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 2021 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.
DEADLINE FOR SUBMISSION: A written proposal must be submitted to the Skål USA Vice President of Administration, Richard Scinta, no later than September 18, 2020. All bids will be reviewed by the Skål USA Executive Committee and the location will be announced during the NCM webinar on October 2, 2020.
ROOM BLOCK:
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Exec Comm Room Block
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Wednesday
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Thursday
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Friday
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Saturday
|
|
Suite
|
|
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1
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1
|
1
|
|
Rooms
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|
4
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11
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11
|
8
|
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Add. Rooms (Indiv. Rsv.)
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|
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6
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6
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|
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Total
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4
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18
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18
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8
|
Please note: Current CDC and local COVID-19 regulations must be adhered to during all meetings and gatherings.
TIMELINE & SCOPE
WEDNESDAY EVENING: Audit team arrives. The Audit team and guests normally have dinner
together at a place recommended by the local Club. Skål USA will assume the cost for the Audit
team. Guest may attend at their own costs.
THURSDAY AUDIT: Meeting from 9:00AM - 4:00 PM in a meeting room set up conference style,
triple spaced for four people. 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 Audit Team to be
comfortable and be able to work in a good business atmosphere. The Audit Team will also have
audio-visual needs and will provide a computer to access a, television (or projector and screen), and internet for the meeting. Please include the individual A/V costs in your proposal.
THURSDAY MEETING FOOD: Coffee, tea, soft drinks 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 and shall not exceed $25.00 per person inclusive of tax and gratuities.
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 and SATURDAY : 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 (or Television), flip charts and internet for the meeting. Please include the individual A/V costs in your proposal.
Friday and Saturday Meeting - Food Requirements: Coffee, tea, soft drinks 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 and SATURDAY 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.
SUNDAY: 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 (Wednesday, Thursday, Friday and Saturday nights). A small suite for the Skål USA President is desirable. A rooming list for the Executive Committee and Auditors will be provided and their room and tax will be on a master account. They will be responsible for their incidental expenses. Provide rates for early arrivals or late departures. Observers are responsible for their own expenses. Please extend the hotel rate for at least 1 day prior (Tuesday) and 2 days (Sunday, Monday) following the meeting if at all possible.
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 Executive Committee 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 Richard Scinta at [email protected] if you have any questions.
