request for proposal analysis

Outdoor Writers Association of America 2814 Brooks St., Box 442

Missoula, MT 59801 www.owaa.org 406-728-7434

Hosting an Outdoor Writers Association of America (OWAA) annual conference is a significant accomplishment. For more than 90 years, OWAA has helped writers, photographers, bloggers and other outdoor storytellers hone their craft. With a membership of more than 700 outdoor media (and more than 100 supporting brands, destinations and other organizations), OWAA works to improve the professional skills and opportunities of our members and mentor the next generation of outdoor media. A key component of achieving these goals is our annual conference which educates, inspires, shares best practices and establishes meaningful B2B connections. As host, you will be positioned at the forefront of the outdoor market and hold the attention of the outdoor industry before, during and after the conference. Even before the first attendees arrive, the exposure a host destination receives is substantial. Once the 200 attendees do arrive, this event will continue to pay positive dividends for your destination. There’s the immediate impact of infusing nearly $200,000 into your local economy. Then there’s the social media bump you’ll get as these professional storytellers continuously share your destination with all their followers. After the event, you’ll reap the most significant impact as attendees continue to promote your destination in their outlets, including newspapers, magazines, podcasts, broadcast media, blogs and more – sometimes for years after. OWAA’s conference will put your destination front and center before passionate outdoorspeople around the nation – and even the globe – by providing millions of dollars in outdoor media exposure. We love providing out-of-the-box, outdoor experiences for our members, while also expanding and honing their journalism skills. Thus, destinations must have good access to outdoor opportunities. While OWAA’s conference was traditionally held in June, we are open to proposals in spring and fall too, if that time offers better rates for OWAA and our members. Your proposal will need to include meeting room layouts and capacities, menus, a sample contract for the proposed headquarters site and details about the facility’s environmental policies. A completely filled out questionnaire is a critical part of your proposal. Please feel free to supplement your bid with additional materials, but bids must include a completed questionnaire. OWAA works directly with the host destination during the bid process, so do not have individual resorts or properties submit bids individually. Please submit your completed, electronic bid package to [email protected] by the 1 April deadline. If everything is in order and you make the short-list, we would arrange a site inspection as soon as scheduling permits. We welcome, and look forward to, your innovative and creative suggestions, concepts and ideas. And, in addition to your proposals, I look forward to answering all your questions and fielding your best ideas. Sincerely,

Chez Chesak Executive Director

OWAA Fact Sheet OWAA Founded in 1927, OWAA is the largest and oldest association of professional outdoor communicators in the United States. Its mission is to improve the professional skills of its members, set the highest ethical and communications standards, encourage public enjoyment and conservation of natural resources and mentor the next generation of professional outdoor communicators. OWAA is comprised of more than 700 professional communicators and industry professionals with special interests in outdoor recreation, conservation of natural resources and recreation travel. Individual members include newspaper editors and columnist, freelance writers, magazine editors, book authors, radio and TV broadcasters, photographers, podcasters, bloggers, artists and professional lecturers.

ANNUAL CONFERENCE Attendance averages 200 attendees and includes outdoor communicators, as well as representatives from gear brands, outdoor destinations and related associations and agencies from around the country. The conference is three days, opening on either Friday or Saturday morning and concluding on the evening of either Sunday or Monday, with two days of pre-conference meetings to be held prior to the opening of conference. It was traditionally held in June, but spring and fall are options too.

SPONSORSHIP Our annual conference provides your destination the opportunity to showcase its outdoor recreation, education and travel opportunities, and we request that the host destination provide sponsorship for a portion of our conference. You may choose to provide funding for marketing/attendance or another feature of our conference in which you feel your destination will get the best return for your dollar. Host destinations also sponsor the opening night welcome dinner for attendees. All events are facilitated by OWAA. Past concession packages have included monetary sponsorship, as well as in-kind donations of transportation, welcome festivities, etc.

ECONOMIC BENEFITS Direct economic returns to the site destination have reached almost $200,000 in recent years. More importantly, the long-term economic benefits can be millions of dollars resulting from attendee’s stories, photographs, artwork, films, radio programs and videos about the robust outdoor opportunities offered by your location.

