2019 American Trails International Trails Symposium

2019 American Trails International Trails Symposium

Deadline for Proposals:

September 15, 2016

TABLE OF CONTENTS History of the International Trails Symposium •

Overview

Page 2

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Featuring the Professional TrailBuilders Association (PTBA)

Page 2

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Benefits of hosting the Symposium

Page 3

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Role of American Trails in the International Trails Symposium

Page 5

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Previous Symposium locations

Page 5

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Attendance

Page 6

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Sponsors and exhibitors

Page 7

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Length

Page 7

Bid Requirements

Page 9

Narrative Specifications

Page 11

Evaluation Criteria

Page 28

Submission Instructions

Page 30

Addendum #1 – About American Trails

Page 31

#2 – Testimonials from Past Symposium Host Communities

Page 32

Symposium proposals must be emailed/postmarked by September 15, 2016.

QUESTIONS? Candace Mitchell Executive Assistant and Communications Specialist [email protected] (530) 605-4395

2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 1 of 35

HISTORY OF AMERICAN TRAILS INTERNATIONAL TRAILS SYMPOSIUM (ITS) Overview of the International Trails Symposium American Trails was born in 1988 from the merger of two groups, the American Trails Network and the National Trails Council, which sponsored the first National Trails Symposium in 1971. The Symposium is still our longest-running tradition. It has continued every two years ever since – celebrating a 22nd Anniversary in 2015. Due to American Trails widening its network to the international trails community, the name and focus has evolved from a National Trails Symposium in 2010 to an International Trails Symposium starting in 2013. American Trails’ biennial Trails Symposiums are a premier opportunity for trail planners, builders, volunteers, engineers, managers, administrators, media, trail user and trail advocacy organizations, company/industry representatives – and anyone interested in trails – to come together to communicate and experience an inspirational and educational conference. The Symposium is a gathering of trail enthusiasts and professionals representing all types of trail users. This is the only national gathering of all trail interests who believe their combined voices are the best way to strengthen trails for everyone. The Symposium includes numerous educational sessions covering the broad range of trail issues, and features nationally and internationally prominent speakers; state-of-theart exhibitors; informative and interactive mobile workshops; cutting-edge, on the ground trainings; endless networking opportunities; and much more. Trail enthusiasts share common needs and goals for recreation and transportation and the Symposium is an effective means to: • • • • • • • • • • • • • • • • •

Design and build sustainable trails Obtain more funding for trails Protect access to trails and recreation Educate community and State leaders on the myriad benefits of trails Bring recognition to your trails Sell the economic impact of trails on a community Assess trails for accessibility Showcase private sector products and services related to trails and to specialty construction practices Create sustainable partnerships Develop successful volunteer programs Build strong local and statewide organizations for trails Preserve more open space amidst urban development Highlight alternative transportation success stories Maintain outdoor resources; their beauty and wildlife Promote trail use as a means for mental, physical, and spiritual well-being Meet and network with professionals around the country and the world And more…

Featuring the Professional TrailBuilders Association (PTBA) The International Trails Symposium is excited to partner with the Professional TrailBuilders Association (PTBA). Starting in 2015, they are now featuring their Sustainable Trails Workshops and Legacy Trail project, as well as the Outdoor Tradeshow and Demonstration Area and a technical track of concurrent sessions as a part of the Symposium. The host community will be asked to assist with finding and securing the appropriate sites, providing assistance with logistics and securing donated materials, and obtaining permitting for the areas as explained in the Narrative Specifications (item K). 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 2 of 35

What are the benefits of hosting the International Trails Symposium? Highlight your State and community’s trail achievements by hosting 600 - 900 attendees composed of trail planners, builders, volunteers, engineers, managers, administrators, media, trail user and trail advocacy organizations, company/industry representatives – and anyone interested in trails – at the next International Trails Symposium. The Symposium attracts nationally and internationally known experts who can provide your local elected officials and decision-makers, trail users and volunteers, private developers, advocacy organizations, and government agencies with state-of-the-art information on trail planning, construction, management, advocacy, active transportation, and more. Out-of-state attendance can be a significant revenue generator for your community. According to Travel Portland, the 2015 Symposium infused over $1.3 million dollars into the Portland economy! Past host communities have experienced a tremendous increase in tourism as their community has become known for its rich trail resources and hospitality. Other host communities have found the Symposium has provided a catalyst for their organization to identify and build new leadership, increase partnerships, bring more attention to the benefits of trails, shine the light on their many success stories, increase funding for trails, build their volunteer base, attract publicity and new supporters, as well as additional benefits. •

Here are some testimonials from our 2015 Symposium Planning Partners: “Metro, the regional government for the Portland metropolitan area was honored to serve as the local host for the International Trails Symposium (ITS). To have 700 plus of the top leaders, citizen advocates, and trail planners from all over the country and world come to our region was amazing. The friendships and contacts everyone made will be everlasting. I was quite impressed with the delegations from the 17 foreign countries. I plan to hike on the trails in Spain and Japan someday, hopefully sooner than later. Only at the ITS, could I meet so many trail leaders by just crossing the street from our office to the Oregon Convention Center. The workshops and keynote speakers were informative and visionary. I have made new contacts with trail planners in Ohio, Florida, Colorado, and even locally from Oregon and Washington. American Trails staff and board members, panel members, sponsors, and all of our volunteers recruited by The Intertwine Alliance were great to work with and made the conference the great success it was. I particularly enjoyed the mobile workshops, panels, and serving as a mentor for our young emerging leaders. It was good to see the faces of tomorrow. This was actually my first Trails Symposium and I am glad to have been on the planning committee. This is the best trails conference I have attended! I look forward to the next Symposium in 2017 and [for staff to] come back to Portland for a visit!” Mel Huie, Regional Trails Coordinator Metro Regional Government “The International Trails Symposium was an important event for the Portland-Vancouver region to host. While we have a reputation of forward-thinking and innovation around trails and trails development here, this platform gave us an opportunity to share our successes with individuals involved in this work from around the world as well as opening our eyes to the amazing work going on in other places. The chance for our local practitioners to directly connect with those from outside the region and be so inspired will help us take our work to the next level and keep us from resting on our laurels. It was a very jam-packed week of information and inspiration for all involved with some of the most accomplished professionals in the field. The collaboration with PTBA was a huge plus and upped the ante on bringing even more technical expertise to the


table. It was an honor to play a role in its success and assist American Trails in this important effort.” David Cohen, Program Manager The Intertwine Alliance View more testimonials in Addendum #2 at the end of this bid packet. You will see the wide range of benefits and impacts the Symposium has had on other host communities. American Trails will go all out with national and international promotion of the host community through American Trails’ extensive communications network, the American Trails Magazine, monthly Trail Tracks e-Newsletters, alerts, website, and social networking sites; and promotion at various conferences and meetings; as well as providing statewide, national and international publicity, etc. Examples of such publicity include: •

American Trails Magazine o Most recent issues highlighting the Dayton, Ohio region and the 2017 Symposium (including opening editorials, a variety of articles highlighting success stories across the State, and cover photos on several issues):  Spring 2016 issue o Issues highlighting the Portland, Oregon region and the 2015 Symposium:  Fall 2015 issue (post Symposium)  Spring 2015 issue  New Years 2015 issue  Fall 2014 issue  Spring 2014 issue

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E-Newsletters o Issues leading up to the Symposiums included a separate Symposium section, as well as registration information (or other hot topics such as important opportunities and deadlines)  2017 Symposium in Dayton, Ohio: o May 2016 o April 2016  2015 Symposium in Portland, Oregon: o Post-Symposium thank you and survey (sent to Symposium attendees only) o July 2015 issue (released post-Symposium as follow up e-Newsletter) o May 2015 issue (released just prior to the start of the 2015 Symposium) o March/April 2015 issue o February 2015 issue o January 2015 issue o View additional issues highlighting the 2015 Symposium (prior to January 2015)

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AmericanTrails.org Homepage o We highlight upcoming deadlines or special items on the American Trails homepage (www.AmericanTrails.org) including but not limited to: registration, exhibitor discounts, deadlines, awards program details, major sponsors, etc. o Three months post-Symposium we still highlight the National and International Trails Award winners and major sponsors on the American Trails homepage.


