Ladies and Gentlemen, get your creativity going and set your ambitions high - NAMHSA is pleased to present the NAN 2015 BID SPECIFICATIONS!
GENERAL INSTRUCTIONS FOR PLACING A BID FOR THE 2015 NAN LOCATION:
Bids must address ALL required questions and specifications. Generally, more information is a plus. Creativity is encouraged with regards to ways to draw exhibitors to this show. Companion events are encouraged but will not be run by NAMHSA. The *entire* bid package will be considered, not just the hall costs and location. Bids for NAN 2009 and 2011 have been posted publicly and may be consulted for reference.
Good luck!
SHOW HALL REQUIREMENTS:
1. Ensure that the show hall is available for show dates between June 21 and August 19, 2015.
2. Friday through Sunday rental (show dates) are preferred, though weekday rental will be considered.
3. NAN staff must have access to the show hall from at least 6:30 am each day through 11 pm each evening. Access on the day prior to NAN (e.g., Thursday afternoon) and longer access/24 hour access is desirable.
4. The budget for three day show hall rental plus any necessary table and chair rental and set up must not exceed $12,000. Please specify if the tables and chairs are included in the show hall rental cost or are an additional cost. (Other related costs such as insurance, security, internet lines, PA system etc. may be extra and are not considered part of the $12,000 budget.)
5. Specify the show hall size (square footage) and layout (room shape etc.). The show hall must be a minimum of 12,000 square feet and not exceed 20,000 square feet. *Exception*: Proposals for a show hall between 10,000 and 11,999 square feet will be considered *if *accompanied by a diagram that demonstrates how at least 125 showers can be accommodated, along with all necessary administrative and show space.
5a. Show halls should be equipped with Air Conditioning.
6. A minimum of 120 six to eight foot long tables are needed and more may be needed, depending upon the number of entrants. Either the show hall must include the necessary tables, or a plan must be described to conveniently rent the tables and have them set up by 6:30 am on the first day of the show. Note that the table rental cost (if any) must be included in the $12,000 budget.
7. A minimum of 250 chairs are needed (more may be needed, depending on the number of entrants), with padded chairs preferred over plain metal chairs. Either the show hall must include the necessary chairs, or a plan must be described to conveniently rent the chairs and have them set up. Note that the chair rental cost (if any) must be included in the $12,000 budget.
8. The hall must provide or have a mechanism for a minimum of 2 working connections to the Internet. The show CANNOT run without at least two internet connections.
9. The hall must have a minimum of 4 working electrical outlets in the same area for use by the NAN Management/Registrar
10. The hall must provide a PA system, or a plan must be described for renting or otherwise securing a PA system.
11. The hall must provide a very large white board, or a plan must be described for renting or otherwise securing a very large white board. Also acceptable is demonstrable ability to project class changes onto a wall visible from all locations in the show hall.
12. There must be easy access to and from the show hall for both staff and entrants. Keep in mind that entrants and staff will need to transport large boxes, bins, rolling carts etc., into the show hall.
12a. Describe methods of access to show hall. Direct access on same level from unloading area or loading dock is preferred, though not mandatory. If elevator access is necessary, please describe number available and their sizes. Please state if escalator or stairs are required to gain access to the hall. Please describe access for persons with disabilities, if not on the same level or by elevator
13. Be sure to describe the show hall in detail. Is it carpeted? How is the lighting? Is it a stand-alone building or in a larger building? Are Restrooms/Vending/Water in close proximity?
VOLUNTEER REQUIREMENTS:
1. Preference will be given to bids that include the names and contact information for TWO TO THREE individuals who have committed to serve as either NAN Chair, NAN Co-Chair, or NAN Registrar for 2015. These individuals are not required to reside in the area or region of the show hall. While preference will be given to bids that include these named volunteers, including these named volunteers is NOT a requirement to submit a bid, and all complete bids will be considered.
2. The bid must include the name and contact information of one individual who is LOCAL to the show hall who will serve as a local liaison. This service may include trips to the show hall to answer questions about parking, layout etc., contacting show hall personnel, answering general questions about the locale, etc.
ADDITIONAL BID REQUIREMENTS:
Please address each of the points listed below:
1. Rental Process: Describe the rental process and agreement. For example, if a down payment is required, how much is it and when is it due? When is complete payment due? What is the cancellation policy? Who is the primary contact for the show hall rental? Other details are encouraged.
2. Extra costs: What are the extra needs and costs associated with the show hall? For examples: Is the room internet ready or is Wi-Fi needed? What are the costs of obtaining internet connections to the hall? What is the cost of the PA system and white board/projector?
3. Catering/Food Policies: Describe the options and policies related to food and meals. For example, does the show hall have its own catering? Is use of that specific catering required? What are the catering menus and approximate costs per person? What is the policy on outside food? Are entrants allowed to bring in coolers etc.? Other details are strongly encouraged.