THE CONFERENCE SITE The preferred conference site should be rich in varied outdoor activities. Attendees are largely the ‘working press’ who must justify their participation with real story material and images of regional outdoor-related subjects. For this reason, cooperation with state and/or regional departments of natural resources, fish and game departments and state and local tourism boards is imperative. This cooperation helps in arranging pre- and post-conference story-gathering trips and providing news-making sessions to our members. Bids can come from resort properties, CVBs and/or state/provincial tourism boards, but a joint proposal from all three elements (host resort(s), state/province and various local CVBs) is ideal to best showcase your destination and share the workload.

Conference Requirements • 150 sleeping rooms/night (to make the conference affordable for our members, we prefer to keep rates

around $119/night) • Two hospitality suites/night (or accessible, ideally covered, outdoor hospitality spaces), as well as 8-10

rooms for staff, speakers and VIPs for the duration of the event • Meeting space totaling approximately 20,000-30,000 square feet • Space for hallway/atrium displays for supporting groups, agencies, and businesses (for three days) • One banquet room capable of comfortably seating up 200+ (rounds of 10) • Three meeting rooms with seating capacities of 75+ (theater style) each to run concurrent sessions • Two additional smaller meeting/interview rooms with minimum capacities of 25

Sessions may be held in the headquarters hotel facilities (preferred) or at a separate convention/civic center within short walking distance of the headquarters hotel.

Off-Site Activities Activities on one half day will be conducted off-site. This Breakout Day is dedicated to current supporting groups, as well as any local groups wishing to participate. This may consist of displays for groups to demo products for review by our working press membership or a selection of excursions highlighting outdoor opportunities and companies in the area. Partnering companies include the shooting sports industry, vehicle manufacturers, NGOs and outdoor-related hard goods as well as local agencies such as the fish and game department, parks departments, tourism office, etc. This is an evolving part of our program, so at this stage we are looking to gather a lot of information to help us determine the flexibility of opportunities for each destination.

Local Chair An OWAA member who resides or works near the conference destination normally serves as the local conference chair. This person can be involved in presenting the bid and is the primary liaison between OWAA and the host destination. Among other duties, the local conference chair is responsible for working with the host destination to arrange pre- and post-conference activities for attendees. If you make the shortlist, you may contact OWAA headquarters to find local members who may be willing to serve in this capacity.

THE BID PROCESS OWAA selects the site of its conference two to three years out.

1. Proposal submission deadline 1 April 2. Review of proposals (possible interviews, follow up, etc.) Throughout April 3. Shortlist chosen 30 April 4. Site inspections Throughout May 5. Signed Contract 1 June 6. Host announced (to host conference two years later) June, at conference

OWAA’s Site Selection Committee, including our Executive Director, Conference Planner, Second Vice President, one other board member and one general member, are responsible for choosing the conference location. The final decision will be made public following presentation to the OWAA Board of Directors at our Board meeting. You will be notified immediately of any decisions made.

Thank you! We sincerely thank you for your interest in hosting our annual conference, in reaching our media members and for promoting all of your local outdoor experiences to outdoors people everywhere. We look forward to reviewing your bid and hope to be able to work with you to bring this mutually beneficial event to your destination!

OWAA Bid Questionnaire NOTE: Your proposal must include a completed questionnaire. Proposals submitted without a completed questionnaire will be segregated, put into a sad little pile by themselves, and looked at disapprovingly before being herded into the recycling bin, unread.

Bidding Agency

Tourism board: Website:

Address:

Point of contact: Email:

Office phone: Mobile phone:

Are you a member of OWAA? Yes / No If Yes, for how many years?

Dates Primary dates proposed: Secondary dates proposed: Tertiary dates proposed (optional): If not selected, are you interested in being considered to host a future conference? Yes / No

Story OWAA members would come to a conference in your destination, in large part, to get compelling stories. Imagine for a moment that we’re in the future, one year after a successful OWAA conference has wrapped up there. As you’re speaking with your superiors about the notable increases in outdoor tourism to your region that are directly attributable to the event, you show them some particularly good media hits that came from our attendees. What do those headlines say? What are the most compelling stories your destination offers OWAA members? Has your destination successfully rebounded after a significant disaster? Do you have fabulous fishing, biking, paddling or some other outdoor pursuit – that no one knows about yet? Do you have new outdoor products to show off to our attendees or perhaps a unique outdoor festival, event or celebration? Does your destination have a notable anniversary coming up in the future? As we look into the future, what are the headlines of the stories that you’ll showcase to prove to your superiors the success of your initiative? 1. 2. 3. 4. 5.

