BIDPACK A guide to the bid process for prospective host teams

Transcription

1 Student Organization Center at Hilles 59 Shepard Street Box 205 Cambridge, MA Phone: (617) Fax: (617) Web: BIDPACK 2016 A guide to the bid process for prospective host teams CONTENTS Welcome Letter Overview Introduction Cooperation Structure Timeline and Size Guide to Writing the Bid Part 1: Summary of the Bid Part 2: Conference Site and Venue Part 3: Logistics Part 4: Programming & Social Events Part 5: Delegate Recruitment Part 6: Timeline Part 7: Finances Part 8: Staff Structure Part 9: Additional Documents Conclusion

2 WELCOME LETTER Dear Prospective Host Team, We are so excited that you are interested in bidding for Harvard National Model United Nations Latin America 2016! Hosting HNMUN-LA is an amazing opportunity that involves the chance to be on the organizational side of this conference, collaborating with the Harvard team in a ten month long rewarding partnership. Co-hosting is also a challenge that comes with enormous responsibilities. As the Host Team, you will organize the conference venues, plan spectacular social events, secure sponsorships and execute logistics of the newest, most innovative Model United Nations conference in the international Model United Nations community. In the following pages, you will find a list of the expectations of the bid proposal for hosting next year s session of HNMUN- LA. The most successful bid proposals are those that comprehensively address all topics and questions raised here. All bid proposals must be sent via in.pdf form, with all accompanying documents, to info@hnmunla.org, no later than 20 March :59PM EST. We welcome bids from host organizations ranging from universities, MUN organizations, corporations, government institutions, or any combination of the above. If you have any questions concerning the bid at any point between now and 20 March, we encourage you to reach out to us and we would be more than happy to discuss them. Thank you for your dedication to this conference and we look forward to hearing your ideas! Sincerely, The HNMUN Latin America Team

3 OVERVIEW Introduction The Fifth Session of HNMUN-LA will continue to use the conference s model of jointly being run by the Harvard team and a local host team. The phenomenal experience of HNMUN-LA would not be possible without the dedication of our co-hosts, and each host team can bring vibrancy and character to each year s conference. Regardless of which Latin American nation you are from, if you interested in bidding, we strongly encourage you to read on and contact us with any questions. This guide includes detailed information on the expectations and responsibilities of the host team and of the Harvard staff, in addition to information on the format and evaluation of your bid proposal. IMPORTANT NOTE: Teams are not allowed to publicize their bids in any form, whether in paper, digitally, or across any form of social media, which includes but is not limited to Facebook, Instagram, Twitter, blogs, etc. All bids that disregard this ban on social media risk immediate disqualification. Cooperation Structure Responsibilities of Host Team and Harvard Team Being the host team of HNMUN-LA is a thrilling opportunity, as well as a tremendous responsibility. The Harvard team will rely on you for your close cooperation and constant communication as we embark on a ten month long collaboration. The success of the conference depends on the expertise and dedication of the host team and the strength of this cooperation. Specifically, we are looking for a number of key skills: 1. Communication The success of the conference relies on the constant and thorough communication of all conference matters between the host team and the Harvard team. The host team must be able to establish a close working relationship across borders and with great speed, and must communicate all working efforts and progress. 2. Initiative HNMUN-LA is the product of planning by its staff. The conference belongs to the host team as much as it belongs to the Harvard team. It requires a strong can-do attitude and unparalleled dedication. 3. Vision Each host team should present a unique vision for the conference, demonstrate the desire to innovate HNMUN-LA and raise it to higher levels of excellence. The Harvard team will be responsible for the conference structure and substantive experience of the delegates, including administrative responsibilities of delegate selection, delegate registration, and payment. All substantive components of the conference, including study guides and committees, will be determined by the Harvard team. The responsibilities of the host team are chiefly divided into the following two categories: Programming Between the selection of the host team and May 2015, the host team must secure a conference venue, sponsorships, and propose delegate accommodations. Over the course of the summer of 2015, the host team will be dedicated to recruitment efforts for delegates in Latin America and around the world. The host team will also finalize the booking of social events and search for guest speakers. The Harvard team will be actively involved in all of the aforementioned aspects throughout the duration of planning.