What is the role of American Trails in the International Trails Symposium? American Trails is the overall manager of the Symposium and a partnership is formed with the host community. The major responsibilities of American Trails include (but are not limited to) the following: • • • • • • • • • • • • • • •

Administration, including financial management and payments Overall Symposium structure and program planning Contracts with all vendors (including hotels) and contractors Handles catering, convention center, and hotel logistics Provides lliability insurance Secures local, national, and international speakers, sponsors, and exhibitors Extensively promotes the Symposium to attract national and international attention to the host community/State and to their trails and active transportation success stories Coordinates the National and International Trails Awards Program Coordinates and oversees the Hulet Hornbeck Emerging Leaders Scholarship Program, including fundraising for scholarships and the program Provides national and international publicity through American Trails’ extensive network, magazine, monthly e-newsletter, alerts, website, and social networking sites; conducts interviews with media; and distributes press releases nationally and internationally Handles Symposium communications and registration through the American Trails office Coordinates allied meetings and featured workshops Provides the history to draw from Has final approval authority And more…

American Trails will oversee every aspect of the Symposium and the various committees (as outlined in the Narrative), but will look to the host community to assemble those committees, including a chair for each committee. We request the host community to hold a monthly meeting in which chairs can provide updates to the entire planning committee and American Trails. It is expected that committees will meet in addition to the monthly meetings as necessary and American Trails will provide documents from past Symposiums for each committee to assist in the planning process. Where were the previous Symposiums held and who were the local hosts? The 2017 Symposium (our 23rd) will be held in Dayton, Ohio and is being hosted by Five Rivers MetroParks, City of Dayton, Ohio Department of Natural Resources, Dayton/Montgomery County, Convention & Visitors Bureau, Miami Conservancy District, Miami County Park District, Miami Valley Regional Planning Commission, Greene County Parks & Trails, and the Rails-to-Trails Conservancy. The 2015 Symposium was held in May in Portland, Oregon and was hosted by Metro, The Intertwine Alliance, Oregon Parks and Recreation Department, and Travel Portland. Visit our extensive 2015 Symposium site to view the various aspects of the conference, as well as the variety of success stories we highlight in the host community and throughout the host State. The 2013 Symposium was held in April at the Fort McDowell Yavapai Nation Radisson Hotel & Conference Center (on tribal land) near Fountain Hills, Mesa, and Scottsdale, Arizona and was hosted by Arizona State Parks, Central Arizona Project, and Fountain Hills Visitors Bureau. We created a webpage highlighting Symposiums back to 1998. Other Symposiums have been held in: • • • •

Chattanooga, TN (2010) Little Rock and North Little Rock, Arkansas (2008) Quad Cities, Iowa and Illinois (2006) Austin, Texas (2004) 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 5 of 35

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Orlando, Florida (2002) Redding, California (2000) Tucson, Arizona (1998) Bethesda, Maryland (1996) Anchorage, Alaska (1994) Missoula, Montana (1992) Cedar Rapids, Iowa (1990) Unicoi, Georgia (1988) Vancouver, British Columbia (1986) And others – back to 1971

We also have a document including history on many of our earlier Symposiums. Please email [email protected] if you are interested in receiving this document. American Trails’ goal is to better serve the trails community by varying the location of the Symposium and moving it around the country. How many people attend the Symposium and who generally attends? Attendees are composed of trail planners, builders, volunteers, engineers, managers, administrators, media, trail user and trail advocacy organizations, company/industry representatives – and anyone interested in trails. In general, the numbers consist of approximately 65% agency representatives and 35% advocacy or trail user nonprofit organizations. The 2015 Symposium, held in Portland, Oregon, included over 760 attendees (our highest attended Symposium to date!) with over 120 educational sessions from 192 cutting-edge presenters. And, we're grateful to The Intertwine Alliance, who assisted with volunteer coordination and helped bring in over 75 incredible volunteers from Oregon and around the country! There were attendees from the District of Columbia and all States, but two (Connecticut and Louisiana) who were represented at the Symposium. (However an award recipient from Louisiana did accept their award at the Awards Banquet.) Additional countries represented included: • Australia • Israel • Canada • Japan (and Spain, Japan’s “Tourism Partnership City,” by video) • Chile • Nepal (in spirit) • China • Nicaragua • Denmark • Norway • Ghana • Panama • Greece • Russia • Hong Kong • South Africa • Ireland • Turkey The 2013 Symposium, held at the Fort McDowell Yavapai Nation Radisson Hotel & Conference Center (on tribal land) near Fountain Hills, Mesa, and Scottsdale, Arizona, included 520 attendees, featuring over 150 cutting-edge presenters. And, we're grateful to our Arizona Planning Partners and for the more than 150 incredible volunteers from Arizona! This was the first time we held a Symposium on tribal land and included the tribal community in our planning process. There were attendees from the District of Columbia and every State, with the exception of Nebraska. And, we had an attendee from Puerto Rico.


Additional countries represented included: • Australia • Japan • Canada • New Zealand • China • South Africa • Colombia • South Korea • France • United Kingdom Who have been major exhibitors and sponsors? The 2015 Symposium, held in Portland, Oregon, generated over 110 generous sponsors, who provided 99 exhibitor booths and tables in the exhibit hall, and contributed funds, manpower, or in-kind goods and services. Major sponsors and supporters included the Professional TrailBuilders Association (PTBA) (our major partner), Metro (our local host and planning partner), as well as Oregon State Parks and Recreation, REI, MIG, Inc., The Intertwine Alliance, Northwest Youth Corps, Alta Planning + Design, the National Park Service, U.S. Fish & Wildlife Service, USDA Forest Service, Trails Unlimited (a USDA Forest Service Enterprise Team), the Bureau of Land Management, Federal Highway Administration, Moda Health, and Okanogan Trail Construction. Visit the 2015 sponsor and exhibitor webpage for a complete list of all sponsors and exhibitors, as well as links to learn more about their work, products, and services. The 2013 Symposium, held at the Fort McDowell Yavapai Nation Radisson Hotel & Conference Center (on tribal land) near Fountain Hills, Mesa, and Scottsdale, Arizona, generated 118 generous sponsors, who provided 103 booths in the exhibit hall, and contributed funds, manpower, or in-kind goods and services. Major sponsors included Arizona State Parks, Fort McDowell Resort Destination, Fort McDowell Yavapai Nation, Central Arizona Project, Fountain Hills Visitors Bureau, CVL Consultants, Mesa Convention and Visitors Bureau, Scottsdale Convention and Visitors Bureau, Arizona Community Foundation, the National Park Service, U.S. Fish & Wildlife Service, USDA Forest Service, Trails Unlimited (a USDA Forest Service Enterprise Team), the Bureau of Land Management, Federal Highway Administration, and Okanogan Trail Construction. Visit the 2013 sponsor and exhibitor webpage for a complete list of all sponsors and exhibitors, as well as links to learn more about their work, products, and services. Most, but not all, sponsors choose to have an exhibit booth. Sponsorships range from $100 to $50,000 or more. Sponsors may also provide products, in-kind services, or contributions to offset the hard costs of the Symposium. How long is the Symposium? The Symposium covers four days (Sunday through Wednesday being the preferred core days) with related meetings, workshops, and mobile workshops planned on either side of the Symposium’s core days. The Symposium starts with the exhibit hall opening on Sunday at 12:00 p.m. and ends with the Closing Luncheon on Wednesday at 2:00 p.m. Learn more: •

2017 Symposium – Dayton, Ohio: o 2017 Symposium Webpage

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2015 Symposium ~ Portland, Oregon: o 2015 Symposium Webpage o 2015 Conference Program (6mb) o View the Concurrent Sessions and Core Tracks (including presentations – where provided), PTBA Sustainable Trails Workshops, and speaker bios.


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2013 Symposium ~ Fort McDowell Yavapai Nation Radisson Hotel & Conference Center (on tribal land) near Fountain Hills, Mesa, and Scottsdale, Arizona: o 2013 Symposium Webpage o 2013 Conference Program (3 mb) o View the Concurrent Sessions and Core Tracks (including presentations – where provided) and speaker bios.

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Learn more about our past Symposiums at www.AmericanTrails.org/symposium. We also have a document including history on many of our earlier Symposiums. Please email [email protected] if you are interested in receiving this document.

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View more testimonials from past Symposium hosts in Addendum #2 at the end of this bid packet.

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Learn more about American Trails in Addendum #1 at the end of this bid packet and by visiting our extensive website at www.AmericanTrails.org.


BID REQUIREMENTS Your bid proposal should consist of the following: 1) Cover Letter 2) Narrative (including attachments such as convention center and hotel packets, maps, brochures, etc.) 3) Support Letters Additional details regarding requested items are included below. We encourage you to learn more about the Symposium at www.AmericanTrails.org/symposium prior to submitting your proposal. Review the Submission Instructions on page 30 for guidelines on how to submit your bid. 1) Cover Letter A minimum of THREE PRIMARY PARTNERS must jointly submit a bid in order for it to be considered. These partners must be outlined in the cover letter. The cover letter also needs to include the signature of each of these partners as a commitment to the expectations of the host community as outlined in the Narrative Specifications starting on page 11. (Once the host community has been selected, a Letter of Commitment will be signed by the primary partners and American Trails confirming the roles and commitments.) American Trails will only accept bid proposals from one of each of the following types of organizations: 1) The official Destination Marketing Organization (DMO) (such as the Convention and Visitors Bureau, Tourism Bureau, Chamber of Commerce, Lead Economic Development Organization (LEDO), or equivalent organization) 2) State agency (such as the Department of Natural Resources (DNR), Department of Environmental Protection (DEP), Department of Transportation, State Parks, or similar State agency) 3) The City or County or a metro regional government (or a combination of them) Because success depends on the enthusiastic support of State and local agencies, we will NOT accept proposals from hotels, resorts, or attractions. For the purpose of this bid packet, the triangular relationship above will hereinafter be referred to as the “host community.” 2) Narrative The narrative must not exceed 20 pages (excluding attachments). Items requested in the narrative are outlined below and explained in detail in the Narrative Specifications starting on page 11. Please be sure to address all of these items in your narrative. Whenever possible, we encourage you to include links within your narrative to appropriate websites and attachments as this will be what we forward to the American Trails Board for their review (along with any hard copy brochures and maps sent).


