Western Museums Association
2960 San Pablo Avenue
Berkeley, CA  94702
(510) 665-0700; Fax (510) 665-9701
Website: www.westmuse.org 

 Request for Meeting Site Proposals

The Western Museums Association invites proposals for annual meeting sites in 2011 and after.

The Western Museums Association’s annual meeting is a four-day gathering featuring speakers of national caliber, an impressive line-up of sessions, pre-meeting workshops, an exhibit hall attracting vendors from throughout the country, special tours, and evening events. The meeting has traditionally begun on a Wednesday with pre-meeting workshops and wraps up on a Saturday evening (as an alternative, may also run from Sunday – Wednesday). The meeting dates should ideally fall between the third week in September and the third week in October. In all years, the meeting dates (including travel dates) must not conflict with the Jewish holidays.  

The meeting focuses attention on museums in the host community, through both a region wide media campaign promoting the meeting, and number of site-related events developed by a local host committee.

Attendance has ranged from 400-800, although the peak room block is about 175-200/night and total room nights blocked has averaged 600-700.  In addition, the meeting normally spends a minimum of $10,000+ on catering for lunches, breakfasts, and dinners (not including the meals and other services that delegates pay for outside of the organized meeting program) and up to $5,000 for audio visual services.    

SELECTION CRITERIA

1. Strength of host museum community
The active involvement of host museums in planning and implementing the meeting is critical to the program’s success. The collective strength of institutions in the host community also plays a significant role in meeting attendance. Museums in the host city must be willing to participate in assisting the WMA board and staff in meeting planning, execution, and helping to secure volunteers from the local area. These contacts and commitments of support for the site proposal are generally secured by WMA board members.

2. Support of the corporate community, local and state agencies, and local tourism offices
The association seeks financial and in-kind support from the corporate base, and local tourism entities of the host community in order to ensure that the program is accessible to professionals of all levels and institutions of every size. The proposal should include the names of possible corporate and other sponsors and financial or in-kind supporters of the meeting.  

3. Adequate meeting space
A facility is required that provides superior accommodations, amenities, and adequate meeting rooms. The requirements include:

  • Internet connections at no or minimal charge throughout meeting spaces.
  • 5 - 6 meeting rooms with theater style seating capacities of 75-115 people each
  • 3-4 rooms capable of seating 30-70 for meals
  • A ballroom which can accommodate a 30 – 40 -  8’x10’ booth trade show and general session (450 - 500 people) concurrently
  • A minimum of 175 - 200 sleeping rooms
  • Preferably in a downtown or other location near museums, other cultural attractions, transportation and restaurants. Will also consider a resort facility with nearby museums.

4. Competitive hotel and catering rates

Competitive rates enable the association to keep registration fees reasonable for a nonprofit market. In recent years the prices for hotel rooms booked by delegates at the WMA meeting, for both single or double occupancy, has ranged from $89.00 to $149.00 – the higher rates have been resort accommodations. The costs for breakfast, lunch and dinner meetings have been held to approximately $14.00, $20.00, and $35.00 respectively (inclusive). The board and staff of the association need to keep costs in line with historic experience as affordability greatly affects the turnout for the meeting.  

PROPOSALS SHOULD INCLUDE:

1. A letter from the host museum(s) outlining the ability of the local community to achieve the above criteria.
2. Two or more proposals from local meeting hotels that have the required space and can meet the financial requirements. They should outline the dates available and room rates for the period being considered.
3. Letters of support from the local tourism bureau, city officials, the corporate community, and directors of other museums in the area that would likely participate in the meeting program and social events.

RECENT/FUTURE MEETINGS SITES:

2014 Open

2013 Open, HI

2011 – Open

2010 – Portland, OR                  -Doubletree Lloyd Center          

2009 – San Diego, CA               -Catamaran Resort and Spa

2008 -  Anchorage, AK               -Anchorage Hilton

2007 – Oakland, CA                   -Oakland Marriott City Center

2006 – Boise, ID                        - Grove Hotel    
2005 – Pasadena, CA                 - Westin Pasadena        
2004 – Seattle/Tacoma, WA       - Tacoma Sheraton       
2003 – Reno, NV                       - Eldorado Hotel
2002 – Tucson, AZ                    - Westin La Paloma
2001 – Palm Springs, CA           - Palm Springs Marquis 
2000 – Victoria, B.C.                  - Victoria Meeting Centre/Empress Hotel (Fairmont)
1999 – Sacramento, CA             - Hyatt Sacramento
1998 – Anchorage, AK   - Captain Cook Hotel
1997 – San Diego, CA               - US Grant Hotel
1996 – Salt Lake City, UT           - Holiday Inn
1995 – Oakland, CA                   - Claremont Hotel 
1994 – Honolulu, HI                  

 

Please review these guidelines and call WMA prior to submitting a proposal. Direct Proposals to: Elida Zelaya, Executive Director, Western Museums Association, PO Box 8367, Emeryvillel, CA 94662   Ph: (510) 665-0700 / Fax: (510) 665-9701; E-mail: elida@westmuse.org