Spokane in 2015 Worldcon Bid Filing Overview 2

Transcription

1 Spokane in 2015 A Bid to Host The 73 rd World Science Fiction Convention ( Worldcon ) in the Pacific Northwest in Spokane, Washington, USA August 19-23, 2015 submitted by: Sally Woehrle and Alex von Thorn using material from Bobbie DuFault edited by Marah Searle-Kovacevic February 26, 2013 info@spokanein2015.org

2 Spokane in 2015 Worldcon Bid Filing Overview 2 Table of Contents Executive Summary...2 Overview...3 About SWOC...3 Timeline...4 Facilities...4 Governance and Authority of SWOC...5 Bid Setup and Operations...6 Convention Management and Operations...7 Included Documents...8 Executive Summary City: Spokane, Washington Dates: Wednesday, August 19 to Sunday, August 23, 2015 Primary Venue: Spokane Convention Center, 334 West Spokane Falls Boulevard, Spokane, WA Hotels: Doubletree by Hilton Spokane City Center, The Davenport Hotel, Red Lion Inn at the Park, Red Lion River Inn, and others Convention Co-Chairs: Bobbie DuFault and Sally Woehrle Sponsoring Organization: SWOC (Seattle Westercon Organizing Committee Details of Governance: The Spokane Worldcon committee operates under the aegis of SWOC, the Seattle Westercon Organizing Committee, which has previously hosted four Westercons and the North American Science Fiction Convention in Contracts, bank accounts, tax filings, and other legal requirements are conducted with SWOC, a 501(c) non-profit corporation in the state of Washington. At a general meeting of SWOC held at Norwescon on April 24, 2011, the SWOC board of directors voted to create the Spokane in 2015 Worldcon Bid, naming Bobbie DuFault and Sally Woehrle as co-chairs of the 2015 Worldcon, should the bid win the site selection vote, and naming Alex von Thorn as chair of the bid. The Board of Directors is responsible for selecting the person who will be the Chair (or Co-Chairs) of the convention. (item 3, page 5). Should the position of Chair become vacant (for reasons of incapacity, resignation, or removal), the SWOC Board of Directors will name a replacement as Chair. SWOC may, with just cause, dismiss the convention Chair if it becomes necessary in order for the objectives and responsibilities of the convention to satisfactorily be met. (item 7, page 7).

3 Spokane in 2015 Worldcon Bid Filing Overview 3 Overview Spokane in 2015 is a group planning to bring the World Science Fiction Convention (Worldcon) to the Spokane Convention Center and surrounding hotels in Spokane Washington over a five-day period in August Spokane in 2015 is an independent sub-committee of the Seattle Westercon Organizing Committee (SWOC). SWOC has bid for and run four Westercons and a North American Science Fiction Convention (NASFiC). Committee members (division and department heads, etc.) will be recruited from around the world to ensure the best possible convention. About SWOC The Seattle Westercon Organizing Committee (SWOC) was formed on November 4, 1990 with the intent of bidding for and hosting a Westercon. It was hoped that there would be support for this project and that the project would prove to be a way to unify Northwest fandom. This project worked so well that not only did Seattle win the bid and host the 46th Westercon in 1993, but also they went on to bid for and host three other Seattle Westercons. Seattle hosted Westercon 50 in 1997, Westercon 56 in 2003, and Westercon 65 in They also bid to host the NASFIC in 2005 and won. SWOC has the desire, resources, and organizational experience necessary to take on other significant projects. Today, SWOC has moved towards helping the Pacific Northwest gear up to host a Worldcon. SWOC remains committed to the ideals of openness and fairness that helped the group succeed in their earlier endeavors. In a continuing effort to promote and expand the talent pool of willing conrunners, SWOC has also hosted several local convention planners conferences. The group sponsored ConComCon 2 and 3. In the year 2000, the membership of that year s ConComCon, or C- Cubed as it has come to be called, decided to bring it under the organizational leadership of SWOC. SWOC is a fully qualified charitable organization with a 501(c)3 tax-exempt status recognized by the Internal Revenue Service. In support of this status, all events sponsored by SWOC are of a literary, charitable, and educational nature.