Support needed from the host community includes (but is not limited to) the following items (keeping in mind that American Trails is the overall manager of the Symposium): A) B) C) D) E) F) G) H) I) J) K) L) M) N) O) P) Q) R) S) T) U)

What would you like hosting the Symposium to do for your community and for your State? National and international draw Proximity to trails and outdoor recreation opportunities Date options for 2019 Symposium Convention center Hotel accommodations Transportation Trails Rock Party Marketing and publicity Financial support Professional TrailBuilders Association (PTBA) support Auction Free public event Volunteer coordination Mobile workshop coordination Audio visual (AV) Publications Storage Program support Site visit Interest in hosting the 2021 Symposium

Numbers and figures presented in the Narrative Specifications are approximate. Please indicate where your proposal exceeds or does not meet these numbers. (Please note: There is some flexibility and some items can be up for negotiation. Please contact [email protected] if you have any questions.) Please note: During the Symposium planning process, some of the requirements outlined in the Narrative Specifications (including numbers and items) are subject to change. Any changes will be brought to the host community’s attention immediately. 3) Support Letters There is no limit to the number of support letters and attachments that may be submitted. Examples of support letters can be from the City, State, County, local nonprofits, trail advocacy groups, landscaping firms, tourism and visitors bureaus, outdoor retailers and manufacturers, conservation corps, businesses, and others. It is required that each of those that supply support letters must commit to being involved with the Symposium in some way, whether providing monetary or in-kind support, providing volunteers, promoting the Symposium, recruiting attendees, etc.

QUESTIONS? Candace Mitchell Executive Assistant and Communications Specialist [email protected] (530) 605-4395


NARRATIVE SPECIFICATIONS The narrative must not exceed 20 pages. The narrative must address each of the following sections. In addition, some attachments are requested and do not have to be included in the page count. Numbers and figures presented are approximate. Please indicate where your proposal exceeds or does not meet these numbers. Please note: During the Symposium planning process, some of the requirements outlined in the Narrative Specifications (including numbers and items) are subject to change. Any changes will be brought to the host community’s attention immediately. A) What would you like hosting the Symposium to do for your community and for your State? American Trails fully commits to the partnership created with the host community. At our first Planning Partner meeting, we will ask these two questions: 1) What would you like hosting the Symposium to do for your community and for your State? 2) What would you want attendees to say about the Symposium and about your community when they leave? American Trails commits to helping you achieve your aspirations and what you would like the Symposium to “leave behind” to benefit your community following the conference. We will work with you to meet objectives you determine important to furthering the trails movement in your area. B) National and international draw What would draw our international and national presenters and attendees to your community? What exciting trails, greenways, active transportation projects, success stories, events, activities, features, or local flavor does your host community offer that would set you apart from other potential host communities and that would attract national and international tourism? C) Proximity to trails and outdoor recreation opportunities Briefly describe trail opportunities adjacent to or within close proximity of the hotel(s) and convention center, preferably with one or more access points within one third of a mile. Provide a sampling of outdoor activities that attendees could participate in during their free time. ATTACHMENTS and/or LINKS: Maps and brochures of trails and outdoor recreation opportunities. D) Date options for 2019 Symposium We have recently changed to holding the Symposium in odd years around Spring. Many factors were taken into consideration for this time frame, including other trail-related conferences, government fiscal year, weather, etc. The Symposium must be held at a time where the normal temperatures will allow for comfortable attendance at outdoor mobile workshops, allow for onthe-ground trail work opportunities, while also considering hotel prices. We recognize weather restrictions might come into play in March and April (i.e. snow and excessive rain that may restrict outdoor activities and could include major flight interruptions). Since we have partnered 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 11 of 35

with the Professional TrailBuilders Association, their members’ work schedules don’t work well with dates later in the year (past May), but we encourage you to suggest dates that work for your community (given the considerations above) and include the reasons for these alternative dates in your bid proposal. We would prefer the dates still be close to the Spring time of year. While we have included preferred date options, suggesting alternative dates is not a cause for your proposal to be rejected. The official Symposium covers four core days with related meetings, workshops, and mobile workshops planned on either side of the Symposium’s core days. The pattern starts with the core conference starting on Sunday afternoon (12:00 p.m.) and ending on Wednesday afternoon (2:00 p.m.). The Symposium kicks off with the exhibit hall opening and a free public event for the community and ends at the Closing Luncheon on the last day. Here are the preferred 2019 dates that will be considered: • • • • • • • • • •

March 10-13 March 17-20 March 24-27 March 31-April 3 April 7-10 April 14-17 April 28-May1 May 5-8 May 12-15 May 19-22

The dates above reflect the core days only. As a reminder, there will be workshops and meetings scheduled on either side of them, as well as days needed for set-up and breakdown, in which we need access as early as the Thursday prior through the Friday following (for a total of nine days). If another set of dates works better for your community that is not listed above, please include those dates in your bid proposal. We cannot guarantee these dates will work for American Trails and the Professional TrailBuilders Association, but they will be considered if we receive an exceptional bid proposal. Please list the dates that work for your host community, in order of preference. Describe the typical weather pattern and temperature range for each date and any additional reasons these dates are being proposed. There must be no other trail-related conferences held in your State within nine months prior to or six months following the Symposium. (If in doubt whether a certain conference or meeting might conflict, please ask.) Identify any festivals and activities that will occur in the host community during the suggested Symposium dates. This could be considered a plus for attendees, but could also be a potential conflict due to increased hotel rates, etc. E) Convention center The convention center must be located adjacent to or very close to the host hotel(s). 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 12 of 35

It is highly desirable that access to a trail or trails is within one third of a mile from the convention center and host hotel(s). Due to the number of attendees, number of meals to be served, sleeping rooms to be reserved in the community, and the anticipated economic impact on the host community (over $1.3 million for the 2015 Symposium in Portland), as well as needing to keep registration costs low, American Trails requires that all convention center space (i.e. meeting rooms, office space, dining room, registration areas, exhibit hall, storage, etc.), as well as electricity and set-up fees be waived. If the host community cannot commit to this requirement, then there would be no reason to submit an application. This is a deal-breaker. Specific requirements within the convention center: •

Meeting rooms: Have a minimum of thirteen breakout meeting rooms for sessions and workshops. All rooms must accommodate a minimum of 80 people (seated theater style). In addition, there must be room for four panelists to sit at two tables in the front of the room, a podium, microphone and sound system, two additional side tables for materials, space for AV equipment, and center and side aisles (accessible for wheelchairs to pass through). Where there is a screen in any meeting or dining room, there should be no charge for its use. The breakout rooms may not be a part of the main dining room as sessions will end immediately before or after meals/general sessions. Here are the days and number of rooms needed each day: o o o o o o o o o

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5 rooms (Thursday) 7 rooms (Friday) 7 rooms (Saturday) 10 rooms (Sunday) 13 rooms (Monday) 13 rooms (Tuesday) 13 rooms (Wednesday) 7 rooms (Thursday) 7 rooms (Friday)

Exhibit areas: It is preferred that we have a minimum of 40,000 square feet of exhibit space. The exhibit hall must accommodate space for a minimum of 125 - 10’ x 10’ indoor exhibit spaces. We request to have access to the exhibit hall on the Friday and Saturday prior to the core days for set-up (for larger exhibits and landscaping) as well as on Wednesday for breakdown. In recent years we have designed an indoor trails and greenways system inside the exhibit hall, complete with trails that attendees could walk on, as well as a labyrinth, city park and camp areas, landscaping in abundance, and more. A bridge also served as the podium for speakers and for announcements. We plan to do something similar for 2019. Please confirm that your exhibit hall is large enough and able to accommodate these needs. Please provide initial ideas you have for creating an exciting trail and greenway system through the exhibit hall. We will be looking for additional ideas to make the exhibit hall attractive to attendees. View photos HERE showcasing examples of some past exhibit hall trails and greenways designs. Please email [email protected] for additional examples. 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 13 of 35

The local Parks and Recreation Department or another agency, organization, or business must commit to assisting with exhibit hall design and layout. This includes providing a CAD drawing with updates throughout the design process, as well as coordinating the labor to set-up and breakdown the exhibit hall. In addition, they will need to secure donated materials, landscaping, and equipment as needed (i.e. equipment necessary in setup and breakdown of the exhibit hall, landscaping throughout, etc.). The American Trails exhibitor manager will provide planning oversight and must be included in all aspects of planning the exhibit hall. Provide a complimentary PA system for announcements throughout the Symposium when the exhibit hall is open. Provide onsite and outside drayage options for the exhibit hall. The budget per booth may not exceed $45, inclusive of all taxes and surcharges. Provide an outside exhibit area on or adjacent to convention center grounds, or in close proximity to the convention center, for the Outdoor Trade Show and Demonstration Area as outlined in item K for Professional TrailBuilders Association (PTBA) support. •

Food service: Accommodate a minimum of 800 people in one dining hall, banquet style (rounds of 8 preferred) seating. This room will be reserved for all meals/general sessions. Provide a dedicated stage with a raised platform and ramp at no charge (size to be determined), podium, and provide black drapery behind the stage. Accommodate vegetarians (estimate 12-15%) and any other special dietary needs (i.e. gluten-free, etc.). Provide a range of food services onsite from full meals (breakfast, lunch, box lunch, and specialty banquet) to breaks and receptions. The individual meal costs must not exceed the government per diem rate listed for your area. We recognize this is a special request and most likely would not be included as meal options on your regular menu. Past convention centers have graciously worked with us to come up with a good selection of meal options that work within the budget for our attendees. The number and types of meals to be included in the registration fee is yet to be determined. General session meals need to include a salad, the main course, dessert, and drinks (iced tea and coffee) within the government per diem rate. Coordinate catering service for mobile workshops and tours (if needed). Please confirm the capability to decorate to support the Symposium theme and provide basic decorations for all tables.

