ࡱ; 3  !"#$%&'()*+,-./01245Root Entry  !"$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^ ®`VTextStarWriter 5.0^>3f SfxDocumentInfo Luc Van Bogaert F 1vALuc Van Bogaert F 1 uK Info 0 Info 1 Info 2 Info 3 F 1d2<TASK,0,1+2,0,100,1,3709;1703;110;0;94;13118;7526;3;0SWG, A<  #$%&'()*./0123456789:;<=>?@ABCDGHK  !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFQRSTU 0WP $' '(, , O,  , , , c, (, , , w, %5. Items Which Require Board ApprovalSA T TncSeveral major items, which are part of the bid, require approval by the Board. These items include:T T * Overall BudgetT * Site selectionT * Event DatesT  * Registration RatesT * Exhibition RatesT' * Advertising and marketingT! * Registration PolicyT T& 6. The BudgetSA T T+ The Event Chair, along with his/her team, is responsible for submitting a budget to the Board for approval. This budget should lay out all major expenditures expected for Warpstock. Examples of expenditures would be hotel fees, audio/visual equipment rental, network access, and t-shirts.T"It is not necessary for the budget to show to the penny each expense, however it should show all general categories and any item of significant expense. It does not have to specify vendor names, but instead the general category such as audio/visual equipment rental will suffice.T TOnce the Board approves a budget, the Team is free to work within this budget to put on the event. Any deviations/overruns from the budget will require approval by the Board.T T)7. Surplus FundsSA T T/$Warpstock is not designed as a money making venture. However it must break even in order to remain successful as a non-profit event. Generally the budget is designed so that a small surplus is generated to allow for extra expenses and startup funds for the next year's event. If surplus fundsTG<exist beyond that, Warpstock Inc. may share those funds with the local user group the Team represents. This is provided the the local group is a non-profit organization according to the applicable state, federal, and tax regulations. The Team should propose any disposition of surplus funds in their bid submission.T T% 8. ContractsSA T T%As a non-profit corporation, only the officers of Warpstock, Inc. May enter into contracts on behalf of Warpstock, Inc. The event chair will work with a board member(s) during the negotiation stage. The board may authorize the event chair to negotiate some minor contracts without Ttinteraction of the Board as long as the budget amount is not exceeded and no unreasonable liabilities are agreed to.T T)9. CommunicationSA T T+ It is the responsibility of the Team to keep the Board informed of their progress. At minimum, a report should be submitted by the Event Chair listing the current status and progress of the entire Team prior to the Warpstock, Inc. Board of directors meetings. Starting two months prior toTthe event, reports must be submitted on a weekly basis. The Board also operates a mailing list for communication between the Team members. The Team is encouraged to use this list forTcommunication between themselves and the Board. Several prior year Team members as well as industry advisors are available on this mailing list for comment and questions.T TFrom time to time, the Board may request the Team to meet via Internet Relay Chat conference, conference call, or other such means to be decided.T T;"10. Responsibility and ObligationsSA T T-"By submitting a bid and being selected as the Annual Event Team, the Team is entering into a contractual agreement with the Board to plan and produce the annual Warpstock conference. The Team has a responsibility and obligation to the Board to do this in the manner proscribed by the Board.T-"Any actions taken by the Team outside of the rights granted by the Board may be grounds for rescission of the bid award. Actions which may result in rescission of the award may include, but are not limited to, direct violations of the bid agreement and incurring budget overruns without theT!approval of the board.T T+11. Bid SubmissionSA T TTeams wishing to bid on hosting Warpstock 2000 must declare their intention to do so by November 30, 1999. This may be accomplished by sending electronic mail to the address of "bids2k@warpstock.org". An automatic reply will be sent upon reception of the initial information. If a reply is not received within 24 hours of submission, please contact any Board member directly to determine the notification status.T T1&Once an initial "intention" has been made, the Board will remain in close contact with the Teams throughout the remainder of the bid process. It is expected one person on the bid team will become the liaison to the Board during this time. The Board may also arrange a "virtual" meeting with theTbid team to discuss specifics of the proposal. This meeting would be either by Internet Relay Chat or telephone conference call.T TFinal bids are due on December 15, 1999. As soon as all of the bids have been received, the Board will review all proposals and announce the winning Annual Event Team.T T(12. Bid OutlineSA T T;0The bid shall include the following information:T T12.1 Contact InfoT T@5For each person on the Team: (as listed in section 3)T T3 Contact NameSAPdddT7Contact PositionSAPdddT=Contact QualificationsSAPdddT4 Contact PhoneSAPdddT<Contact Email AddressSAPdddTBContact Postal Mail AddressSAPdddT'SAPdddT.