Bid Center

Welcome to the ICYPAA Bid Center!

Here you will find important information about bidding to host ICYPAA.

In 2012 the Advisory Council  implemented a new program called ICYPAA University, now called ICY Connect. If you're bidding for ICYPAA or thinking about bidding you will not want to miss this. Go to the ICY Connect page for more information, a schedule of future sessions and an archive of past sessions.

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. When logged in to icypaa.org as a bidder, the Relevant Business Data link will appear at the top righthand section of each 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.

ICY Connect

Welcome to ICY Connect! We invite you to attend these interactive webinars where we offer our understanding of the bid process, and provide 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. To attend, you must register for the webinar by following its link in the schedule below. Each webinar is approximately 2 hours and will be recorded and available for later reference.

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.

Future Sessions

All Webinars are 1pm CT 2pm EST 11am Pacific
Topic
Date

The Business of ICYPAA (1pm Central)

2019 - 2020 Webinar . More Info

Feb 23

2020

TBD

2019 - 2020 Webinar . More Info

Mar 22

2020

TBD

2019 - 2020 Webinar . More Info

Apr 26

2020

Past Sessions

Topic
Date

New Year, New Me: Common Bid Committee Challenges

2019-2020 Bid Year

Jan 26

2020

Finance

2018-2019 Bid Year Download Presentation Session Audio

Mar 24

2019

Theme, graphics, and how it all goes together with the bid book

2018-2019 Bid Year Download Presentation Session Audio

Feb 23

2019

Hotels (the good stuff)

2018-2019 Bid Year Download Presentation Session Audio

Jan 20

2019

All about that service work

2018-2019 Bid Year Download Presentation Session Audio

Dec 16

2018

What to expect and what does it all look like?

2018-2019 Bid Year Download Presentation Session Audio

Nov 18

2018

From Token to Hostin

2017-2018 Bid Year Download Presentation

Apr 8

2018

New Year's Bid-O-Lutions

2017-2018 Bid Year Download Presentation

Mar 4

2018

Hotels

2017-2018 Bid Year Download Presentation

Feb 9

2018

Battle of the Bid Books: Graphics and Themes

2017-2018 Bid Year Download Presentation

Jan 15

2018

General Service and Traditions

2017-2018 Bid Year Download Presentation

Dec 7

2017

How to Bid & Site Navigation

2016-2017 Bid Year Download Presentation

Jul 12

2017

Bid Requirement 3

2016-2017 Bid Year Download Presentation

Jun 15

2017

Bid Requirements 1, 4, 5, & 8

2016-2017 Bid Year Download Presentation

May 9

2017

Bid Requirement 10

2016-2017 Bid Year Download Presentation

Mar 11

2017

Bid Requirement 11: Hotels

2016-2017 Bid Year

Feb 20

2017

Bid Requrement 12

2016-2017 Bid Year Download Presentation

Jan 16

2017

New Bid Requirements: Review & Rationale

2014-2015 Bid Year Download Presentation

Jul 18

2015

Round Table and Navigating the Website

2014-2015 Bid Year Download Presentation

Jun 10

2015

Bid Requirements 1 & 7

2014-2015 Bid Year Download Presentation

May 13

2015

Bid Requirements 2 & 10

2014-2015 Bid Year Download Presentation

Mar 9

2015

Bid Requirements 11 & 12

2014-2015 Bid Year Download Presentation

Feb 15

2015

Bid Requirements 3 & 4

2014-2015 Bid Year Download Presentation

Jan 10

2015

Bid Committee Timeline

All times are CDT (Central Daylight Time) Need help understanding Time Zones? Click Here.
Description
Deadline

Early Bid Review Deadline: No formal reviews of the Bid Requirements will happen after this date.

June 29

2021

All requested feedback from Council returned to Bid Committees.

July 08

2021

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 2020-July 2021, Bid Committees will be given the opportunity to have two one-on-one meetings with Advisory Council, broken into two sessions.

July 29

2021

Final PDF of Bid Package Deadline: No changes are allowed between this PDF and the printed copies Bid Committees provide at bid tables.

Deadline for redacted PDF of Bid Package: Used for sharing with other committees; all names, phone numbers, email addresses, and signatures removed. Participation is voluntary based on the Bid Committee's group conscious.

August 01

2021

Conference Timeline

Rooms & times are subject to change: please refer to the Conference program for final details.
Details
Date
  • Bid Rooms Open

Thursday

August 26, 2021

  • Bid Table Visits
  • ICYPAA Forum

Friday

August 27, 2021

  • Bid Presentations
  • Open Priority Inventory & Third Legacy Vote
  • Orientation for Interim Host Committee; Debriefing for non-awarded Bids

Saturday

August 28, 2021

  • Interim Host Committee Meets with Advisory Council

Sunday

August 29, 2021

Bid Requirements

ICYPAA BID REQUIREMENTS

Revised February 12, 2017

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. Committees are required to provide two (2) hard copies of their bid package - which will remain on the bid tables throughout the conference weekend. No changes are permitted between the PDF copy and the hard copy.

ICYPAA Bid Packet Requirements

No
Requirement

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.

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.

Bid Committees for The 61st ICYPAA

Committee
Website
Arkansas
Austin
Colorado
DAYPAA (Detroit Area)
DCYPAA (Desert Cities)
Florida
Georgia
Kentucky
Las Vegas
Pennsylvania

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: Requirements 11, 12
Finance Subcommittee: Requirements 2, 7, 10
Web Subcommittee: Requirements 1, 8
Bid Developement Subcommittee: Requirements 5, 9 (content only)
General Service Subcommittee: Requirements 3, 4, 6

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