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Additional space needed: o o o o

Office (Thursday through the following Friday) Storage (Thursday through the following Friday) Secure storage (Thursday through the following Friday) Registration and community information area (Friday through the following Wednesday) 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 14 of 35

Miscellaneous requirements: • • • • • • • •

The convention center must handle all set-up and breakdown at no cost to American Trails. If there is an onsite restaurant/sandwich shop/coffee shop that is within or close to the exhibit hall, we request it be open and that guaranteed sales not be required. (Sunday through Tuesday (hours to be determined).) Have onsite business center available for attendees. The convention center must have a comprehensive recycling program. (Please describe.) Please describe any other ways your hotel is “positively contributing to the environment.” The convention center must meet ADA requirements. Provide a table with local materials for attendees. Promote the Symposium on calendars and in any other available ways.

Concessions required: • • • • • • •

Allow donated AV equipment to be brought in at no charge (i.e. no hook-up, electricity charges, etc.). (Most likely, we will plan to rent some AV support packages and large AV equipment packages for general sessions from the convention center’s AV department.) Where there is a screen in any meeting room, there should be no charge for its use. Donate the use of 30 easels during the length of the Symposium. Provide no-cost internet throughout the convention center (including in meeting rooms) for attendees and staff to use. Allow outside bottled water and snacks to be brought in to the volunteer room and the onsite American Trails office. Provide complimentary parking for volunteers. Provide a complimentary meeting room for the Planning Partners to meet periodically throughout the pre-conference planning period.

ATTACHMENTS and/or LINKS: • • • • • • •

Convention center promotional package (including layout, specifications, amenities, etc.) AV price list (Most likely, we will plan to rent some AV support packages and large AV equipment packages for general sessions from the convention center’s AV department.) Sample menus Listing of onsite restaurants, coffee shops, gift shops, etc. List of nearby restaurants and shopping Public transportation options nearby Maps of area

F) Hotel accommodations The host hotel(s) must be located adjacent to or very close to the convention center. It is highly desirable that access to a trail or trails is within one third of a mile from the host hotel(s) and convention center. Due to the number of sleeping rooms to be reserved, the anticipated economic impact on the host community (over $1.3 million for the 2015 Symposium in Portland), as well as needing to keep registration fees low, American Trails requires that all meeting space, as well as electricity and set-up fees be waived. If the host community cannot commit to this requirement, then there would be no reason to submit an application. This is a deal-breaker. 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 15 of 35

Accommodate lodging for up to 700 (out-of-town) attendees. Typically we request a minimum of 300 rooms be available at the main host hotel and request this hotel be attached to or adjacent to the convention center. Additional overflow hotels need to be very close or within walking distance to the convention center. The preference is to only contract with two hotels, but exceptions may be made (if needed). Identify your proposed host hotel(s). What will distinguish this/these hotels from other sites? Specific requirements within the hotel(s): Sleeping rooms: Provide a breakdown of hotel room costs, including taxes. The rate for the main host hotel must not exceed the government per diem rate listed for your area. This rate must apply to all of our attendees and be the same rate for five days prior to and five days following the core Symposium dates. It is required that the government per diem rate for fiscal year 2019 be locked in for the Symposium and be guaranteed for attendees through the 2019 Symposium. At least one overflow hotel must offer a substantially lower rate, ideally around $85/night, plus taxes, for attendees with agencies, nonprofit organizations, and volunteers who are on tighter budgets. This rate must apply to all of our attendees and be the same rate for five days prior to and five days following the core Symposium dates. There were a total of four host hotels that we either had contracts or verbal agreements with to offer these special rates to our attendees. The following are the breakdowns of the hotel rooms reserved (final pick-up) at the 2015 Symposium: two hotels offered the government per diem rate (to all attendees – government employees or not) and two hotels offered a lower rate. The number of rooms listed below are ESTIMATES of what we will be looking to book for the 2019 Symposium. We recognize that some attendees stayed at other hotels or with family or friends, so we cannot provide counts for them. Some of these room pick-ups include double occupancy and possibly some triple occupancy. The dates that are bold fall over the core conference days.

Wednesday

Thursday

Friday

Saturday

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

TOTAL PICK UP

PER DIEM RATES

6

18

55

148

222

224

219

114

48

15

1

1

1071

Thursday

Friday

Saturday

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

TOTAL PICK UP

LOWER RATES Wednesday

•

1

18

32

65

89

87

81

38

17

1

0

0

429


Confirm that reservations would be handled by the host hotel(s). •

Meeting space: Does the hotel have meeting space? It is anticipated that most pre and post Symposium meetings and workshops will take place at the convention center, however it is possible that we may need some meeting rooms at the hotel.

•

Food service: Provide a range of food services onsite. The individual meal costs must not exceed the government per diem rate listed for your area. We recognize this is a special request and most likely would not be included as meal options on your regular menu. Past host hotels have graciously worked with us to come up with a good selection of meal options that work within the budget for our attendees.

•

Airport transportation: If host hotel(s) provides transportation to and from the airport, is there a fee? What is the fee?

Miscellaneous requirements: • • •

The hotel must have a comprehensive recycling program. (Please describe.) Please describe any other ways your hotel is “positively contributing to the environment.” Hotel must meet ADA guidelines.

Concessions required: • • • • •

•

• •

If a site visit is requested, please confirm your commitment to provide the American Trails representative with a complimentary room for each night. Provide one complimentary room night for every 40 room nights occupied (on a cumulative basis) and paid for by attendees during the dates of the Symposium room block. Allow donated AV equipment to be brought at no charge (i.e. no hook-up, electricity charges, etc.). The host hotel will provide American Trails’ designated representative(s) (typically one or two representatives) complimentary sleeping rooms when attending Planning Partner meetings in town. (Dates and number of visits to be determined.) Provide a substantially discounted sleeping room rate and a complimentary meeting room for out-of-town Planning Partners whenever attending planning meetings there, as well as for American Trails Board Members for their annual Board Retreat (held approximately one year in advance of the Symposium over three nights). Provide American Trails’ staff the “Presidential Suite” complimentary for the duration of their stay (approximately ten days), as well as the sleeping room attached to the other side of the suite, and one additional room with two queen beds on the same floor as the Presidential Suite. Provide a complimentary meeting room for the Planning Partners to meet periodically throughout the pre-conference planning period, as well as for receptions for the local trails community and the American Trails Board Retreat. Provide complimentary parking for hotel guests.

ATTACHMENTS and/or LINKS: • • • • •

Promotional package for host and overflow hotel (including layout, specifications, amenities, etc.) AV price list Sample menus Listing of onsite restaurants, coffee shops, gift shops, etc. List of nearby restaurants and shopping 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 17 of 35

• •

Public transportation options nearby Maps of area

G) Transportation Ideally, in order to minimize costs to the attendees, all meeting facilities and accommodations should be within one half hour's drive of a major airport. The ease of national and international travel for our attendees and presenters will be taken into consideration. If your airport is considered an international airport, explain what countries it services and if they are direct connections. What are the main hub cities and connectors for your airport(s)? Provide any other details you deem necessary to explain the ease of access needed. List any public transportation options to and from the airport, as well as getting around town and to and from the host hotel(s) and convention center (i.e. light rail, street car, etc.). Also list any fees associated with them. Work with American Trails to secure no-cost or low-cost transportation to all activities included in the Symposium (for mobile workshops and other offsite activities, such as the party). Transportation options must also accommodate individuals with disabilities. H) Trails Rock Party One of the highlights of the Symposium is a themed party for registered attendees, with tickets available for purchase by guests. The party is always held at a local, offsite location, with transportation provided. It includes dinner, a no-host bar, entertainment, and dancing, as well as a live auction. It may showcase local history, special attractions, and talent. We love being able to showcase the local flavor of the host community. Attendees love having access to the outdoors to get fresh air at the venue, as well as the opportunity to walk from their hotel to the site (versus taking transportation provided). Please describe the distance from the host hotel(s) to the party venue and if walking is possible. Tell us about your vision for this special event. Provide facility costs and if a nonprofit discount is available. Include catering options and if inclusive or if outsourcing is available. The total package including food and facility costs should not exceed $45 per person (including taxes). Additional costs that American Trails pays for are a band and transportation to and from the host hotel(s). Please include your ideas for bands, as well as no-cost or low-cost transportation options. Examples of previous party locations have included: • • • •

Oregon Museum of Science and Industry (OMSI) – 2015 Symposium, Oregon La Puesta Del Sol – 2013 Symposium, Arizona Hunter Museum – 2010 Symposium, Tennessee Clinton Presidential Library – 2008 Symposium, Arkansas

ATTACHMENTS and/or LINKS: Provide information for one or more potential party venues, as well as catering brochures and their sample menus (if available).