4 Financial HNMUN-LA is a not-for-profit organization. The Harvard team will cover its own expenses but will not assume any of the pre-conference operations expenses by the Host Team. Both teams should secure financial support in the form of fundraising, sponsorships, grants, or otherwise acquire appropriate financial inflows to fund all necessary operations. The exact details of the financial arrangements will be made explicit when the official Host Team is selected. Timeline and Size HNMUN-LA is looking to expand in size. All bid proposals should provide venue and event details for several potential conference sizes, ranging from delegates. 20 March 2015 (11:59pm EST) All bid proposals due to info@hnmunla.org March 2015 Location of HNMUN-LA 2016 announced January 2016 HNMUN-LA 2016 Conference

5 GUIDE TO WRITING THE BID Part 1: Summary of the Bid This first part of the bid should provide an overview of the components presented in the subsequent portions of the bid proposal. This should include highlights of the bid and demonstrate how it is distinguished from other bids that may be submitted. Part 2: Conference Site and Venue First, the bid should clearly identify the proposed conference site, along with reasons for selecting this location. HNMUN-LA is willing to consider cities in Mexico, Central America, and South America for the 2016 conference. Please note that HNMUN-LA 2016 strongly prefers a host city that is easily accessible and has direct flights from other Latin American countries and the United States. When selecting a host city, the local team should consider the following factors: Appeal to prospective Latin American and non-latin American delegates, including, but not limited to: tourist attractions, size, safety, and cultural distinctiveness Ease and cost of access by air, rail, or road, including visa requirements for international students Systems of public transportation The bid should propose a conference venue, which could be a university campus, hotel, government building, or corporate facility. The local team should include information on the following factors: Number of committee rooms and sizes that can be accommodated by the venue Total conference size that can be accommodated by the venue Approximate cost of the venue Flexibility of the hours (open on weekends) Location and size of opening/closing ceremonies room Availability of audio/visual equipment for opening/closing ceremonies, committees, printing, and delegate access Available, reliable technology for the duration of the conference: presentation equipment for committee rooms such as projectors and writing boards; two laser or high speed printers for staff, including at least one color printer; at least five printers for delegates; four photocopiers with service contract; wireless internet connection of acceptable speed for delegates and staff with laptops Name of contact/liaison at the venue, and contact information (phone number, address) Other potential options for conference venue, including cost, if available Proximity of hotels to airports, restaurants, etc. and methods of transport

6 Part 3: Logistics The bid should propose a number of possibilities for delegate accommodations during the conference. This could include a hotel, collection of hotels, or university campus. The proposal should provide information on: Number of hotel rooms available at each potential location Approximate cost to delegates and to Harvard/host team of each option, including possibilities for group discounts Proximity to conference venue, public transportation, airport, and attractions Type of rooms available for delegates (dorm or hotel room; double, triple, quads) Dates during which these rooms will be available (for example, if delegates want to stay a few days before or after conference, can the venue accommodate this?) Name of contact/liaison at each housing option What economical alternatives exist for students on a tight budget (e.g., college dorms, youth hostels, host team housing)? How will transportation between venues work? Please note the projected food price for lunch and projected food price for dinner in your city. Part 4: Programming and Social Events HNMUN-LA has the potential to develop a number of events to enrich the delegate experience. Please include in your bid some proposals to develop the conference beyond committee offerings. Some categories include: Speaker series or workshops on specific issues Tours around the city Short trips to nearby tourist attractions The social events at HNMUN-LA are open to creativity and innovation from year to year, and serve to distinguish HNMUN- LA from similar conferences. Please address the following questions in your bid proposal: What were your past favorite HNMUN-LA social events? Why were they good social events? What are your ideas for social events for each night of the conference? This should include the first three nights of conference, as well as optionally a fourth night (after closing ceremonies). We look for creativity beyond events hosted at the conference center or hotel. For each event/venue combination detail start time and end time, venue, capacity, food and drinks, accessibility, and expected budget. Also, please provide multiple options for each night so we can consider multiple price levels and get a more comprehensive picture of the available social outings in your city. A spectacular nightly social agenda is dependent on strong marketing and publicity of the social package starting many months before the conference. How do you plan to market the social events? In the past, these events have included a delegate lounge night, a cultural night, a farewell party, and committee dinners. What are the transportation options to and from each social event? Additional Notes In particular, there are a few specific events that have come to be regarded as HNMUN-LA traditions: Lounge/Cocktail Night: This event generally occurs on the first night of conference after the conclusion of the first committee session, and it meant to be an opportunity for delegates to mingle and meet each other. This night can