4 Spokane in 2015 Worldcon Bid Filing Overview 4 Timeline SWOC decides to bid for Worldcon April 2011 Spokane in 2015 Worldcon Bid publicly announced May 2011 Secured reservation at the Spokane Convention Center Summer 2011 Completed business plan and recruit initial committee Summer 2011 Presented bid at Renovation August 2011 Initial meetings with local hotels and businesses Summer 2012 Completed committee organization August 2012 Submit Site Selection Filing Documentation March 2013 Site Selection for 2015 Worldcon at LoneStarCon 3 August 31, 2013 Determine convention theme September 2013 Review contract with Convention Center September 2013 Review contracts with signed hotels, and finalize September 2013 (from letters of intent) with the rest Worldcon 2015 August 19-23, 2015 Facilities The bid will use the Spokane Convention Center and surrounding hotels. Built in , the facility has hosted many major events including trade shows, conventions, and sporting events including the US National Figure Skating Championship in 2007 (which was so successful that they came back in 2010), attracting tens of thousands of attendees on site. Visit Spokane, the local convention and tourism bureau, has been extremely supportive and is looking forward to hosting a Worldcon. The Spokane Convention Center and the nearby hotels will be a perfect Worldcon venue, just the right size and with all the required features. The site is adjacent to the Spokane River and the Centennial Trail, with stunning views of the 100-acre Riverfront Park. We will use a variety of nearby hotels, including the historic Davenport Hotel, all within a short walk of the convention center (most within yards).

5 Spokane in 2015 Worldcon Bid Filing Overview 5 Governance and Authority of SWOC Definitions: SWOC = Seattle Westercon Organizing Committee Bid Chair = Person approved to run the bid by the SWOC Board of Directors. Bid = The organization under the Bid Chair Board of Directors: 1. The Board of Directors for the Worldcon in Spokane in 2015 group shall be the Seattle Westercon Organizing Committee (SWOC) Board of Directors. 2. The Board of Directors shall act as an oversight committee to ensure that the objectives and responsibilities of the Convention are met satisfactorily. 3. The Board of Directors is responsible for selecting the person(s) who will be the Chair of the convention. Notes on Governance 1. By the established practice of SWOC, the selection of a Chair of the convention is considered to be a continuing responsibility and authority of the Board of Directors. The power to select a new or replacement Chair remains with the Board at all times, including replacement for reasons of incapacity, resignation, failure to fulfill the obligations of the Chair, or other issues. 2. The Chair(s) are expected to serve throughout the planning and duration of the convention and to manage the completion of tasks after the convention arising from the operation of the convention. Once the normal tasks of the convention are complete, any remaining assets, liabilities, and other ongoing obligations will revert back to SWOC. 3. For the purpose of SWOC by-laws Article VI, Section 1, Bobbie DuFault will be considered the single individual named by SWOC as chair of the convention. Though as directed by the Board of Directors, Bobbie DuFault and Sally Woehrle will share this responsibility. 4. SWOC's ongoing by-law review process will address the question of naming co-chairs, to fully allow the Board to assign event chairs in accordance with the will of the Board and the voting members of the corporation.