I)

Marketing and publicity Extensive marketing of the Symposium is important for many reasons: • • • • • • •

• • • •

To draw more attendees from across the State, the nation, and throughout the world To bring extensive promotion to the local community so it becomes recognized even more as a great trail town that attendees will want to return to again and again To highlight the State and its trails and rich outdoor recreation opportunities To highlight local success stories to help educate community leaders on the benefits of trails, as well as to draw attendees To secure more sponsorships of all kinds To encourage more exhibitors to provide a wide range of cutting-edge products and services for attendees to learn about To bring more attention to American Trails’ work that provides trail professionals and advocates tools and information to do their good work easier and better, and to – bottom line – develop and maintain more sustainable trails to better serve trail users of all types, ages, and abilities To highlight our advocacy work done in a variety of areas, including increasing funding for trails across the country To grow the American Trails Network including increasing membership To meet the financial targets as set forth in these specifications in order for American Trails to better serve the trails community throughout the year And more…

Marketing of the Symposium will need to begin immediately upon contract signing. Identify possible means of publicity such as TV, radio, newspapers, magazines, newsletters, websites, presentations, calendars, social media, and additional outreach opportunities, etc. The host community must commit to providing extraordinary levels of support to the Symposium. Preferential consideration will be given to the host community that commits a staff member or members to provide substantial paid staff time for Symposium planning, especially in the last six months leading up to the event. Please highlight other individuals, agencies, and organizations that you will draw on to help promote the Symposium and oversee specific tasks. Commit to marketing to outdoor retailers and manufacturers in the area and secure their participation in conference promotion, as well as providing auction items and helping to bring in corporate sponsorships. The host community will want to promote the National and International Trails Awards throughout its communications networks to spread the word and encourage nominations from within the local trails community. This prestigious awards program is an excellent opportunity to bring nationwide recognition to local trails, projects, and individuals. Provide American Trails with local and State mailing lists (for Symposium promotion). Provide articles promoting success stories for the American Trails Magazine, Symposium publications, the monthly Trail Tracks e-Newsletter, and the webpage created for the 2019 Symposium. Provide a whole variety and substantial amount of print quality photos showcasing the host community and State’s trail systems, including all types of trails and trail users. Provide 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 19 of 35

appropriate credit, trail name, and location for each photo. Provide American Trails permission to use these photos in the variety of means (as explained above) to promote the 2019 Symposium. Explain your access to a variety of photos. Please confirm your commitment to developing and implementing a marketing plan in coordination with American Trails’ staff. Does your organization have experience in this area? Preferential consideration will be given to host communities that can illustrate successful marketing of other events or conferences and that commit to extensive marketing of the Symposium. Additional marketing requested from the host community includes the following: •

Host receptions: The host community will be asked to host between two to three receptions in advance of the Symposium. The local trails community and potential sponsors will be invited. The receptions will help promote attendance, as well as recruit sponsors, exhibitors, and volunteers (estimated 50-100+ attendees). And becomes a huge contributor to the success of the Symposium. The three receptions to be held could include: 1. A year and a half out: This will be the kick-off reception held a few months following the selection of the host community. 2. One year out: This reception will be held adjacent to the American Trails Board Retreat held approximately one year in advance of the Symposium, inviting the local trails community and dignitaries to meet and get to know with American Trails Board members and staff and vice versa. 3. Four months out: This reception will be held just a few months prior to the Symposium and (more than likely) will be final time that American Trails staff would make a trip to the host community in advance of the Symposium. A sponsorship in the amount of $2,500 is needed for each reception that will cover the cost of space, hors d'oeuvres, and a hosted bar. Complimentary meeting space and AV will be needed.

•

Onsite videographer: Recruit a volunteer videographer(s) to document portions of the Symposium (perhaps students from the local university’s media or communications programs). We will post videos we receive post-Symposium on the Symposium webpage.

•

Onsite photographer: We have been honored to have an attendee who has provided professional photographs pro bono for each of our past few Symposiums but we welcome local volunteer photographers to capture moments from the Symposium to showcase different viewpoints. We will post photos we receive post-Symposium in an online photo gallery.

•

Onsite community/visitors booth: Ideally staff an information booth throughout the Symposium (can be volunteer staff) and provide local trail maps and restaurant and attraction maps at the booth, as well as for inclusion all attendee bags.


J) Financial support The Symposium is held every two years and is one of the primary funding sources for American Trails. These funds help support our project work that assists you in doing your important work better, including maintaining and growing our website – AmericanTrails.org – one of the world's most comprehensive online go-to sources for planning, building, designing, funding, managing, enhancing, and supporting trails, greenways, and blueways. In addition, these funds help support our advocacy efforts to protect and secure more funding for trails, in addition to supporting other issues, policies, and legislation. Because Symposium attendees are largely composed of grassroots advocates and government employees, costs must be minimized so we can keep registration rates low for attendees – while still providing an inspirational and memorable educational experience. The hard dollar fundraising target for the 2019 Symposium is $250,000. With that said, the host community must commit to a minimum hard dollar fundraising level of $125,000. The signatures in the cover letter commit that they fully understand the roles and responsibilities expected of the host community as presented in the bid packet in order to make this a mutually beneficial and successful International Trails Symposium for American Trails and for the host community. If financial targets are met,10% of the net profit from the Symposium will be returned to the host community. American Trails will retain the remaining funds to serve the trails community throughout the year and across the country. If the financial goals are not met, the host community understands that they would, of necessity, forfeit the 10% net income made from the overall Symposium. Bringing in hard dollars can be done in a variety of ways: •

• • •

Securing sponsorships for the following events and items: o Building Public Awareness for Trails event o Welcome Reception o Opening Keynote Luncheon o Trails Rock Party o Awards Banquet o Closing Keynote Luncheon o “Happy Trails” Hours o Trail Talks o Breaks o Community Receptions (in advance of the Symposium) o Co-branded name badges o Co-branded Symposium favors (such as bags) o Hulet Hornbeck Emerging Leaders Scholarships Recruiting exhibitors (indoor and Outdoor Trade Show exhibitors) Securing live and silent auctions items Selling tickets to the following events: o Trails Rock Party o Featured workshops, mobile workshops, and PTBA’s Sustainable Trails Workshops o Keynote sessions, etc.


In-kind contributions are also needed and can be done in a variety of ways (these items are also listed in the Narrative Specifications): • • •

Publications Partner (design and layout of Symposium publications) Print Partner (printing of Symposium publications) Transportation (for mobile workshops, and other offsite activities, such as the party)

You can view a copy of the 2017 Sponsorship and Exhibit Opportunities Packet for examples of benefits and opportunities. A lot of pre-planning goes into the Symposium – and along with that – costs to do this planning. The host community must commit to meeting or exceeding fundraising targets, preferably closely following this timeline (estimated dates are below – confirmed dates will be determined once the actual date of the 2019 Symposium is confirmed): • • • • • •

Raise $10,000 by January 31, 2018 Raise $20,000 by July 31, 2018 Raise $25,000 by October 31, 2018 Raise $30,000 by December 31, 2018 Raise $35,000 by February 28, 2019 Raise $5,000 by the end of the Symposium from silent and live auction sales

Help secure local scholarships for the “Hulet Hornbeck Emerging Leaders” Scholarship Program. Do you have connections with foundations and/or corporations that could provide scholarship funds or other Symposium sponsorship funding? Extensive marketing efforts are needed in order to meet the registration target of 700+ attendees. What other involvement and assistance is anticipated? Examples include local universities, health professionals and medical centers, insurance companies, outdoor retailers and manufacturers, potential party venues, businesses, paid agency staff, trail user and advocacy groups, conservation corps, and other civic organizations, such as Boy Scouts, Girl Scouts, Rotary, etc. What funding or services can they provide? The bottom line: The community must have a champion that advocates for the Symposium locally and – bottom line – is willing to reach out on behalf of the host community to meet the needs of the Symposium. Our Planning Partners must include private sector members who are free to go out and “sell” the Symposium and obtain sponsorships. Our Planning Partners cannot be limited to Federal, State, and city employees in positions that limit them in fundraising, selling sponsorships, and interacting with other organizations as “sales agents.” Please tell us how you plan to meet or exceed the fundraising targets. By signing onto the cover letter, the primary partners indicate their commitment to reaching the fundraising goals as outlined above. Thank you in advance for your interest in the success of the Symposium, as well as to your commitment to furthering the trails movement in your State, as well as across the country and around the globe.