Local Chair A local OWAA member usually serves as the chair of a local committee formed to handle on-site coordination and support. Have you contacted an OWAA member to serve in this capacity? Yes / No If Yes, that member’s name:

DEI What is your destination’s stance on diversity, equity and inclusion? Have you issued a statement that you can share (please attach)? What has your destination done to attract marginalized peoples (people who are BIPOC, LGBTQ+, have a disability, etc.) to your staff and board?

Transportation Nearest primary airport: Nearest secondary airport: Airlines serving your airport(s): Cities flying direct from/to: Distance & time from airport to proposed venue: Are there other transportation options available (bus, train, ferry)? If so, please detail frequency, distance from venue, etc.:

What transfers are available between arrival

hubs and the venue?

What is taxi/Lyft/Uber fare to hotel from airport:

Is free shuttle service to/from the airport available? Yes / No

What other shuttle options are there and what is their cost? Is free shuttle service available between headquarters hotel, overflow hotel(s) and meeting facility, if meeting accommodations are not provided on-site? Yes / No

Tax Exemption Can tax exempt status be obtained? Yes / No What is the process for obtaining tax-exempt status?

Pre/Post & Other Activities

Is your tourism board willing to work with regional tourism and wildlife management agencies as well as local guides, outfitters and lodges to provide several complimentary pre- and post-conference trips to qualified attending outdoor media? Yes / No Please provide with your proposal an attached list of suggested pre- and post-trips. These should consist of single-day opportunities as well as multi-day or farther away opportunities for pre- and post-conference trips. Descriptions should include and consider:

• Transportation details (start and end points, transfers, durations, etc.) • Basic day-by-day itinerary, with descriptive text for each day • Descriptive photo(s) we can use in marketing the trips

Many spouses, partners and family members accompany conference attendees. Can separate programs and activities be provided for them? Yes / No Do you have local partners (such as tour operators, travel agents, notable local attractions, etc.) that could provide 'turn key' day trips for spouses/partners, including accepting payment (ideally at a discounted rate), providing transportation and a mid-day meal, etc.? Yes / No Please provide a list of suggested activities and the partners that could fulfill those trips. Would all trips (pre/post, spouse/partner, etc.) be covered by insurance, be it by the tourism board’s policy or the company charged with running the trip? Yes / No If Yes, please provide details:

Host Resort/Hotel Property name: Point of contact: Number of rooms to be blocked: Rooms Specify rack rate and conference rate for year conference will be held. If rates cannot be specified, guarantee a percentage increase above which rates will not rise. Lodging/room Type Rack Rate Conference Rate 1. 2. 3. 4. 5. Comp room ratio: Cumulative? Yes / No Will you be able to comp 8-10 staff/VIP rooms for the duration of the event, and one suite for the OWAA President? Yes / No If No, what rate can you extend for OWAA staff: Will room rates be extended three days before/after conference? Yes / No Does hotel offer a booking rebate? Yes / No If Yes, Percentage/Rebate Per Room Night: Walking distance to meeting facility (if not in headquarters hotel):

In-room internet is complimentary? Yes / No Event/meeting area internet is complimentary? Yes / No

Discount/Comp offered by hotel: Taxes: Sales: Room/Bed: Total tax Are there any other taxes or fees not listed above? Yes / No If so, what tax and at what rate? Parking Rack parking rates for cars: Conference parking rates for cars: Rack parking rates for RVs: Conference parking rates for RVs:

Can parking facility handle over-sized vehicles and trailers? Yes / No

Alternate Lodging Options Is there an alternate/overflow hotel nearby? Yes / No Property name: Are there parking facilities for RVs at the headquarters and overflow hotels? Yes / No Cost per day: Are campgrounds available locally? Yes / No Distance from headquarters hotel: Cost per day: Number of sites: Is the meeting facility completely accessible to people with disabilities? Yes / No

MEETING FACILITIES Property name: Location: Is the meeting space complimentary? Yes / No Are the following rooms available?

q Banquet room capable of seating up 200+ (rounds) q Three session rooms capable of seating 75 (1,000 sq. ft. ea.) q Easily accessible/prominent registration area q Auxiliary rooms (750 sq. ft.) q Photo exhibit area (500 sq. ft.) q Board meeting room (1,000 sq. ft.) q Display Area for 15-20 tabletop exhibits (in an open area near registration, ideally)

Total available square footage of event facilities?

