2016 ROTARY INTERNATIONAL CONVENTION

Convention Bidding Workshop

INTRODUCTIONS

• Mark Daniel Maloney, Chair, 2014 (Sydney) Convention Committee

• Guiller E. Tumangan, RI Director

• Andreas von Möller, 2019 (Hamburg) HOC Chair

• Shannon Watson, Director, Meetings and Events, Rotary International

TODAY’S PANELISTS

STAKEHOLDER ROLES AND RESPONSIBILITIES

STAKEHOLDER GROUPS

HOC

Secretariat

International Convention Committee

President-nominee

RI Board

Trustee Chair

Convention Promotion Committee

BIDDING TIMELINE

• July 2016 - Letter of interest

• September 2016 Board Meeting – RI Board receives list and selects up to 12

• October 2016 - RFP distributed per Board instructions

• March 2017 - Proposals from cities due

• May 2017 -Responses presented to the Board and finalists selected

TIMELINE

• May – September 2017 – Site inspections of finalist cities

• October 2017 – Sites for 2023-2025 tentatively selected, subject to completion of essential negotiations

TIMELINE

CRITICAL CRITERIA

• Available on a first-option basis for RI • Fully constructed • Inclusive of appropriate furniture inventory • 24-hour access • Compact • Climate-controlled • Covered • Free Wi-Fi • Appropriate General Session and House of

Friendship capacities

CRITICAL CRITERIA - Venues

• First option at suitable properties

• < 40% of total number of sleeping rooms available in the city

• Minimum peak night committable rooms:

–7,000 – Asia, Australia, Europe & North America

–5,600 –Africa & South America

CRITICAL CRITERIA – Hotel Room Block

HOC ATTRIBUTES

• Committed

• Connected

• Collaborative

• Organized

• Practical

HOC ATTRIBUTES

• Committed

- you want it

- you are convinced

- you are focused

- you need extra-time

HOC ATTRIBUTES

• Connected

- to decision-makers

- to professionals

- to your Rotarians in your district

- to Rotarians in your country

HOC ATTRIBUTES

• Collaborative

- team of experts

- clear who does what

- always easy access

- not process- but aim-oriented

HOC ATTRIBUTES

• Practical

- react to changes, open to improvise

- listen to advice and good examples

- have all modern tools at hand

- be better under time-pressure

HOC ATTRIBUTES

• Organized

- leadership

- open door-feeling

- decision-orientation

- kiss-principle

HOC ATTRIBUTES

OCTOBER 2015 BOARD DECISIONS

Attendees • Amended the Code of Policies to permit the Board to

authorize categories of non-Rotarian attendees and to permit the HOC to invite non-Rotarians to visit the House of Friendship at a reduced registration fee or no fee, with approval from the President.

New Event • Requests the General Secretary to conduct a feasibility

study of hosting a new, revenue-generating event for Rotarians and non-Rotarians, focused on service in conjunction with the convention.

DECISIONS- Non-Rotarian Attendance

Convention Attendance Assumptions

• 25,000 for Asia

• 17,000 for Europe, North America & Australia

• 14,000 for South America

• 10,000 for Africa

• International Convention Committee to establish marketing goal

DECISIONS: Attendance Figures

• 7 years

• No other city in the country meets the critical criteria

• Implementation procedure in process

DECISIONS- Alternative convention sites

• Serve as a welcoming committee

• Recruit and manage a volunteer force

• Promote the convention to host districts

• Liaise between key local contacts and RI

• Identify potential sponsors

DECISIONS- HOC Responsibilities Focused in 2023 and the Future

• Organizing signature ticketed events

• Promoting the Convention at the International Assembly

• Promoting the Convention at the prior Convention

• Funding the venue

DECISIONS: Responsibilities Shifted from HOC to RI

QUESTIONS AND ANSWERS

• Available Now:

• Timeline and Critical Criteria document

• Excerpt from Minutes of the Board of Directors meeting October 2015

• Shannon M. Watson, CMP, CAE shannon.watson@rotary.org +1 847 866 3032

• Coming October 2016

– The Manual on Conventions

– 2023-2025 RFP for International Conventions

RESOURCES

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are available through the convention mobile app and on

SlideShare at www.SlideShare.net/Rotary_International.