Visit the American Trails website to learn more about what it takes to host a Symposium by viewing past International Trails Symposiums. K) Professional TrailBuilders Association (PTBA) support The International Trails Symposium is excited to feature the Professional TrailBuilders Association’s Sustainable Trails Workshops and Legacy Trail, as well as the Outdoor Trade Show and Demonstration Area and a technical track of concurrent sessions. The host community will be required to assist with finding and securing the appropriate sites and permitting for the areas as explained below. •

Legacy Trail: American Trails is continuing to provide a lasting impact to our Symposium locations by teaming up with PTBA to construct a Legacy Trail. This project will build upon the work of a variety of workshops in the PTBA Sustainable Trails Workshop Series to provide a beautiful trail at a location to be determined in the host community. This project will result in a local segment of sustainably and professionally built trail being left behind as a legacy of the partnership. The host community will be required to suggest an appropriate trail location and assist in obtaining the necessary permitting for the Legacy Trail well in advance of the Symposium. The Legacy Trail or trail segment should be approximately ½ mile in length of natural surface trail (length may vary greatly according to agency needs and soil, terrain and water challenges). Ideally, the trail will need a variety of trail features (i.e. boardwalk, bridges, reroutes, road to trail conversion, accessibility upgrades, etc.). Additional details on the requirements of the Legacy Trail can be found here. It is preferred that the trail is located in close proximity to the convention center (no more than a half hour drive).

•

Outdoor Trade Show and Demonstration Area: The host community will also be required to secure a 2+ acre outdoor demo site to demonstrate small scale (24-60” wide) construction equipment including excavators, mini-dozers, and other small scale earth moving equipment. This space must have a dirt/natural surface which allows the equipment to dig and move dirt around to a depth of 2-3 feet. All surfaces will be returned to their original condition following the Symposium. It is preferred that this location be within easy walking distance from the convention center (not having to use shuttles) for ease of marketing and attendance, but locations that are farther out will be considered for exceptional proposals received.

Learn more about the partnership between the American Trails International Trails Symposium and the Professional TrailBuilders Association (PTBA) here. Host communities MUST contact Mike Passo, Executive Director of PTBA, to talk through their needs, prior to submitting this bid. Mike can be reached at [email protected] or (360) 734-7270. L) Auction American Trails is committed to supporting local trail-related organizations. If a local organization contributes an auction item, American Trails will return half of the item’s profit to that organization. This is a great opportunity to strengthen local organizations and keep donations within your community.


American Trails is continually looking to build relationships with outdoor retailers and manufacturers. Please tell us about those that you work with and can reach out to for auction items. As mentioned above under item J for financial support, provide an auction chair to secure auction items and inventory all items brought in, including preparation of all paperwork. Illustrate your commitment to securing auction items. The auction chair must be present onsite to set-up, train volunteers, man the auction areas throughout the Symposium, as well as assist with breakdown (including taking payments from winning bidders). The silent auction takes place in the exhibit hall and runs from the start of the Symposium (Sunday at 12:00 p.m.) through Tuesday evening (6:00 p.m.). The live auction takes place at the Trails Rock Party offsite on Monday evening. Live auction items are displayed in the silent auction area up until the time of the party. M) Free public event This event is known as the Building Public Awareness for Trails event and is the kick-off to the Symposium. The event starts at 12:00 p.m. and takes place in the exhibit hall through 5:00 p.m. The exhibit hall will be open to attendees, guests, and local trail enthusiasts (including children) free of charge. This event provides the local community and attendees with an opportunity to visit exhibitors and learn about the Symposium and trails around the State and country. In addition, local groups from around the host community are invited to provide information tables, presentations, and workshop activities for all ages. This event was combined with Metro’s Annual Trails Fair at the 2015 Symposium. Special activities included a rock climbing wall, musher dogs, and outdoor games. The exhibitor tables specific for this event are only present during this five hour event at a substantially discounted rate and include organizations such as local bike shops demonstrating bike safety and how to change a tire, Boy Scouts and Girl Scouts, 4-H clubs, friends of trails groups, local hospitals providing complimentary blood pressure checks, etc. (i.e. organizations that would benefit primarily from local public participation). This is an opportunity for the local trails community to be creative and to shine. By showcasing local trail projects to attendees from all over the country and the world, exhibitors can display some of the many reasons that this specific community was chosen to host the 2019 Symposium. Our primary exhibitors will have their booths set-up during this event as well for the public to learn about trails and the variety of products and services around the country and the world. There must be a local champion who is in charge of bringing in exhibitors and activities for this free public event, and inviting the local media to cover the event. This person (or a representative) must also assist in set-up and breakdown onsite (working closely with the American Trails exhibitor manager). The American Trails exhibitor manager will provide planning oversight and must be included in all aspects of planning of this free public day. Please describe your initial ideas for this event, including media involvement.


N) Volunteer coordination Provide a local volunteer coordinator who will recruit, develop, nurture, schedule, and coordinate approximately 150 volunteers, from a variety of sources, including trail-related organizations, agencies, universities, and other community organizations ready to provide support and volunteers. Develop and maintain a volunteer database and records. Coordinate onsite volunteer work and have at least one assistant to provide support onsite. American Trails will provide an online volunteer sign-up form. American Trails is very appreciative of our volunteers and treats them well! View a list of the benefits that our volunteers receive in recognition of the critical role(s) they play in the success of the Symposium. Please tell us how you plan to recruit the needed volunteers. O) Mobile workshop coordination Coordinate the mobile workshops (utilizing American Trails guidelines). American Trails works with all types of trail users. There must be opportunities for nonmotorized, as well as motorized recreation and all workshops must include educational components. Mobile workshops must include at least one of each of the following types of outings: walking, hiking, mountain bicycling, equestrian, canoeing/kayaking, and OHV. Mobile workshop sites must be within reasonable driving distance from the convention center. Except for trips before or after the core Symposium dates, transportation time should not exceed one hour each way (preferably within one half hour's drive). Exceptions may be considered. Provide a sampling of outdoor activities and sites that would make good educational mobile workshops. View the mobile workshop offerings from the 2015 Symposium and 2013 Symposium. Develop descriptions and provide photos for publications. Assist with development of no-cost of low-cost transportation options, and assist in negotiations with transportation contracts. Assist with determination of minimums, maximums, and costs for trips. (A reminder that mobile workshops are an additional fee for attendees, on top of registration fees, so keeping costs at a minimum for mobile workshops is important.) Train mobile workshop leaders. Handle logistics of trips. Have at least two key people onsite to assist with mobile workshop transportation, pick up and drop off of attendees, including obtaining liability waivers from all mobile workshop attendees, getting attendees on the correct bus, answering any questions, putting water jugs and first aid kits in all vans, etc.


P) Audio visual (AV) •

Securing donated audio visual (AV) equipment: Secure donated audio visual equipment for the entire length of the Symposium that will be used in sessions, as well as workshops and meetings on either side of the core days. Secure donated office equipment needed to manage the Symposium for the onsite American Trails office and registration area. Equipment includes (but is not limited to): laptops, LCD projectors, flip charts, laser pointers, and two printers/copiers. A complete list will be provided by American Trails. Keep inventory of all equipment borrowed and assist in pickup and drop off (if required).

•

Onsite volunteer AV coordinators: Provide at least two knowledgeable volunteer AV coordinators to assist the Program Chair with AV needs throughout the core conference, including pre-loading presentations pre-Symposium, set-up and breakdown of AV within each breakout room, and being on call if any AV issues/questions arise.

Q) Publications •

Symposium logo: Provide an in-kind designer to design the Symposium logo that will include the Symposium theme.

•

Design and layout: Assist in securing planning or design firm(s) to provide pro bono design and layout of the printed and digital materials that will be used for promotion of the Symposium. These items include (but are not limited to): Symposium logo, Save the Date Postcard, Registration Preview Piece, Symposium Program, Awards Program, Public Awareness for Trails Day Event Flyer, and other marketing pieces.

•

Printing: Secure a printer or printers that will donate or provide greatly discounted printing options for the above mentioned items.

R) Storage Provide a local storage location at no charge to American Trails for shipping of materials preconference. We would like to have a location secured at least six months prior to the Symposium. American Trails will ship items to the host community for Planning Partner and sponsor meetings in advance of the Symposium. This location would serve as a central location for items to be sent in the weeks prior to the Symposium as well, including merchandise, publications, and auction items, etc. S) Program support American Trails will be forming a program team and will be reaching out to the host community for recommendations for very knowledgeable people in the world of trails to serve on this committee. We are not requesting you list potential prospects at this time, but be prepared to offer suggestions when the time comes. We would request that at least two local representatives serve on this committee. We will send out the Request for Proposals (RFP) for the Call for Presentations far and wide, locally, nationally, and internationally. Please provide us a sampling of your local success stories or creative ideas that you might propose for the program.


