Bid Center
Welcome to the ICYPAA Bid Center!
Here you will find important introductory information about bidding to host ICYPAA.
Much of the important content available to bidders on the icypaa.org website is secure meaning that you must have the login credentials to access it on a password protected page. Please email us to request access to this vital resource for bid committees.
Please contact us if you have any questions or email the Secretary if would like to be added to the list of Bidders at this year's Conference.
Important Documents
ICYPAA Bidding Requirements
Site Selection Format for Discussions
Bid Requirements
ICYPAA BID REQUIREMENTS
The ICYPAA bid package consists of documentation showing that the committee has met the bid requirements. A finalized bid package must be provided to the Advisory Chairperson in PDF format no later than twenty-four (24) days prior to the start of the Conference.
Revised February 12, 2017
ICYPAA Bid Packet Requirements
1
Create a roster of committee members.
2
Provide detailed financial records from all committee activities.
3
Detail the committee’s efforts to engage in AA's legacies of recovery, unity and service.
4
Supply documentation that shows the committee has read, understands, and agrees to comply with the Host Committee Responsibilities. (See below)
5
Produce a copy of the committee's proposed host committee guidelines, operating procedures and/or structure.
6
Present a list of large-scale AA and non-AA activities scheduled to take place in your bidding region near the proposed conference dates.
7
Produce a concise summary of applicable federal, state, provincial and local tax/business laws.
8
Develop proposed conference theme and graphics for conference outreach material.
9
Create a tentative outline of the conference program for each proposed facility.
10
Present detailed proposed conference budgets that take into account variations in facility and AV costs.
11
Obtain commitments from two or more distinct facilities able to accommodate the entire conference, both in sleeping rooms and meeting space.
12
Obtain two quotes for audio-visual equipment and services for each proposed facility.
For detailed information about how to complete the bidding requirements and suggestions about what each bidding requirement should contain, please review past ICY Connect presentations in the password protected bid center. For access instructions, please contact biddev@icypaa.org.
Bid Committee Timeline
All times are CDT (Central Daylight Time) Need help understanding Time Zones? Click Here.
DESCRIPTION
DEADLINE
Tuesday May 7th, 2024
Early Bid Review Deadline:
No formal reviews of the Bid Requirements will happen after this date.
11:59 PM Central
Thursday May 16th, 2024
All requested feedback from Council returned to Bid Committees.
...
11:59 PM Central
Sunday June 2nd, 2024
One-on-One sessions/Individual Bid Committee Webinars:
The deadline to have individual webinars is 30 days prior to Presentations at the Conference. From September 2022 - July 2023, Bid Committees will be given the opportunity to have two one-on-one meetings with Advisory Council, broken into two sessions.
11:59 PM Central
Sunday June 9th, 2024
Final PDF of Bid Package Deadline:
Link must be emailed to advisory@icypaa.org by midnight
11:59 PM Central
Conference Timeline
Rooms & times are subject to change: please refer to the Conference program for final details.
DETAILS
DEADLINE
Thursday
Bid Rooms Open
July 4th, 2024
Friday AM
Bid Table Visits
July 5th, 2024
Friday PM
ICYPAA Forum
July 5th, 2024
Saturday AM
Bid Presentations
July 6th, 2024
Saturday PM
Open Priority Inventory & Third Legacy Vote
July 6th, 2024
Saturday following the vote
Interim Host Committee Meets with Advisory Council; Debriefing for non-awarded Bids
July 7th, 2024
Sunday
Orientation for Interim Host.
July 6th, 2024
Bid Committees for the 64th ICYPAA
Big Apple
Detroit
Twin Cities
Please contact us if you would like to be added to the list of Bidders at this year's Conference.
Bid Questions
The communication lines are always open between the Advisory Council and the ICYPAA Bid Committees.
When emailing questions or requests for feedback to individual Council members, please bear in mind that their responses are based on their qualified experience only and that they do not speak for the Advisory Council as a whole.
All correspondence sent to advisory@icypaa.org is responded to by the Advisory Council Secretary. If feedback is requested the Secretary will compile the responses of all Council members and reply in a timely manner. While this is a great way to get feedback from the entire Council, sometimes bidders have questions that warrant the consideration of one of our Council sub-committees.
If you have questions related to specific bid requirements, or want to us to review all or part of your bid package prior to the deadline, you can communicate directly with the Advisory Council sub-committees charged with reviewing and summarizing those requirements for the full Council.
Use the following links to email us bid-related questions or requests for feedback:
Hotel Subcommittee:
Finance Subcommittee:
Tech Subcommittee:
Bid Developement Subcommittee:
General Service Subcommittee:
ICY CONNECT
ICY Connect is a series of interactive webinars where the Advisory Council provides an overview of the bid process, and provides information on how to fulfill the bid requirements. It’s free to register and open to anyone on an ICYPAA Bid Committee or related YPAA.
No webinars have been scheduled for this conference yet cycle but if you already have access to the secure portion of our site, click the link below. If you would like access, send a request to biddev@icypaa.org.
Individual Bid Committee Webinars
If your committee would like a private, one-hour webinar meeting with available Council members, please contact us at biddev@icypaa.org with your requested dates and times (the deadline to schedule individual webinars is 30 days prior to Bid Presentations at the Conference).
We will do our best to accommodate. These webinars will be recorded and accessible by the Advisory Council only. They will not be made publicly available through icypaa.org. There is a limit of two individual webinars per Bid Committee per year.