PKD TOURNAMENT/CONVENTION SITE SELECTION BID CHECK SHEET
1. Campus Facilities:
_______________ Minimum of 75 contest rooms available
_______________ Two large rooms for tabulation
_______________ Large and centrally located space for ballot distribution and collection
_______________ Large and centrally located lounge areas for judges and contestants
_______________ Sufficient on-campus food service during the tournament day
_______________ Adequate parking facilities for tournament participants and judges
_______________ Evidence of success at hosting other large events on-campus
2. Campus and Administrative Support:
_______________ Letter of support from Senior-Administrator (must be included with bid)
_______________ Financial or in-kind convention/tournament support such as providing the financial support or free
services for printing the convention program, banquet program and results booklet, 5 computers for tabulation of
tournament results, photocopying units as needed throughout the tournament, and various office supplies
_______________ Janitorial service, campus security, and other related support without cost to Pi Kappa Delta
_______________ Provide convention photographer and film
_______________ Provide clerical assistants for pre-tournament/convention and tournament/convention duties
3. Judge Availability:
_______________ Approximately 25-30 judges (I.E. and Debate) donated by host and province
_______________ Approximately 10- 15 judges (I. E. and Debate) hired judges available
4. Hotel Facilities:
_______________ 3 hotels in close proximity to host a 650-1000 person convention
_______________ Room Rates (2 double beds) between $60.00 - $80.00
_______________ Ability to block 100 hotel rooms
_______________ Ability to block around 75 double-double rooms
_______________ A liberal comp room policy (no less than 10 comp rooms/suites)
_______________ Moderately priced eating facilities in or around hotels
_______________ Adequate parking facilities for convention/tournament participants
_______________ Willingness to accommodate 2009 and/or 2010 Summer National Council Meetings with reduced
room rates
_______________ Availability of transportation from and to major airport(s)
5. Convention Facilities: (On-campus or at Hotel)
_______________ Minimum of I 0 meeting rooms at least 4 of which must be able to seat 100 people
_______________ General Business Meeting Room which can seat approximately 750 people
_______________ Banquet Facility (sit-down meal) for approximately 900 people
_______________ Large tournament and convention registration area
_______________ Large area for convention reception
_______________ Socializing facilities (e.g. pool) for convention participants
_______________ Adequate parking facilities for convention participants
_______________ Sit-down banquet cost per person of approximately $15.00-$20.00
_______________ Evidence of success at hosting other large conventions
_______________ Willingness to accommodate 2010 and 2011 Summer National Council Meetings
_______________ Availability of transportation from and to major airport(s)
6. Province Support: (Other than judge support noted earlier)
_______________ Letter of support from Province Governor (must be submitted with bid)
_______________ Financial Contributions by the Province for Convention reception, flowers, discretionary funds, etc.
7. Miscellaneous:
_______________ Availability of shuttle service from hotel to campus at no cost to Pi Kappa Delta if deemed necessary
_______________ Reasonable cost of shuttle per person if charges will be made
_______________ Availability of in-kind or financial support from Convention Bureau, Chamber of Commerce, local
business or industry
_______________ Availability of tours, sight seeing, and local "ambiance"
_______________ Availability of local site promotional/informational packets
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PKD TOURNAMENT SITE SELECTION BID CHECK SHEET
1. Campus Facilities:
_______________ Minimum of 50 contest rooms available
_______________ Two large rooms for tabulation
_______________ Large and centrally located space for ballot distribution and collection
_______________ Large and centrally located lounge areas for judges and contestants
_______________ Sufficient on-campus food service during the tournament day
_______________ Adequate parking facilities for tournament participants and judges
_______________ Evidence of success at hosting other large events on-campus
2. Campus and Administrative Support:
_______________ Letter of support from Senior-Administrator
_______________ Financial or in-kind tournament support such as providing the financial support or free services for
printing the results booklet, 5 computers for tabulation of tournament results, photocopying units as needed throughout
the tournament, and various office supplies
_______________ Janitorial service, campus security, and other related support without cost to Pi Kappa Delta
3. Judge Availability:
_______________ Approximately 15-20 judges (I.E. and Debate) donated by host and province
_______________ Approximately 10-15 judges (I. E. and Debate) hired judges available
4. Hotel Facilities:
_______________ 2 hotels in close proximity to host a large tournament
_______________ Room Rates (2 double beds) between $60.00 - $80.00
_______________ Ability to block 60 hotel rooms
_______________ Ability to block around 50 double-double rooms
_______________ Approximately 5 comp rooms/suites
_______________ Moderately priced eating facilities in or around hotels
_______________ Adequate parking facilities for tournament participants
_______________ Availability of transportation from and to major airport(s)
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Bids should be mailed to:
President Elect
Dr. Thomas M. Huebner
Dept of Communication
Carson-Newman College
1628 S. Russell Ave
Jefferson City TN 37760
Office: (865) 471-3292
Fax: (865) 471-3416
thuebner@cn.edu
For more information or questions, you may call (865) 471-3292 or e-mail Dr. Huebner at thuebner@cn.edu