T)

Site visit The goal is for the American Trails staff to review all of the proposals submitted, and narrow them down to the top three to five proposals. We will recommend these top proposals to the American Trails Board for them to review and then ask for their recommendations on which host communities to visit. We intend to do site visits in October and November 2016. If a site visit is requested, please confirm your commitment to provide the American Trails representative with an airline ticket, complimentary sleeping room, and rental car (if needed). (Please note: A complimentary room is being requested of the main host hotel (item F).) During the site visit, we request the local host to provide tours of the convention center; host hotels; Trails Rock Party location(s); possible Outdoor Trade Show, Legacy Trail, and Sustainable Trails Workshop locations; as well as a tour of trails in your area and other areas of interest (a 2-3 day visit). It is anticipated that a decision to determine the host community for the 2019 Symposium will be made by January 31, 2017.

U) Interest in hosting the 2021 Symposium If you are not selected as the 2019 host site, would you be interested in hosting the 2021 Symposium? If you are considering bidding on a future Symposium (including the 2021 Symposium) then we strongly encourage you to attend and exhibit at the 2017 Symposium. If we choose a host community for the 2021 Symposium within this bidding process, then it would be expected that the host community would attend and exhibit and start promoting the host community at the 2017 and 2019 Symposiums. You would also be given time at the Closing Luncheon to make an announcement. American Trails’ goal is to better serve the trails community by varying the location of the Symposium and moving it around the country.


EVALUATION CRITERIA Criteria for selecting the host community for the 2019 (and possibly the 2021) Symposium is judged on many factors including the host community’s ability to provide the support as outlined in the Narrative Specifications. The American Trails Board will evaluate bids based primarily upon the information provided in your proposal. The following are also included in the evaluation process (some of which are outlined in the Narrative Specifications): • • • • •

• • • • • •

• • • • • • • • • • • • • •

Potential number of attendees from local, State, and adjacent States National and international draw of host community Proximity to trails and outdoor recreation opportunities Proximity to the airport and transportation options and costs The host community must commit to providing extraordinary levels of support to the Symposium. Preferential consideration will be given to the host community that commits a staff member or members to provide substantial paid staff time for Symposium planning, especially in the last six months leading up to the event. Excellent success stories to share Variety and caliber of potential mobile workshops Local experts that can present on a variety of topics Assurance that there will be enough volunteers, paid agency staff, and organization members to assist in carrying-out the Symposium and assisting in the areas outlined for the host community in the Narrative Specifications Ability to provide exceptional promotion of the conference, the local community, and State Commitment that the community will highlight American Trails’ work that provides trail professionals and advocates tools and information to do their good work easier and better, and to – bottom line – develop and maintain more sustainable trails to better serve trail users of all types, ages, and abilities Assurance of community support for fundraising Potential of securing exhibitors and sponsors Commitment to approach and secure potential funders/supporters, as well as to open doors for American Trails to reach out for fundraising support for the Symposium Secure in-kind contributions and discounted rates to offset expenses Quality of the hotels and convention center Complimentary conference meeting space (DEAL-BREAKER) Agreeing to concessions as listed and other needs under the convention center and hotel sections of the Narrative Specifications Affordability of host hotel(s) Commitment to food prices Great local restaurants nearby Interesting things to see and do around town Ease and affordability of public transportation options Letters of support from the host community – that include a variety of up front commitments to the Symposium And, hospitality of the community

A reminder that an equally important gauge of success is that the Symposium meets the financial targets set forth in these specs. As part of this overall evaluation, American Trails may request additional information and/or request a site visit. 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 28 of 35

Preferential consideration will be given to host communities that fully commit to the partnership with American Trails, commit to meeting the financial targets, as well as commit to extensive marketing of the Symposium. It is anticipated that a decision will be made by January 31, 2017. Applicants will be notified of both successful and unsuccessful proposals. Promotion of the chosen city and State will begin immediately for the 2019 Symposium. A reminder that once the host community has been selected, a Letter of Commitment will be signed by the primary partners and American Trails confirming the roles and commitments of all parties, as outlined in the narrative. Please note: During the Symposium planning process, some of the requirements outlined in the Narrative Specifications (including numbers and items) are subject to change. Any changes will be brought to the host community’s attention immediately.


SUBMISSION INSTRUCTIONS Symposium proposals must be emailed/postmarked by September 15, 2016. Step 1: Please email your narrative to [email protected] by the deadline of September 15, 2016. Whenever possible, we strongly encourage you to include links to appropriate websites and attachments as this will be provided to the American Trails Board for their review (along with any hard copy brochures and maps sent). Step 2: Please mail or ship a package postmarked by the deadline that includes at least one printed copy of your narrative along with any support letters and attachments to one of the addresses below. If you wish for all Board members to receive hard copies of your support letters or attachments, you must provide 11 copies of each item. Via USPS: American Trails Attn: International Trails Symposium Proposal PO Box 491797 Redding, CA 96049-1797 Via FedEx, UPS, etc.: American Trails Attn: International Trails Symposium Proposal 2400 Washington Ave, Ste 400 Redding, CA 96001

Questions? Candace Mitchell Executive Assistant and Communications Specialist [email protected] (530) 605-4395


ADDENDUM #1 – About American Trails American Trails American Trails is a national 501(c)(3) nonprofit organization that has been working for over 28 years as a forum and a catalyst to improve the quality of life for everyone, as well as for the betterment of our world. American Trails’ work advances the development of sustainable trails, greenways, and blueways. Through collaboration, education, and communication, American Trails raises awareness of the value these trail systems offer and enables those who build, maintain, use, and dream of trails. American Trails was born in 1988 from the merger of two groups, the American Trails Network and the National Trails Council, which sponsored the first National Trails Symposium in 1971. The Symposium is still our longest-running tradition. The American Trails website, www.AmericanTrails.org, is one of the world's most comprehensive online sources for planning, building, designing, funding, managing, enhancing, and supporting trails, greenways, and blueways. American Trails seeks trails, greenways, and blueways that promote: • Accessibility: A national infrastructure of trails and greenways that are a part of everyday life and accessible to all people of varying abilities, ages, and backgrounds • Healthy lifestyles: Improved fitness, health, and well-being for all people through trails and greenways that offer opportunities for physical activity, recreation, rejuvenation, and preventative health care • Economic vitality: A trail system that contributes to the financial strength and attractiveness of a community by enhancing business opportunities, tourism, and property values • Sustainable development: A trail system that offers alternative transportation opportunities, contributes to the health and vitality of a community, and connects people to nature • Best practices: Innovative, sustainable, and technically sound guidelines that are understood and applied by decision makers in the planning, design, development, and construction of high quality trail systems • Experiences in the outdoors: Responsible and enjoyable opportunities that are afforded to all trail users and contribute to each community of trail recreationists • Appreciation for the outdoors: Inspiring trail experiences that cultivate an appreciation for our natural and cultural heritage • Learning in the outdoors: Formal and informal educational and interpretive opportunities that promote understanding of our “sense of place” • Connectivity: Trail systems that link communities, natural areas, and people American Trails coordinates the International Trails Symposium every two years, sponsors the American Trails’ National and International Trails Awards Program, oversees the National Trails Training Partnership (NTTP), hosts webinars via our Advancing Trails Webinar Series, serves as the lead nonprofit for the National Recreation Trails (NRT) Program, produces the American Trails Magazine (three issues per year) and the monthly Trail Tracks e-Newsletter, and fosters cooperation and communication among trail users. America’s diverse network of trails provides great satisfaction and inspiration to U.S. citizens and international visitors. These trails accommodate many types of visitors and uses and are often managed through public/private partnerships involving volunteers. American Trails’ work helps address today’s critical issues: how to increase physical fitness and mental well-being, strengthen family ties, offer healthier lifestyle choices, and provide safe routes for transportation. American Trails’ national headquarters is located in Redding, California (the site of the 2000 National Trails Symposium). Learn more about American Trails and past Symposiums by visiting www.AmericanTrails.org. 2019 American Trails International Trails Symposium ~ HOST BID PACKET | Page 31 of 35