6 Spokane in 2015 Worldcon Bid Filing Overview 6 Bid Setup and Operations 1. The Worldcon bid for 2015 shall be referred to as Spokane in 2015 and run as a suborganization of SWOC. 2. Spokane in 2015 will consist of a committee established by the Bid Chair for the purpose of bidding for the right to hold the Worldcon as allowed for under the rules of the World Science Fiction Society, an unincorporated literary society. 3. The Bid Chair will be approved by and report directly to SWOC. The Bid Chair, or his representative, will report to SWOC via and in person where appropriate. 4. The Bid Committee will consist of no less than three members consisting of the Bid Chair, Treasurer, and Secretary. Other appointees are at the discretion of the Bid Chair. 5. The Bid Chair will have the responsibility and authority to determine bid strategy and finances. SWOC can review the strategy and suggest changes. The Spokane in 2015 Worldcon will abide by the Articles of Incorporation of the Seattle Westercon Organizing Committee. 6. The Bid Chair, together with SWOC, will ensure that the bid does not place a financial burden on SWOC without approval of the full SWOC board. The bid's Treasury Department will work with the SWOC Treasurer in the preparation and timely delivery of all tax records and receipts for filing under SWOC. 7. The convention, if won, will be held at the Spokane Convention Center. The bid will coordinate with the Convention Center and hotels on all advertising that mentions the Convention Center or the hotels. The bid will do nothing that changes the contract between SWOC and the Convention Center or hotels. The Bid Chair or his representative has authority to solicit hotels in the area to reserve up to 2500 room nights prior to submission of the application to get on the Worldcon site selection ballot. The SWOC Board must approve any contract prior to signing. 8. The Bid Chair, at his discretion, will obtain advice on strategy from selected members of the fannish community. These advisors will be fully informed on the bid and provide feedback on possible improvements for regional and global strategies. 9. Where practical, the Bid Chair will work together with other Northwest conventions and fan organizations to jointly promote fandom in the Northwest. The Bid Chair does not have permission to offer any agreement that continues after the site selection vote without the permission of the SWOC Board or the designated Convention Chair(s), except where it is in keeping with the traditions of Worldcon.

7 Spokane in 2015 Worldcon Bid Filing Overview The Bid Chair will designate a sub-committee to collect suggestions and tally interest in those selections for Guests of Honor. The group's mailing list and social media channels may be used to solicit suggestions for potential Guests of Honor. Authorization is given to the Bid Chair or his representative to approach the above named choices for Guest of Honor in an order agreed upon. These decisions will be made and the first invitations sent out no later than the end of May Guests will be selected prior to the site selection vote for the Worldcon. 11. If the bid is not successful, a report will be submitted to SWOC listing what worked well for the bid committee and what did not. 12. It the bid is successful, all assets and responsibilities of the bid will be turned over to the Convention Chair(s) and their organization. Convention Management and Operations 1. If the bid is successful, the Convention Chair(s) will be responsible for the establishment of an Operational Convention Committee (Executive Committee) to run the convention and to ensure proper and appropriate management and administration of the convention through the oversight of the corresponding committees. 2. The Operational Committee will include the following roles and areas of responsibility: Vice Chair, Programming, Facility Liaison, Static Events (Dealers Room, Art Show, etc.), Registration, Treasurer, Secretary, Publications, and other areas as may be determined when the staff is organized. 3. The Chair(s) will regularly report directly to SWOC via and in person where appropriate. 4. The Convention Chair(s), together with the Operational Convention Committee, will create and implement an appropriate and effective organizational structure and guidelines for the dayto-day operation of the convention. Each member of the Operational Convention Committee is responsible for staffing the departments in their area as laid out in the organizational structure. 5. Convention staff as appointed by the members of the Operational Convention Committee are to be approved by the Operational Convention Committee. 6. SWOC may monitor the performance of the Convention Chair(s) and the Operational Convention Committee to ensure that they are operating within the guidelines of the Articles of Incorporation of the Seattle Westercon Organizing Committee, this document, and the proper operation of the convention. 7. SWOC may, with just cause, dismiss the Convention Chair(s), should that become necessary in order to fulfill the objectives and responsibilities of the Convention.

8 Spokane in 2015 Worldcon Bid Filing Overview 8 8. The Chair(s) may, with just cause, dismiss any member of the Operational Convention Committee, or their staff, should that become necessary in order to fulfill the objectives and responsibilities of the Convention. 9. The Chair(s) and the Operational Convention Committee will ensure that the rules of the World Science Fiction Society, as defined by the Society, are followed throughout the course of the convention. 10. The Chair(s) shall appoint a subcommittee for the purpose of designing or approving a convention budget. The Treasurer will be responsible for the regular reporting of the status of finances with respect to this budget. The Treasurer will prepare, on a monthly basis, a report to the Chair(s) with the relevant information for reporting to SWOC. 11. Regular convention publications will be produced for the dissemination of information to all members in all categories. Included Documents Contract with the Spokane Convention Center Contract with the Davenport Hotel Contract with the Doubletree by Hilton Spokane City Center Contract with the Red Lion Inn at the Park and the Red Lion River Inn By-Laws of SWOC (Seattle Westercon Organizing Committee)