#12.2 User Group / Organization InfoT TIf applicable:T T8Organization NameSAPdddTG Organization postal mail addressSAPdddTc<Organization legal standing (incorporated, tax status, etc?)SAPdddT'SAPdddT 12.3 DatesT T(Proposed dates for Warpstock?TE:Any conflicting trade shows (Comdex, Internet World, etc)?TUJAny trade shows just before or after Warpstock to make it easier, and moreTF;reason to travel to the US? (ie can someone combine a trip)T T12.4 GeographyT T:/Why is this city a good location for Warpstock?T1&What special advantages does it offer?T4)What disadvantages need to be coped with?T T 12.5 TravelT T9.What options are available for out-of-towners?T7,Hotel prices, or other lodging arrangements?T Airports?TAmtrak service?T Driving ease?TTIRepresentative airfares from the following cities: New York, Los Angeles,TNCToronto, Houston, Chicago, Denver, Munich, London, Sydney, Atlanta,TBrussels, Amsterdam.T T12.6 FacilitiesT TYNWhere will Warpstock be held? (List all choices being considered) How many people can be accommodated? How many rooms are available for presentations, with what capacity? Where will the exhibit hall be? What other advantages --and disadvantages-- does the facility have? What about the site's proximity to hotel, food, and airports?T TujThe bid may list several sites that are being considered. Pros and cons between the sites should be noted.T T12.7 Event PlanningT TThis doesn't have to be in as much detail, but it doesn't hurt to mention. What are your thoughts and considerations about the presentations, exhibit hall, etc? What do you have in mind for entertainment?T T12.8 Everything ElseT T*How will you market Warpstock, so that the target audience learns about it, and realizes that it simply *must* attend? What unique advantages would attendees have, by attending a Warpstock in YOUR city? In other words, why should we choose _you_, instead of the other guys? How are youTMBgoing to get more attendees interested and reach into new markets?T THere's some logistics issues to keep in mind, in no particular order. They're meant as fodder for your thinking/planning process.T T * parkingT$ * handicap accessibilityTB7 * hotel facilities (including computer friendly rooms)T * foodT * shuttle busT# * discounts on airlinesTC8 * discounts for local group members (if any and amount)T * weather issuesTC8 * audio-visual issues (projection screens, microphones)T& * computers for presentersT * speaker prep roomTA6 * fast Internet access, for vendors and/or presentersT# * preparing the programTUJ * preparing the after-event CDROM (or whatever you have in mind) InternetTQF * access for those who can't attend (videoconferencing etc) volunteerT * chair/managementT5* * t-shirts (for volunteers, and for sale)T * registrationT.# * check-in and database managementTH= * establishing what should be on the program (program chair)TbW * establishing which vendors should be invited, convincing them, etc (exhibit chair) T1& * arranging the presentation scheduleT# * press/media relationsT * IBM liaisonTJ? * storage equipment rental (chairs, exhibit tables, and so on)TVK * setting up facility (when can exhibitors get in to set up their booths?)T! * posters and bannersT.# * entertainment for the evening(s)TVK * entertainment available nearby (for family, before/after the event, etc)T<1 * lists of nearby restaurants and tourist sightsTK@ * area maps (for the Web site, at least) and driving directionsT* * press releases for WarpstockTTI * liaison with vendors for their "announced at Warpstock" press releasesTUJ * acknowledging that the organizers in charge won't have a life for weeksT * before the eventT4) * cleanup after the event (who does it?)T J)$HP LaserJet 4LLASERJET.HP LaserJet 4LjRtj HP LaserJet 4LA4BlackWhiteA400 READY Custom WatermarkF27 U׊V88.IM?Ш.AUnn%8PŠUnn%8?#B%B% B%UB*% BJ% Bj% B%B % B* %  BJ%  Bj%` B%  B%  B % B*%@Bj% B% B% B% B% B % B*% BJ % Bj!% B"% B#% B$%BJ)% Bj*%`B-% B.%Bj3%  B4% !B5% "B6% #вB.AUnn%8p’Unn%8?"B%@#XB@% $B`%`%B% &B% 'B % (B % )B@ % *B` % +B % ,B% -B% .@B% /AB% 0BB % 1CB@% 2DB`% 3EB% 4FB%`5IB%`6LB`% 7MB%@8OB!% 9PB"% :QB$% ;RB %%`<UB(%=YB-% >ZB .% ?[B@/% @\B`0%`A_B3%@BaB6% CbB 7% DcГ%….AUnn%8PrUnn%8? 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