Are room rental charges waived if meals are purchased from the meeting facility? Yes / No If No, what is the room rental charge? If Yes, is there a F&B minimum? Is wireless internet access complimentary? Yes / No Are the following available, and are they complimentary?

q Stage in general session room q Basic ‘living room-style’ furniture (comfortable chairs, coffee table, etc.) for interview sessions q Podiums in all meeting rooms (general session and session rooms) q Skirted tables for panels in session rooms

Does the meeting facility have storage and drayage service? Yes / No If No, is off-site contract service available? Yes / No Name & phone number of off-site drayage company:

Audio/Visual Are the following available and are they complimentary? • 2-3 microphones (and sound) available in all meeting rooms • Projectors and screens in all meeting rooms If A/V equipment is not complimentary, is it available for rent? If Yes, please provide list of prices as an attachment. If we were to provide our own A/V equipment, is there a hook-in charge? Yes / No

MEALS

Is the meeting facility capable of providing meals? Yes / No Provide lowest meal costs (and note if plated or buffet) for:

• Breakfasts: • Lunches: • Dinners: • Cocktails:

Will F&B rates be discounted for our event? Yes / No If yes, what is the percentage of the discount? State current service charges:

NOTE: please be sure to include menus with pricing (rack rates and with any potentially discounted rates too) in your application!

HOSPITALITY SUITES It’s long-standing tradition to have OWAA Supporting Groups offer hospitality events in/around the headquarters hotel. What facilities are available for this purpose, such as suites, cabins or covered outdoor meeting spaces (ideally areas where outside food and beverage can be brought in) – and are they complimentary to use? If not, what is their cost per night? 1. 2. 3. Can sleeping rooms/suites be used as hospitality suites? Yes / No Is there a furniture removal charge? Yes / No Cost: Can sponsors provide their own F&B to be served in the hospitality areas? Yes / No (If No, please provide menus, bartender costs, taxes and gratuities.)

SPONSORSHIP: Monetary or in-kind sponsorship for some portion of the event is a key element of a proposal. Host cities traditionally sponsor the welcome dinner. In addition, you may choose to provide funding or underwrite another portion of the conference, such as; travel stipends, transfers, or some other element of the event. Is your destination prepared to provide sponsorship? Yes / No If Yes, please elaborate on your contribution, and any additional concessions: 1.

2.

3.

4.

Will you be able to introduce other local vendors to OWAA’s team for us to approach about sponsorship or hosting an off-site event, including (but not limited to) other nearby CVB’s, local craft spirits companies, other nearby resorts or attractions, local museums or renown regional manufacturers, etc.)? Yes / No If Yes, list potential brands (or general categories) of potential regional sponsors that could be a good fit: 1.

2.

3.

4.

BREAKOUT DAY

One half day is devoted to outdoor demos by equipment companies. Ideal sites have water for boating/casting demos, facilities for shooting and archery, access to an area for ATV/truck driving demos plus an open flat area to accommodate booths. We realize that might not all be possible in one site, but please provide information on possible properties. Preference will be given to facilities that can accommodate as many different types of demos as possible – and sites within 20 minutes from the host hotel are ideal. Primary Site Name: Distance from headquarters hotel: Is transportation complimentary? Yes / No If No, what is the cost per bus for rental? Can site be reserved for exclusive use by OWAA? Yes / No Are all rental/permit fees covered? Yes / No If No, what are the total fees? Are there toilet facilities onsite? Yes / No If No, will a portable toilet be provided by your destination or some other local agency? Can a meal be served on-site, and will it be provided by your destination or some other local agency? Yes / No If Yes, who would provide that meal (caterer, agency, etc.)? If No, what would boxed lunches cost? Corporate members exhibiting during Breakout Day will require tables and chairs. Will those be provided by your destination or some other local agency? Yes / No If No, what is the estimated cost of renting that equipment and from what local company? Is the proposed site capable and willing to receive/store shipments from displaying companies? Yes / No