7 either be in a relaxed, casual setting, or it can be in an upscale venue and, for instance, transformed into a night of cocktails and live music. Committee Dinners: Though these have traditionally occurred on the third night of the conference, HNMUN-LA 2016 seeks to implement committee dinners on the second night in place of a social event. At these dinners, delegates and directors enjoy informal conversation and cultural exchange. The Host Team should select locations and coordinate logistics for the committee dinners. Global Village: Each delegation hosts a table or stand where they present the culture of the country that is assigned to them, through food, drink, apparel, music, etc. Club Night: On the third night of conference, we have traditionally hosted a dance party to celebrate the closing of conference the next day. It allows friendships to solidify before we part our separate ways, and serves as a reminder of what HNMUN-LA is about at the end of the day having a good time. Some other ideas that may be considered include the following: Night Zero: a party to be held on the night before the conference starts Farewell Party: a party to be held on the fourth night after closing ceremonies Open Mic Night: a talent show for delegates to perform their talents, including skits, speeches, comedy, music, dance. This can also be part of a larger themed night, in which performers present the culture of their home country or city. Part 5: Delegate Recruitment The bid should provide concrete suggestions on strategies for improved delegate recruitment, such as potential publicity at other MUN conferences, contacts with specific local or regional MUN organizations, local media channels, or social networking channels. Please include specific names of organizations, websites, and contact information whenever possible. Additionally, create a timeline of benchmarks and recruitment strategies for March December Part 6: Timeline Finally, each bid should propose a comprehensive timeline for responsibilities that will be covered by the host team. The timeline should include approximate dates by which different conference elements will be secured (for example, international staff recruitment, conference venue, social events, etc.) Part 7: Finances In this part of the bid proposal, please submit a comprehensive budget of expected inflows and outflows for HNMUN-LA Detail all major costs, in addition to how you arrived at your estimates. Please include costs in both local currency as well as USD. This should be submitted as a spreadsheet, as a separate file in.xlsx format. Please explore what the funding prospects are in your home city: funding from your university, local sponsors, and nonprofit organizations may be available for the event. The Host Team is expected to be self-sufficient in its pre-conference operating costs and contribute to conference logistical costs via its fundraising efforts.

