Dear Skål USA Presidents and Representatives,
Your Skål USA Executive Committee would like to invite your Club to submit a proposal to host the 2020 Skål USA Winter Executive Committee Meeting (Skål USA WECM). The Executive Committee has rotated this meeting around the country over the past few years and it is often an excellent opportunity to reconnect and familiarize a Club with the operations of Skål USA and the greater Skål Movement as well as further augment your membership development efforts. In some cases, and depending on your monthly meeting schedule, a Club that is selected to host the Winter Board meeting may wish to re-schedule its regular monthly meeting to a Thursday or Friday evening meeting.
The Skål USA Winter Executive Committee Meeting is traditionally held mid to late January. A written proposal must be submitted to the Skål USA Vice President of Administration, Lisa Conway, no later than September 6, 2019. All received bids will be reviewed by the Skål USA Executive Committee and the location will be announced during the NCM webinar on October 4, 2019.
To assist you with your bid and for the purposes of planning, the Skål USA Executive Committee arrives on a Thursday and departs on a Saturday. 20 rooms are required. 11 rooms are for the Skål USA Executive Committee and 9 are for observers. Some spouses may attend. Below is a typical schedule and requirements for a Skål l USA Winter Executive Committee meeting:
Yours in Friendship and Skål,
Lisa Conway
President - Skål USA 2019
SKAL USA
Winter Executive Committee Meeting
Request for Proposal
SUMMARY:
The Skål USA Executive Committee would like to invite your Club to submit a proposal to host the 2020 Skål USA Winter Executive Committee Meeting (Skål USA WECM). The Executive Committee has rotated this meeting around the USA over the past few years. It is an excellent opportunity to reconnect and familiarize the local Host Club with the operations of Skål USA and the greater Skål Movement, as well as further augment your membership development efforts.
WHEN
: The Skål USA Winter Executive Committee Meeting is traditionally held mid to late January, but we are requesting it be moved to early February if available, as January tends to be a busy travel month for many Executive Committee members.
DEADLINE FOR SUBMISSION
: A written proposal must be submitted to the Skål USA Vice President of Administration, Lisa Conway, no later than September 6, 2019. All bids will be reviewed by the Skål USA Executive Committee and the location will be announced during the NCM webinar on October 4, 2019.
TIMELINE & SCOPE
THURSDAY EVENING
:
EC ARRIVAL, Reception & Dinner.
The Host Club will plan and host a reception for the Skål USA EC followed by dinner which can be a clubs monthly meeting. Skål USA's official changing of the Chain of office will take place during this event. Skål USA has budgeted $39 inclusive, per Executive Committee member to help the host club cover dinner costs. Observers and spouses may participate at their own expense. Group transportation may need to be arranged. This may also be combined with your local monthly meeting.
FRIDAY
: Executive Committee Meeting from 9:00AM - 5:00PM. A meeting room, set up conference style, double-spaced for 14 people with approximately 10 additional chairs around the room for observers that may participate. The use of the meeting room should be complimentary. This meeting is a strict working session and requires some working space around the conference table for papers, records, etc. Be sure that the table is large enough for the Executive Committee to be comfortable and be able to work in a good business atmosphere. The Executive Committee will also have audio-visual needs and will look for access to a projector, screen, flip charts and internet for the meeting. Please include the individual A/V costs in your proposal.
Friday Meeting - Food Requirements
: Coffee, tea and water must be available in the meeting room in the morning and refreshed for the afternoon session. Lunch is traditionally taken in the hotel restaurant with everyone ordering from the menu. Typically, menus are brought into the meeting room in the morning and everyone places their order. The hotel advises the group when lunch is ready and the group proceeds to the dining room. The Executive Committee lunch will be signed to the master account. Observers and guest will pay individually for their own lunches. If no restaurant is available in the hotel, a separate lunch must be arranged that would consist of soup, salad, sandwiches, desert, soft drinks, coffee and must not exceed $25.00 per executive committee member, inclusive of tax and gratuities. The restaurant option is more favorable as people can select what they want to eat and is a more efficient use of time.
FRIDAY EVENING
: The Skål USA Executive Committee, guests and observers normally have dinner together at a place recommended by the local Club. Skål USA will assume the cost for Board Members. Observers and spouses may attend at their own expense. This may also be combined with your monthly meeting.
SATURDAY
: DEPARTURES. Some EC members and observers may choose to extend their stay. This is at their own expense.
HOTEL/ROOM CHARGES:
Best possible rate, but no more than $140.00 per person, per night with tax and breakfast included (Thursday and Friday nights). A small suite for the Skål USA President is desirable. Provide rates for early arrivals or late departures. Observers are responsible for their own expenses.
TRANSPORTATION
: Hotel should be convenient to reasonably priced transportation from a major airport.
OTHER DETAILS
: The Host Club may arrange anything else if they wish. This is strictly a local option. However, nothing may be scheduled for the Board Members during the business day on Friday. Should spouses attend they will have all day Friday open. Normally the Host Club will arrange a tour or some other entertainment for them, if possible.
CONTACT
: Please contact Skål USA VP of Administration Jim Dwyer at
jim.dwyer@skalusa.org
if you have any questions.