Secondary Site Name: Distance from headquarters hotel: Is transportation complimentary? Yes / No If No, what is the cost per bus for rental? Can site be reserved for exclusive use by OWAA? Yes / No Are all rental/permit fees covered? Yes / No If No, what are the total fees? Are there toilet facilities onsite? Yes / No If No, will a portable toilet be provided by your destination or some other local agency? Can a meal be served on-site, and will it be provided by your destination or some other local agency? Yes / No If Yes, who would provide that meal (caterer, agency, etc.)? If No, what would boxed lunches cost? Corporate members exhibiting during Breakout Day will require tables and chairs. Will those be provided by your destination or some

other local agency? Yes / No If No, what is the estimated cost of renting that equipment and from what local company? Is the proposed site capable and willing to receive/store shipments from displaying companies? Yes / No

SITE VISITS/BOARD MEETING

Should your site make the “short-list” will you provide a complimentary site visit for a majority of the site selection committee within the coming year (3-5 people)? Yes / No If Yes, what time frame(s) is(are) ideal for the site visit? Should your site be selected to host the conference, will you provide a complimentary site visit for most of the site selection committee (3-5 people) one year prior to the conference dates to begin the planning process? Yes / No If Yes, what time frame(s) is(are) ideal for the site visit? Would your destination be interested in hosting the winter meeting of the OWAA Board of Directors (in mid- to late-February) in the year leading up to conference? Yes / No Hosting the previous year's board meeting helps our team further familiarize ourselves with your facilities, outdoor opportunities, stories, key players, and other important elements of a conference. It also helps build ‘buzz’ around the event as we start to promote it to our membership – and generally results in some media placements from the Directors themselves. Your destination would need to cover:

• Hotel rooms • Transfers • Meals for 10-15 Directors and staff • 2–3-day trip adventures each over two days

The agenda would include dinner for the Executive Committee one night, a board meeting and board dinner the next day and then generally a day or two of outdoor activities. These activities allow us to get a sense of your outdoor adventures and place stories about your destination, since our board are outdoor media as well.

AUTHORIZED REPRESENTATIVE

Name:

Title:

Signature:

Company/Agency:

Date:

Appendix A: Draft Schedule Thursday Room Assignment

6 p.m. ExComm meet for dinner private dining area? 6+ p.m. ExComm Meeting private dining area?

Friday Room Assignment

8 a.m. Board Breakfast Meeting Room A 9 a.m. - 5 p.m. Board Meeting Meeting Room A Noon - 1 p.m. Board Lunch Meeting Room A Noon - 8 p.m. Registration 2nd Floor Robinson Center 1 - 5 p.m. Pre Conference Workshop Meeting Room BC 1 - 5 p.m. 3-Day Display set-up Pre-function Space 1 - 5 p.m. Pre Conference Workshop Ballroom C 2 - 5 p.m. BOC workshop Meeting Room D 5 - 5:30 p.m. Green Ribbon Meeting Meeting Room D 6 - 8 p.m. Dinner on your own

8:30 - 11:30 p.m. Presidents Hospitality

Saturday Room Assignment

7 a.m. - 6 p.m. Registration 2nd Floor Robinson Center 7:30 a.m. - 8:15 a.m. Opening breakfast Robinson Ballroom AB 8:15 - 9 a.m. Keynote Robinson Ballroom AB 9 a.m. - 6 p.m. 3-Day Displays Pre-function Space 9 a.m. - 6 p.m. EIC Winners Showcase Meeting Room D 9 a.m. - 6 p.m. Coffee Break Station 2nd Floor Robinson Center 9:45 - 10:45 a.m. Sessions Meeting Room BC 9:45 - 10:45 a.m. Sessions Ballroom C 10 - 11 a.m. Spouse Welcome Meeting Room A 11 a.m. - Noon Sessions Meeting Room BC 11 a.m. - Noon Sessions Ballroom C 12:15 - 1:30 p.m. Newsmaker Roundtable Discussion Lunch Robinson Ballroom AB 1:45 - 3:15 p.m. Sessions Meeting Room BC 1:45 - 3:15 p.m. Sessions Ballroom C 3:30 - 5 p.m. General Session Salon A 5:15 - 6:45 p.m. Membership Meeting Salon BC 7 - 8:30 p.m. Welcome Dinner TBD 9 - 11:30 p.m. Hospitality