8 Note: Bids to HNMUN-LA 2016 will be strongly preferred if they guarantee a venue that comes at no cost to the conference or the cost will be largely subsidized by financial sponsorships that have already been acquired prior to bid submission. Bids should include evidence of financial support. The budget should include, in as much detail as possible, the following categories: Pre-Conference Operating Costs Logistical Supplies printers, photocopiers, internet use, audio/visual equipment or rental, paper, office supplies, etc. Social Events provide detailed budget estimates for each proposed venue, especially in relation to Club Night Conference Venue what is the cost of the venue you have provided (should be as low as possible, preferably of no cost to the conference), and detail the payment structure (hourly, lump sum, etc.) Cost of delegate accommodations to Harvard/host team, if any Merchandise costs please provide prices for a selection of custom-designed merchandise, including for t-shirts, shot glasses, stuffed animals, mugs, etc. Expected Conference Revenue sponsorship, money from government agencies, etc. Exchange rates provide the current exchange rate between USD and the local currency, and include in the budget whether each cost would need to be paid in USD or local currency. IMPORTANT NOTE: The budget is one of the most crucial components of the bid. Successful bids are ones that have highly detailed budgets that are highly resolved and that minimize risk. It is more important to have a balanced budget than a flashy conference. Part 8: Staff Structure The bid should consider the makeup and roles of the host team staff. The host team is expected to take on certain logistical responsibilities, but the exact scope of these responsibilities should be outlined by the proposal. First, your proposal should consider how to select assistant directors for the substantive committees: How do you envision the assistant director recruitment process? How will you publicize assistant director recruitment to the intended audience? Please describe the process and selection criteria. Be as detailed as possible include each of the steps required for the process, as well as the intended timeline. Note: the Host Team is responsible for recruiting assistant directors and must work with the Under-Secretary-General Committees to ensure that every committee has assistant directors. Second, the bid should describe the organizational structure of the host team and provide a comprehensive list of names, positions, and contact information. We suggest that the host team have a number of positions to complement that of the Harvard Team: 1 President of Host Team 1 Director of Finances 1 Director of Social Events 1 Director of Logistics 1 Director of Public Relations 1 Director of Substantive Staff

9 Assistant Directors (to any of the aforementioned categories) Volunteers Additionally, the structure should address the following questions: What will the specific logistical responsibilities of the host team be? Specifically, what role will you play in recruitment, venue negotiations, social event planning, staff recruitment (if applicable), and pre-conference delegate communication? What will the selection process be for the members of the host team? What will you require in terms of substantive or logistical experience? What will be the specific responsibilities of host team members during the conference? Create a timeline of the host team s responsibilities from April 2015 Finally, please address the following questions regarding your past experience for MUN and HNMUN-LA: Have you attended any sessions of HNMUN-LA? If so, which ones? How many delegates did you bring? What did you like about these HNMUN-LA conferences? What other model UN conferences has your school attended? What aspects did you like about these conferences? Have you ever run or hosted a model UN conference as a staffer? If so, please provide information on the positions you held, financial and sponsorship details, delegate recruitment, social events, conference venue, and anything else you think is relevant for us to know. Part 9: Additional Documents Official Letters of Approval/Support: If the conference venue you propose is a university or other public institution, please provide a letter from an official at that institution that provides official approval of your bid proposal. Moreover, if government permission will be required to host HNMUN-LA in the host city, indicate what steps you have taken to obtain the requisite licenses. Sponsorship Guarantees: If any sponsors have already signed on as financial guarantors of the conference, please attach their letters. Should your bid be selected, these letters will be considered evidence of financial support and the Host Team will be held accountable for procuring these funds. Photographs: Please provide photographs of each venue you have detailed in the bidpack, including all conference venues and social venues. Map: Please include a map of the city (and surrounding area, if relevant), with the hotels, conference venues, and social events marked. Also include a map of the conference venue itself. Visa Details: Please attach a document of visa requirements for international delegates who will be traveling to the host country. If there is any additional information that you would like to include that has not been submitted in any of the aforementioned components of the bid, please include that here.

10 CONCLUSION HNMUN-LA is a truly once-in-a-lifetime memory for delegates and staff alike. The conference has improved each year, which is due to the countless hours and energy put forth by the staff. If you have any creativity or ideas to share with us pertaining to aspects of co-hosting, please do not hesitate to contact us. We believe that the vision for HNMUN-LA is matchless in its transformative power, and we are looking for a group of people who, like us, are single-mindedly and passionately dedicated to this conference to become our partners in innovating HNMUN-LA Sincerely, The HNMUN Latin America Team