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

 Request for Conference Site Proposals

The Western Museums Association invites proposals for annual conference sites in 2009 and after. About the conference:

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

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

Conference attendance has ranged from 400-800 from 1994-2004, although the peak room block is about 175-200/night and total room nights blocked has averaged 600-700.  In addition, the conference 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 conference 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 conference is critical to the program’s success. The collective strength of institutions in the host community also plays a significant role in conference attendance. Museums in the host city must be willing to participate in assisting the WMA board and staff in conference 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 these names of possible corporate and other sponsors and financial or in-kind supporters of the conference.  

3. Adequate meeting space

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

  • 5 - 6 meeting rooms with theater style seating capacities of 75-115 people each
  • 2 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 – it is possible that we can adjust the schedule to stage these events at different times to enable use of the same space.   
  • 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 conference, for both single or double occupancy, has ranged from $89.00 to $135.00 – 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 conference.  

PROPOSALS SHOULD INCLUDE:

1. A letter from the host museum outlining the ability of the local community to achieve the above criteria.

2. Two or more proposals from local conference 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 and directors of other museums in the area that would likely participate in the conference program and social events.

RECENT/FUTURE CONFERENCES SITES:

2009 – Southern California

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 Conference 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, 2960 San Pablo Avenue, Berkeley, CA 94702   Ph: (510) 665-0700 / Fax: (510) 665-9701; E-mail: elida@westmuse.org