ADDENDUM #2 – Testimonials from Past Symposium Host Communities  Testimonials from Portland, Oregon 2015: “Metro, the regional government for the Portland metropolitan area was honored to serve as the local host for the International Trails Symposium (ITS). To have 700 plus of the top leaders, citizen advocates, and trail planners from all over the country and world come to our region was amazing. The friendships and contacts everyone made will be everlasting. I was quite impressed with the delegations from the 17 foreign countries. I plan to hike on the trails in Spain and Japan someday, hopefully sooner than later. Only at the ITS, could I meet so many trail leaders by just crossing the street from our office to the Oregon Convention Center. The workshops and keynote speakers were informative and visionary. I have made new contacts with trail planners in Ohio, Florida, Colorado, and even locally from Oregon and Washington. American Trails staff and board members, panel members, sponsors, and all of our volunteers recruited by The Intertwine Alliance were great to work with and made the conference the great success it was. I particularly enjoyed the mobile workshops, panels, and serving as a mentor for our young emerging leaders. It was good to see the faces of tomorrow. This was actually my first Trails Symposium and I am glad to have been on the planning committee. This is the best trails conference I have attended! I look forward to the next Symposium in 2017 and [for staff to] come back to Portland for a visit!” Mel Huie, Regional Trails Coordinator Metro Regional Government “The International Trails Symposium was an important event for the Portland-Vancouver region to host. While we have a reputation of forward-thinking and innovation around trails and trails development here, this platform gave us an opportunity to share our successes with individuals involved in this work from around the world as well as opening our eyes to the amazing work going on in other places. The chance for our local practitioners to directly connect with those from outside the region and be so inspired will help us take our work to the next level and keep us from resting on our laurels. It was a very jam-packed week of information and inspiration for all involved with some of the most accomplished professionals in the field. The collaboration with PTBA was a huge plus and upped the ante on bringing even more technical expertise to the table. It was an honor to play a role in its success and assist American Trails in this important effort.” David Cohen, Program Manager The Intertwine Alliance  Testimonial from the Fort McDowell Yavapai Nation Hotel & Conference Center (on tribal land) near Fountain Hills, Mesa, and Scottsdale, Arizona 2013: “From the standpoint of an advocate for the Arizona National Scenic Trail the 2012 International Trails Symposium at Fort McDowell was able to showcase the Trail as well as several of the programs, like the Gateway Communities Program, that the Arizona Trail Association has ongoing. One section of the trail that had been in bad need of maintenance was miraculously put into good order due to the efforts of one of our Trail friends at Arizona State Parks, who then lead a hike on it as one of the mobile workshops! Additionally, the Symposium brought together 17 powerful young emerging leaders with the first annual Hulet Hornbeck Scholarship. What an energetic, intelligent and involved group of trail folks! They vowed to stay in touch after their week together and they have done so. We will be hearing from these


talented people again as they build their careers and begin to impact trails all over the country and the world.” Bill Gibson, State Trails Coordinator, BLM AZ State Office & Phyllis Ralley, Public Information Specialist, BLM AZ State Office  Testimonials from Chattanooga, Tennessee 2010: “The 2010 American Trails National Symposium united Tennessee trail organizations that normally do not get together, raising the consciousness of the many trail projects that are occurring at the local, state, and federal levels. The National Symposium also emphasized the importance of the many private nonprofit trail organizations that are often the movers of these various trail projects. The Tennessee Department of Environment and Conservation was pleased to be a Bald Eagle sponsor of this event and to help showcase the many natural attributes that Chattanooga, TN has to offer.” Bob Richards Tennessee Greenways and Trails Program Coordinator “Having the American Trails National Symposium come to Chattanooga was an amazing experience. For me, the best part was working hand-in-hand with the regional trails community and getting to know them so well. Area attendees were amazed at the quality of presenters brought in for the program and their ability to participate in the symposium by having it locally. I'm thrilled we were able to support our local businesses during this difficult economic time. And we continue to hear about participants who plan to come back soon with their families for a vacation.” Alison Bullock, Community Planner NPS Rivers, Trails & Conservation Assistance  Testimonial from Little Rock, Arkansas 2008: “Prior to the Symposium, the Arkansas Highway and Transportation department had rescinded 18 months worth of federal recreational trail funding to the federal government. Transportation Enhancement funding had been allocated for the development of Arkansas Welcome Centers for 10 years (2002 – 2012). This meant that NO funding for trails was available in our state. Bringing the Symposium to Arkansas helped highway department officials realize the importance and impact of active transportation. Recreational trails funding was restored and even increased in subsequent grant rounds. Further, the Department changed its policy toward cycling from “it will be another 20 years until cycling is a viable form of alternative transportation in Arkansas” to “Bicycling is a viable form of alternative transportation in Arkansas.” The Symposium led to an early January trails funding campaign and establishment of the state’s first state-funded trail grant program with a pledge of $1 - $2 million annually. The vote in the House of Representatives was 99 for – 0 against. The vote in the Senate was 35 for – 0 against. One of the major supporters of the project was Mrs. Jim (Lynn) Walton of Bentonville. Over 150 letters of support for the grant program were gathered from doctors, lawyers, bankers, clerics, city leaders, county judges, and chamber leaders in support of the grant opportunity. The National Trails Symposium was a boon for Arkansas, the cities of Little Rock and North Little Rock, and Pulaski County. It led to new trail funding and establishment of new priorities for active transportation in our state’s Highway Department. Would we do it, again? YOU BET WE WOULD! Besides the incredible learning opportunities, fundraising challenges, and logistics of planning such a


large educational conference, Arkansans went home with incredible amounts of new knowledge leading to more and better trails opportunities in our gorgeous state. Attendees discovered our incredible beauty, sophistication, and plethora of opportunities for outdoor activities close to home amongst some of the prettiest scenery anywhere.” Terry Eastin, Executive Director, Mississippi River Trail, Inc. Owner, Eastin Outdoors, Inc. 2008 National Trails Symposium Co-Chair  Testimonial from Quad Cities of Iowa & Illinois 2006: “The Quad Cities continues to see positive impacts of the 18th National Trails Symposium it hosted more than three years ago in 2006. The Quad Cities of Davenport/Bettendorf, Iowa and Rock Island/Moline, Illinois are admittedly not necessarily well known as a destination for a national convention but we were pleased that our trail system drew the attention of and was recognized by a national trails audience. I don’t know of any other way we could have brought such positive attention to not just our trails but also our community, amenities and hospitality. The National Trails Symposium brought together many diverse organizations to serve on the planning team. Trail users of all kinds, state trails agencies, local trails agencies, not for profit groups, a major global corporation like John Deere, community leaders, business leaders, media and more all came together to build a stronger community by working together by building a stronger National Trails Symposium. In terms of economic development, more than 600 trails enthusiasts spent a week exploring our trails and using more than 1,500 room nights for direct spending of more than $1,000,000. Does your community need $1,000,000? Host the 2012 National Trails Symposium.” Joe Taylor, President/CEO, Quad Cities Convention & Visitors Bureau Advisory Board Member, American Trails Co-Chair, American Trails National Trails Symposium Committee  Testimonials from Austin, Texas 2004: “Prior to the Symposium, we had approximately $3.5 million worth of trail projects in the pipeline. Then after the event we have received another $10 million in funding from the Department of Transportation for trail building. Right now the future of regional trails in and around Austin is very bright. I estimate another $10 million in regional trail work will be awarded this year to Central Texas communities. Everyone, from elected officials to neighborhoods to developers, is getting into the trails movement. Things couldn’t be better, except that I am now too busy to do much else. It’s a good problem to have though.” Butch Smith, Senior Planner City of Austin Parks and Recreation Department Symposium Mobile Workshops Chair “The fallout here has been a strong renewed interest in supporting trails in Texas. Thanks for that!” Bud Melton, Co-Owner, Bowman-Melton Associates, Inc. Symposium Sponsorship Team Chair


Testimonials from Orlando, Florida 2002: “Participation in the National Trails Symposium truly helped to elevate the awareness of our program and the benefits we can provide to the public with greenways and trails. In addition, it generated dialogue and an exchange of ideas between various groups, fostered new partnerships, and bolstered current partnerships.” Jena Brooks, Director, Florida Office of Greenways & Trails (OGT) “Working with American Trails on the Symposium reaffirmed the importance of our partnerships with counterparts nationwide. Bringing this national forum to Florida will also likely yield benefits to greenways and trails efforts throughout the Sunshine State well into the future. The response has been excellent!” Jim Wood, Assistant Director, Florida Office of Greenways & Trails Program Chair for the 16th National Trails Symposium “Following the September 11th attack, Florida’s tourism industry was hit hard. In addition to being an excellent opportunity to highlight Florida’s greenways and trails, the Symposium greatly benefited the local economies in the surrounding area. It exposed participants from around the country to the other attractions central Florida has to offer.” Dianne Redd, Public Information Administrator Florida Office of Greenways & Trails (OGT) Co-Chair for the 16th National Trails Symposium  Testimonial from Redding, California 2000: “I would like to say that it was my vision and hard work that made [the Symposium] such a success. The truth is I would have failed miserably if not for the enthusiastic support of our City Manager, City Council, local corporate sponsorships, and over 300 volunteers, many of whom I had not previously known. Participation in the National Trails Symposium truly helped to elevate the awareness of our program and the benefits we can provide to the public with greenways and trails. In addition, it generated dialogue and an exchange of ideas between various groups, fostered new partnerships, and bolstered current partnerships. By far the more important benefit is having the national attention focused on the trails efforts in your community and region. That attention will help you and your partners to develop a stronger sense of community place, pride in your accomplishments, and a belief that you can do much more. It certainly did not hurt that California State Senator Johannessen used the media attention of the 2000 Symposium to present Redding with $3,000,000 for its trails program. The relationships fostered during the planning and implementation of the Symposium created the catalyst for accelerating the development of two of our regional trails programs: the Shasta Trinity Trail and the Sacramento River Parkway. With our newly found determination, broader vision and greatly expanded egos, no mountain pass was too high and no pedestrian bridge was too expensive.” Terry Hanson City of Redding Parks and Recreation Department Board Member, American Trails
