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. Physical copies of the bid package must be delivered by 4:00PM two days prior to the Bid Session. No changes are permitted between the PDF copy and the hard copy. The Advisory Council Co-Chairperson will inform the bid committees of the number of physical copies to provide.
ICYPAA Bid Packet Requirements
Requirement #1) Create a roster of committee members.
Requirement #2) Provide detailed financial records from all committee activities.
Requirement #3) Detail the committee’s efforts to engage in AA's legacies of recovery, unity and service.
Requirement #4) Supply documentation that shows the committee has read, understands, and agrees to comply with the Host Committee Responsibilities.
Requirement #5) Produce a copy of the committee's proposed host committee guidelines, operating procedures and/or structure.
Requirement #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.
Requirement #7) Produce a concise summary of applicable federal, state, provincial and local tax/business laws.
Requirement #8) Develop proposed conference theme and graphics for conference outreach material.
Requirement #9) Create a tentative outline of the conference program for each proposed facility.
Requirement #10) Present detailed proposed conference budgets that take into account variations in facility and AV costs.
Requirement #11) Obtain commitments from two or more distinct facilities able to accommodate the entire conference, both in sleeping rooms and meeting space.
Requirement #12) Obtain two quotes for audio-visual equipment and services for each proposed facility.