Dear NCDA Member:

This letter outlines the responsibilities of the community that hosts the NCDA Annual Conference. Each NCDA Annual Conference involves a working partnership between the NCDA national office, the host community and the Program Planning and Professional Development Committee.

Conference Schedule

The preferred date of the meeting is June 6-9, or the first week in June. We try not to conflict the Annual Conference of the US Conference of Mayors, which NCDA staff usually attends.

Securing Hotel for Conference

See attached "Hotel Agreement." The Hotel Agreement represent the ideal scenario for conference. Obviously, every conference site will not have all the considerations contained in this agreement. If at all possible, securing the hotel for the conference should be done, at best one year prior to the date of the Annual Conference, at worst by September before the Conference. NCDA staff will be responsible for final negotiation with the hotel.

Conference Staff Support

We request that at least one individual from the host city work with the NCDA staff to coordinate local events. We especially need help during the registration period. For continuity's sake, it helps if the same two or three people can staff the desk throughout. Local staff support is extremely important, particularly dealing with coordinating the transportation for the projects tour and such things as pointing out sites and events that members might like to take advantage of.

Sponsorship

East host community takes a lead role in gathering sponsorships for the Conference. It is recommend that the Host City pay for specific items rather than raise a lump sum of money. The target amount of fund-raising is $15,000. At a minimum, we are asking that the Host City to assist with the costs of the following items:

  1. Conference Reception
  2. Transportation (including projects tour with boxed lunch)
  3. Hospitality Suite
  4. Board Dinner
  5. Welcoming Brunch
  6. Closing Breakfast

It is also important to encourage sponsors to register and attend the conference, and where appropriate, encourage them to join NCDA. It should be noted that sponsor nor speakers are automatically registered.

In San Francisco and Chicago, the planning committee assisted staff in identifying local speakers and moderators for many of the sessions. This worked extremely well and provided a local flavor to the sessions that conference participants really enjoyed. We also would be delighted if you could secure one or more really outstanding speakers for the Brunch or the Breakfast, in addition to the Opening General Session (your mayor would be ideal). NCDA will do anything possible to assist you in securing speakers, including written invitations, etc. I would like to discuss any speaker candidates with you before you issue formal invitations.

Conference Events

Each NCDA conference has five major social events: board dinner, welcoming brunch, reception, special conference event and the closing breakfast.

  1. Board Dinner. This event usually entails dinner and beverages at a nice restaurant. There will be approximately 45 people attending. While it can be done at the hotel, the preference is outside of the hotel. Keep in mind that staying close to the hotel keeps transportation costs down.


  1. Reception. The reception is planned for approximately150-200 people with an open bar, hot and cold hors d'oeuvres and light entertainment.


  1. Welcoming Brunch. This event is at the hotel and includes a variety of "brunch-type" items and is usually scheduled for 9:30 a.m.


  1. Hospitality Suite. The hospitality is usually opened after 6:00 p.m. and is a gathering place for members to socialize. It includes munchies­ chips, dip, veggies and beverages. NCDA will provide a host to maintain the Hospitality Suite. This person will reside in the suite throughout the conference to ensure security. The contract with the hotel should include a complimentary suite with a large parlor to serve as the hospitality suite.


Projects Tour

The projects tour has been a huge success. You should plan on providing an overview of your community development,. Economic development, and affordable housing projects. You may also want to include photos, maps, etc. on the bus during the tour.

The tour is usually scheduled for Friday during the conference. To save time, information packets that include a overview of what will happen on the tour with maps would be helpful. This packet should also include project descriptions, before and after photos, interesting financial scenarios­ whatever will make the tour interesting. Each "tour guide:" could provide a narrative en-route to the project sites. Ideally, tour guides should be very familiar with the city and able to identify points of interest and provide some historical information about the city and the sites being visited.

Transportation

The host city normally assumes the costs of transportation for the projects tour, transportation to and from the Board Dinner, to the reception, and to the special conference event. These costs average approximately $2000.

Tax Exempt Issue

NCDA is tax exempt in Washington, D.C. Local governments are tax exempt. It would be very helpful in saving expenses if some kind of contractual agreement with the city and local vendors, one in which NCDA would reimburse the City for expenses.

Any other items can be negotiated with NCDA.

Sincerely,

[signed]

Chandra Western
Executive Director

HOTEL AGREEMENT

Hotel Information

A conference group rate shall apply for the week of the conference. It is understood that these rates, if lower than the confirmed NCDA group rate would be made available to NCDA conference participants, on the same basis being offered to the general public.

Room Rentals

Reservations will be made directly by the conference participants. The Hotel will provide NCDA with a reservation list upon request.

All conference participants will be responsible for paying for their own rooms, which includes incidental charges and taxes.

Room Rates

Room rates should be reasonable and should not exceed $150.00, if possible

Check In/Check Out

Preferably, check-in should be at 12:00 noon. If possible, extend check-out after 12:00 noon at no extra charge.

Reservations Cut Off Date

NCDA will publicize the cut-off date for room reservations. (Normally hotels will accept reservations at the group rate as long as rooms are available.)

Hotel Over-booking

The Hotel agrees that in the event the property is oversold and any NCDA member is walked to another hotel, the Hotel will provide the following:

  1. Transportation to and from the temporary accommodations of equal or better quality, and be as close to the conference site as possible.


  2. Payment for the difference in price for those accommodations.


  3. Guarantee that a room will be available to the walked guest the next evening.


  4. Informing NCDA staff immediately upon any occurrence of this nature.






Master Account

The Hotel will establish a master account for NCDA. This account will be set up to accept any and all charges authorized by NCDA staff. NCDA agrees that payment will be forwarded withing 30 days of receipt of invoice.

Report of Meeting

The Hotel will provide NCDA with the following book-up information:

1. Actual number of rooms picked up, including the percentage of shows.

2. Number of complementary units earned and used.

3. Number of walk-in guest who register at the group rate.

Complimentary Concessions

Guest rooms will be available to NCDA at a ratio of one complementary room for every 50 rooms occupied, on a cumulative basis. Over and above the 1/50 agreement, the Hotel will provide three comp staff rooms over the dates of the room block and a suite (Hospitality Suite) with adjoining sleeping accommodations.

Meeting and Banquet Space

It is understood that all meeting space and banquet space will be made available at no charge, as long as NCDA meets its cumulative book-up rate. The space shall not be altered, increased or decreased without prior approval of NCDA.

Ideally, all general sessions and breakout space will be located in the same general area of the hotel and on the same floor.

Food and Beverage

The hotel will send current menus and prices to NCDA. These menus shall include breakfast, lunch, dinner, hors d'oeurves and liquor prices. All banquet prices must be confirmed three months prior to the start of the meeting. If there are price adjustments, it is the responsibility of the Hotel to supply new menus, or NCDA will assume the ones received are correct. NCDA understands that catering guarantees will be due 48 hours in advance of food functions.

NCDA reserves the right to cancel the meeting in the event of a strike by hotel employees or by any group which would disrupt or interfere with the conduct of the meeting.

If the Hotel management changes, either management companies, top management or if the hotel is sold, NCDA reserves the right to re-approve a new contract without penalty.

The Hotel certifies that it is in compliance with the American with Disabilities Act (Public Law 101-336).

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