Bidding for The World Fantasy Convention

Bids

It is suggested that bids be presented in writing to the World Fantasy Board in advance of the Convention hosting the bidding. Contact board@worldfantasy.org for addresses. Personal presentation is required at the convention. The Board meets on Sunday morning of each Convention to conduct its business, including the review of future WFC site bids.

Contracts and notes could be text documents or pdf files, whichever's easier, for posting into Board's web Files area where members can access them. Floor plans could be URLs or pdf files. The bid packet should include:

Theme Of Convention

2-4 possible theme(s) for the convention and a few lines about each (no GoH proposals, please.) Elaborate as to tie-in to the Program events, but specifically not Guests of Honor (the Board does not wish to make a bid contingent upon personalities, or to give offense to respected personalities in the process of inevitably rejecting some bids), and the convention site.

Hotel Agreement

Offer(s) or proposed contract(s) from all venues each bid intends to use, showing dates, sleeping room commitments and rates, function space commitments, suite availability and rates, corkage policy, etc.

The following are minimum size recommendations (suggestions, not requirements) for a facility (or combination of facilities) being sufficient to host a WFC:

• Hotel Rooms: 325-350 (including overflow hotel(s))
• Function Space: 15,000 square feet

Function Space Map & Floor Plans

Bid Committee Members and Their Qualifications

Current committee list, including discussion of their prior WFC participation, and discussion of future concom and staff resources

Convention Site

• Notes on airport access (nearest, nearest international, flights/day)
• Notes on general location: restaurants and shops, parking, touristing options

World Fantasy Convention Board Meetings

Board meetings are held at each World Fantasy Convention, generally on Sunday morning. The first part of the meeting is open to all Convention members. The latter part of the meeting is closed since it includes a confidential Site selection discussion by the Board of those bidders who presented in the first part of the meeting.