Sunday Room Assignment

6 a.m. Roll n Run DoubleTree 7 a.m. - 6 p.m. Registration 2nd Floor Robinson Center 7 a.m. - 6 p.m. 3-Day Displays Pre-function Space 7 a.m. - 6 p.m. EIC Winners Showcase Meeting Room D 7 a.m. - 6 p.m. Coffee Break Station 2nd Floor Robinson Center 7 - 8 a.m. Breakfast Robinson Ballroom AB 8 a.m. Buses begin for Breakout Day DoubleTree 8:30 a.m. - 12:30 p.m. Breakout Day ARGFC shooting center 12:30 - 1:15 p.m. Lunch @ Breakout Day ARGFC shooting center

2:15 - 3 p.m. Sessions Meeting Room BC 2:15 - 3 p.m. Sessions Ballroom C 3:15 - 4 p.m. Sessions Meeting Room BC 3:15 - 4 p.m. Sessions Ballroom C 4:15 - 6:15 p.m. General Session Salon A 4:30 - 5:30 p.m. Supporting Group Business Meeting Meeting Room A 6:30 - 8:30 p.m. EIC Awards Party Robinson Ballroom AB 9 - 11:30 p.m. Hospitality

Monday Room Assignment

7 a.m. - 6 p.m. Registration 2nd Floor Robinson Center 7 a.m. - 6 p.m. 3-Day Displays Pre-function Space 7 a.m. - 6 p.m. EIC Winners Showcase Meeting Room D 7 a.m. - 6 p.m. Coffee Break Station 2nd Floor Robinson Center 7 - 8 a.m. Board Meeting #2 Meeting Room A 7:30 a.m. - 8:15 a.m. Breakfast Robinson Ballroom AB 8:15 - 9 a.m. Keynote #2 Robinson Ballroom AB 9:15 - 10:15 a.m. Sessions Meeting Room BC 9:15 - 10:15 a.m. Sessions Ballroom C 10:30 a.m. - Noon Sessions Meeting Room BC 10:30 a.m. - Noon Sessions Ballroom C 12:15 - 1:15 p.m. Lunch Robinson Ballroom AB 1:30 - 2:30 p.m. Sessions Meeting Room BC 1:30 - 2:30 p.m. Sessions Ballroom C 2:45 - 3:45 p.m. Sessions Meeting Room BC 2:45 - 3:45 p.m. Sessions Ballroom C 4 - 5:30 p.m. General Session Salon A 5:45 - 6:45 p.m. Circle of Conservation Meeting Meeting Room A 7 - 9 p.m. Honorary Awards Banquet Robinson Ballroom AB 9:30 p.m. + 'Final Proof' Hospitality

Appendix B: Room Block Pick-Up Examples Billings, MT - 2016

GUEST ROOM BLOCK

Thu 7/14

Fri 7/15

Sat 7/16

Sun 7/17

Mon 7/18

King Bed 5 20 20 20 20 Queen Bed 5 40 40 40 20 Two Queen Beds 10 60 60 60 50 King Executive 5 40 40 40 10

Total Room Nights: 530 !"#$%&'(&&)*+''%&),"-.)/)0#'1""()2(+'&(3)433"-+5'+"6)"7)48&(+-5)9):;<= ) >?:; >?:< >?:: >?:@ >?:A >?:B C(&D)E#+'&) <) <) <) <) <) ;) F"G&(6"()E#+'&) ) <) A) A) <) ;) H+6I)JK&-)E#+'&) :) :) :) :) :) ;) H+6I)E"75) B) B) B) B) B) ;) H+6I) <B) >L) >L) >L) A@) ;) !"#$%&) @) >;) >;) >;) @B) ;) M"'5%)) @;) <A;) <A;) <A;) =;) ;)