2. Dedicated power for 4 to 6 desktop computers and 2 printers

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UBCM STAFF OFFICE (CONTINUED)

Additional Considerations ✔ ✗ 3. Dedicated power drop (20 amp) for UBCM photocopier 4. Dedicated internet IP address, minimum 2mbps 5. Access to in-house audio signal from Plenary meeting room J. CONVENTION SPONSOR AND DELEGATE LOUNGE EXHIBIT SPACE

Minimum Requirements ✔ ✗ 1. Space for 12 – 15 booths (10’ x 8’) for the exclusive use of major convention

sponsors. Prefer close proximity to Plenary and coffee service areas, (approx. 5,000 sq. ft)

2. Access to power (one 15 amp outlet per booth) 3. Access to wired and wireless WiFi high speed internet K. BREAKOUT SESSIONS (plenary room can be used) All break out meeting space must include risers for minimum 8’ x 16’ stage, black stage skirting, side stairs (preferably at both ends), and suitable head table skirting.

a) Monday Study Sessions Minimum Requirements ✔ ✗ 1. 3 rooms, 100 - 250 delegates, semi-rounds or theatre seating (approx. 3,000 sq. ft.

per session room)

2. Bus loading zone for study tours close to main Convention venue

b) Tuesday Forums Minimum Requirements ✔ ✗ 1. Regional Districts Forum: 150 – 200 delegates, semi-rounds or chevron seating,

(approx. 3,000 sq. ft.)

2. Large Urban Forum: 150 – 180 delegates semi-rounds or chevron seating, (approx. 3,000 sq. ft.)

3. Mid-Sized Communities Forum: 250 – 270 delegates semi-rounds or chevron seating, (approx. 5,000 sq. ft)

4. Small Talk Forum: 250 – 300 delegates, semi-rounds or chevron seating, (approx. 5,000 sq. ft)

c) Morning Clinics: Tuesday through Thursday 7:30 am – 8:15 am

Minimum Requirements ✔ ✗ 1. Space to hold 4 – 6 concurrent sessions with attendance ranging from 50 – 200

delegates per room, (approx. 1,0000 sq. ft. per room, prefer 1500-2000 sq. ft)

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d) Convention Breakouts: Wednesday and Thursday Minimum Requirements ✔ ✗ 1. Wednesday - 4 concurrent cabinet panel sessions 150 – 200 delegates, set theatre,

(approx. 2,000sq. ft. required for each session room)

2. Thursday - 4 concurrent workshops of approx. 100 – 200 delegates each set theatre or semi-rounds, minimum 2000sq. ft. each session room

L. CATERED FUNCTION FACILITY REQUIREMENTS

a) Coffee Service (space for up to 1,000 delegates) Mon. – Tues. 8:00 am – 3:00 pm Wed. – Thurs. 7:00 am – 3:00 pm Fri. 8:00 am– 11:00 am

b) Continental Breakfast Service Tues. 7:00 am – 9:00 am (approx. 400 delegates) Wed – Fri. 7:00 am – 9:00 am (approx. 800 – 1,000 delegates)

Minimum Requirements ✔ ✗ 1. Space for the breakfast and coffee service should be in pre-function area close to

plenary session room that will also serve as the “Delegate Lounge area” and must accommodate between 500 and 1,000 delegates

c) Luncheons (some may be located off-site)

Tuesday: 4 concurrent luncheons, one for each forum 150 – 300 delegates Wednesday: 5 concurrent Area Association luncheons, 150 - 300 delegates Thursday: Delegates Lunch, approx. 900 – 1,000 delegates, head table for 8

on stage

d) Receptions (excludes Welcome Reception) No financial responsibility for the host

i. Provincial Government & Major Sponsor Receptions –Wed. evening

Wednesday Evening Minimum Requirements ✔ ✗ 1. Space for each function to hold 800 – 1,000 delegates.

ii. Annual Convention Banquet & Reception –Thurs. 6:30 pm – 12:00 am Minimum Requirements ✔ ✗ 1. Space for stand-up reception, 6:30 - 7:30 pm for average attendance 900 – 1,000

delegates

2. Plated dinner 7:30 pm, option to have head table for min. 32 delegates on main stage

3. 8’ x 12' entertainment stage

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2. DELEGATES WELCOME RECEPTION – TUESDAY EVENING Minimum Requirements ✔ ✗ 1. Reception space for approx. 1,200 – 1,300 delegates. May be held at convention

center or offsite.

2. Transportation required if event is held off-site. 3. Food and beverage (beer, wine and non-alcoholic drinks) for approx. 1,200-1,300

delegates

4. On-site event management staff (greeters, catering staff, hosts, etc) 5. Provision of PA system for announcement capability, as required 6. Signage as required *Please refer back to Host Responsibilities for additional details on responsibilities and costs. 3. DELEGATE PARTNERS’ PROGRAM & REGISTRATION Minimum Requirements ✔ ✗ 1. Source Partner Program options (8-10) and related costs such as transportation,

entry to special venues, food and beverage, equipment rentals

2. Prepare promotional paragraphs for delegate registration package 3. Provide space and manage on-site registration and information services for partners

programs from Tuesday through Thursday

4. Provide all staffing and tour guides for programs 5. Provide UBCM with registration costs for the partners program (registration fees for

the Partners’ program will be returned to the Host)

*Please refer back to Host Responsibilities for additional information and details. 4. HOTEL ACCOMMODATIONS Minimum Requirements ✔ ✗ 1. The host shall provide UBCM with a list of hotel properties and contacts by June 30,

2013.

2. Accommodations must be a minimum 3 star quality rating 3. Accommodations must reside within the host community’s boundaries 4. An “internal” hotel block of 75 rooms will be assigned for UBCM use 5. 10 one bedroom suites will be designated in a property near the convention venue

for UBCM use

*Please refer back to Host Responsibilities for additional details on responsibilities and costs. 5. ADDITIONAL CONSIDERATIONS Insurance UBCM must be placed as an “additional named insured" for the purpose of the Convention on any insurance policy. A copy of this must be provided to UBCM no less than 6 months prior to the event.

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Security Additional Considerations ✔ ✗ 1. General security of primary convention venue with a minimum of one guard on duty at

all times when the building is open, with the capability of locking the building overnight.

2. Security at additional points of vulnerability such as loading docks during move-in and move-out, or at all times when loading and delivery areas are open but not locked.

3. Additional security for session entry will be contracted by UBCM directly with a local security supplier.

4. Any additional security costs outside of the general convention will be the responsibility of UBCM.

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