Site Selection Subcommittee

The Site Selection Subcommittee is charged with soliciting input from the membership, then identifying, evaluating, and prioritizing potential sites, recommending a minimum of two possible sites to the Region VII Executive Committee for their approval, presenting the options to the Region VII membership for a vote, negotiating a contract with the host hotel with guidance from professional meeting staff at the NCURA National Office, and ensuring that the host hotel fulfills its contractual obligations.

1. The Site Selection Subcommittee Chair is appointed by the Regional Meeting Committee Chair and confirmed by the Region VII Executive Committee;
   
   Two members‐at‐large are appointed by the Site Selection Subcommittee Chair and confirmed by the Regional Meeting Committee Chair;
   
   The Region VII Treasurer serves on the Site Selection Subcommittee ex‐officio.
    

2. General Considerations for Site Selection
   
   Accessibility of the host city and hotel
   Quality and convenience of the facility
   Hotel costs (accommodations and conference)
   Availability of alternate hotels within walking distance of the host hotel
   Travel costs (air and ground transportation)
   Effect of the site on registration costs
   Local amenities, ambiance
    

3. Procedures and Timeline (24 months) for Site Selection
   
   Future sites for the next Region VII hosted conference are suggested and discussed at the Region VII Business Meeting (e.g. October).
   
   The strengths and weaknesses of the site at the just concluded regional meeting are discussed at the post‐meeting debriefing session (e.g. October).
   
   Within two months following the Regional Meeting, a Site Selection Subcommittee is appointed (e.g. December).
   
   The Site Selection Subcommittee works collegially and in concert to gain consensus with the Region VII then identifies, evaluates, and prioritizes potential sites, recommending a minimum of two possible sites to the Region VII Executive Committee (e.g. January– June).
   
   The Region VII Executive Committee reviews and approves the proposed sites (July).
   
   The potential sites are presented to the Region VII Fall Meeting Program Committee (e.g. July).
   
   The potential sites are presented to the Region VII membership at the NCURA Annual Meeting for discussion and a “straw vote” (e.g. August).
   
   Within one month following the NCURA Annual Meeting, a request is submitted to the Senior Manager, Regional and Membership Services as the NCURA National Office to send out an announcement presenting the candidate sites to the Region VII membership for a vote (e.g. September).
   
   The Site Selection Subcommittee initiates negotiations with the host hotel (e.g. October).
   
   The status of the negotiation is reported to the members at the Region Fall Meeting (e.g. October).
   
   The Site Selection Subcommittee concludes negotiations with the host hotel ‐‐ and any alternate hotels in the vicinity of the host hotel (e.g. February).
   
   The selected site is announced to the members by the Region VII Executive Committee early in the year of the scheduled Regional Meeting (or as soon as possible following the conclusion of negotiations with the host hotel) (e.g. April).
   
   The site hosts the Region Fall Meeting (e.g. October).
   
   NOTE: Contracts must be reviewed by the Region VII Chair and a meetings professional from the NCURA National Office or a Third Party Contractor before being signed. The Region VII Chair signs all contracts.
    

4. Prospective Host Hotel Site Visit and Negotiation
   
   One or more representative(s) of the Site Selection Subcommittee should visit the prospective host hotels prior to making a final recommendation to the Executive Committee and the membership. The following points should be considered when reviewing the proposed contract and negotiating with the hotel sales staff.
    

• Size and number of meeting rooms

• Availability of government room rates

• Default clause on room block

• A/V, Internet access package for meeting rooms

• Availability of hotel's business center

• ‐off date for holding room block

• Number of room upgrades

• Number of complimentary rooms

• Availability of non‐smoking rooms

• Catering service and costs (menu prices)

• Hospitality suite arrangements

• Registration area

• Parking availability and

• ADA clause and accommodations

• Guaranteed rates before and after conference

• State sales tax and exemption status

• Force Majeure clause and penalties
  
  5. Travel and Arrangement Expenses
  
  A reasonable amount of funding is generally available for airfare or mileage expenses to reimburse committee members' travel to potential sites. The Site Selection Subcommittee Chair should work in conjunction with the Region VII Chair and Treasurer to create a budget that is adequate for this work. The Treasurer, upon approval of the Region VII Chair, may also approve arrangement expenses of local NCURA members assisting Site Selection Subcommittee members with potential meeting sites.
  
  6. Commitment of Time
   

  It is anticipated that participation on the Site Selection Subcommittee will take 35–50 hours of preparation and negotiation with an additional one or two site visits that are each two days in duration.