May 3, 2022
Dear Skål USA Club Leaders,
SKÅL USA EXECUTIVE COMMITTEE MEETINGS RFP
Your Skål USA Executive Committee would like to invite Clubs to submit a proposal to host the Skål USA Winter Executive Committee meeting. This meeting has rotated around the country in the past and it is often an excellent opportunity to reconnect and familiarize a Club with the operations of Skål USA and the greater Skål Movement as well as further augment your membership development efforts. A Club that is selected to host the Winter Executive Committee meeting may wish to re-schedule its regular monthly meeting to a Thursday or Friday evening in order to jointly meet.
The Skål USA Winter Executive Committee Meeting is traditionally in late January or early February. The annual audit has recently been held the day before at the same location. A written proposal must be submitted to the Skål USA Vice President-Administration, no later than August 15. All received bids will be reviewed by the Skål USA Executive Committee and the location will be announced during the NCM webinar in August.
The Skål USA Executive Committee arrives on Wednesday or Thursday and departs on Saturday or Sunday, having met two full days. 20 rooms are required. 11 rooms for the Skål USA Executive Committee and 9 for observers. The auditors arrive a day earlier and require Four (4) rooms. They meet the day before the WEC. Some spouses will attend. Below is a typical schedule and requirements for a Skål USA Winter Executive Committee meeting:
FIRST EVENING: The Skål USA audit team, normally have dinner together at a place recommended by the local Club. Skål USA will assume the cost for audit team. Members. Observers and spouses may attend at their own expense.
FIRST MEETING DAY: The audit team meets from 9:00 AM - 5:00 PM set up conference style double spaced for four people. The use of the meeting room should be complimentary. This meeting is a strict working session and requires some working space around the conference table for papers, records, etc The A/V needs are large screen and projector or television monitor with connection cord for our lap top computer, power strips for computers and internet.
SECOND EVENING: The Host Club will usually plan and host a reception for the Skål USA Executive Committee followed by dinner which can be a club’s monthly meeting. Skål USA changing of the Chain of Office will take place during this event. Skål USA has budgeted $39 inclusive, per Executive Committee member to help the host club cover dinner costs. Observers and spouses may participate at their own expense. Group transportation may need to be coordinated and arranged.
SECOND MEETING DAY: Executive Committee has all-day meeting (9:00 AM – 5:00 PM) set up conference style, double-spaced for 10 people. The use of the meeting room should be complimentary. This meeting is a strict working session and requires some working space around the conference table for papers, records, etc. Be sure that the table is large enough for the Executive Committee to be comfortable and be able to work in a good business atmosphere. The Executive Committee will also have audio-visual needs and will look for access to a projector, screen, flip charts and internet for the meeting, please include the individual A/V costs in your proposal.
THIRD MEETING DAY: Executive Committee has all-day meeting (9:00 AM – 5:00 PM) set up conference style, double-spaced for 10 people. with approximately 10 additional chairs around the room for observers that may participate. The use of the meeting room should be complimentary. This meeting is a strict working session and requires some working space around the conference table for papers, records, etc. Be sure that the table is large enough for the Executive Committee to be comfortable and be able to work in a good business atmosphere. The Executive Committee will also have audio-visual needs and will look for access to a projector, screen, flip charts and internet for the meeting, please include the individual A/V costs in your proposal.
THIRD EVENING: The Skål USA Executive Committee, guests and observers normally have dinner together at a place recommended by the local Club. Skål USA will assume the cost for Executive Committee Members. Observers and spouses may attend at their own expense.
Meeting Food Requirements: Coffee, tea and water must be available in the meeting room in the morning and refreshed for the afternoon session. Lunch is traditionally taken in the hotel restaurant with everyone ordering from the menu. Typically, menus are brought into the meeting room in the morning and everyone places their order. The hotel advises the group when lunch is ready and the group proceeds to the dining room. The Executive Committee lunch will be signed to the master account. Observers and guest will pay individually for their own lunches. If no restaurant is available a separate lunch must be arranged that would consist of soup, salad, sandwiches, dessert, soft drinks, coffee and must not exceed $25.00 inclusive of tax and gratuities. The restaurant option is more favorable as people can select what they want to eat and is a more efficient use of time.
ROOM CHARGES: Best possible rate. A small suite for the Skål USA President is desirable. Provide rates for early arrivals or late departures. Rates for Thursday and Friday should be no more than $140.00 tax inclusive, with breakfast included. Observers are responsible for their own expenses. Hotel should be comfortable and convenient for reasonable transportation from a major airport.
OTHER DETAILS: The Host Club may arrange anything else if they wish. This is strictly a local option. However, nothing may be scheduled for the Board Members during the business day on Friday. Should spouses attend they will have all day Friday open. Normally the Host Club will arrange a tour or some other entertainment for them, if possible.
Please contact Skål USA Vice President-Administration, Alton Hagen at Alton.Hagen@SkalUSA.org with have any questions.
Yours in Skal,
Richard Scinta
President