4. Security: Describe the show hall security. Is security available with the rental or is it required? What are the costs of security if not part of the rental? Can the show hall be locked overnight?
5. Janitorial: Describe the janitorial service. Is it included as part of the rental? What is the fee to have it done if it is not included with the rental?
6. Other requirements: Does the hall have other requirements, e.g., do they require an insurance policy - and if so, for what amount? Are paramedics required on the premises?
7. Parking/Loading: Is parking (for staff and entrants) free or is there an extra charge? How far away is the parking? What are the unloading/loading options - is there a place to drive up to the show hall (then park)? Details are strongly encouraged.
8. Hotels: Is the show hall associated with a host hotel? If so, is there a minimum room rental? Will room rentals affect the show hall rental price? What is the range of room prices? Are there other hotels within walking distance? Are there other hotels within a 10 minute drive? What is the range of room prices? Details are strongly encouraged.
9. Restaurants: What restaurants are located within walking distance of the show hall? What restaurants are located within a 10 min drive of the show hall?
10. Auction/Raffle Legalities: What are the city/county/state laws and requirements regarding Auctions and Raffles? What is the relevant tax rate, and how is a temporary tax id obtained? Note - obtaining this information will require conversations with local/state government and is *required* for a complete bid.
11. Auction/Raffle Space: Does the show hall have space for a NAN auction? If there is not sufficient space, is there a nearby location for the auction? What is the square footage of the nearby location and how close to the show hall is it? Is there an additional cost for the extra space and if so, how much?
12. Regional show base: Describe the hobby populations that are within a 6 and within a 12 hour drive of the show hall. Hobby populations are "greater metro areas" with a significant number of showers - for example, Denver, CO, Dallas, TX etc. It may be useful to consult the archive of NAMHSA member shows when addressing this question. In addition, please state how many NAMHSA member shows were held in the general region of the show hall (within 2 hrs drive) in the last year, and how many showers typically attend NAMHSA member shows in the general area of the show hall.
13. Air travel: What are the nearest airport(s) to the show hall? How long is the ride/drive from the airport to the hotels and show hall and what options are available for that trip (e.g., shuttle, subway, cab, etc.)? What airlines service the nearest airport(s)? A list of major airlines that service the nearest airport is appreciated.
14. Other Activities: Companion events are encouraged but will not be run by NAMHSA. This includes vendor space at NAN. Any bids including a vendor space will need to ensure their own coordinator for vending and include details regarding space for vendors, cost of said space, legal requirements (taxes, ordinances, facility regulations, etc.) and proximity to the show hall itself.
15. Activities for Non-Showers: What are the nearby points of interest? Are there parks, museums, casinos, or other entertainment opportunities close to the show hall?
DEADLINE FOR BIDS: March 1, 2014
Submit your NAN 2015 bids to NAMHSA President Carra McClelland at president@namhsa.org
Thursday, August 22, 2013
Sunday, August 18, 2013
Nominations Open for the 2014 Member Show of the Year
Starting immediately NAMHSA will begin accepting nominations for the 2014 Member Show of the Year. Any NAMHSA-Approved show held between May 1, 2013 and April 30, 2014 is eligible for nomination.
As with 2013, the 2014 MSOTY Committee will be led by Chris Wallbruch, the current Region 8 Representative.
For more information or to nominate a show visit NAMHSA's MSOTY page at http://www.namhsa.org/forms/NAMHSAMSOTYProgram.htm
As with 2013, the 2014 MSOTY Committee will be led by Chris Wallbruch, the current Region 8 Representative.
For more information or to nominate a show visit NAMHSA's MSOTY page at http://www.namhsa.org/forms/NAMHSAMSOTYProgram.htm
Friday, August 9, 2013
Rule Change - NAN Performance Entry Size Limits
Beginning in 2014 there will be a slight modification to the size limitation for NAN Performance Entries. The new regulations replace those in the 2013 NAN Packet beginning page 9 and will be included starting with the 2014 NAN Packet. Please note that size limitations will be strictly enforced to ensure consistency throughout the show.
Please find the new verbiage below.
==========
Performance entries are limited to a maximum area of 18" x 30" with the exception of Over Fences and Stock Work classes, which may use 24" x 30". Multi-horse (>2) hitches may can legally exceed these space requirements when necessary.
Entrants are strongly encouraged to keep their setups to well under these size limitations whenever possible. Size limits will be enforced by the ring stewards and failure to comply can result in disqualification.
NO SETUP is permitted in Huntseat Pleasure, Western Pleasure, or Saddle Seat Pleasure classes, meaning no footing of any type and no props (except a rider) may be included. The entry should consist of model, tack, and (optionally) a rider. Explanation cards are permitted only to note specific tack permissions, e.g., Junior Horse for an entry in a bosal or ring snaffle in western pleasure, or to explain gait/movement for a horse not obviously in a walk, trot/jog, canter/lope, or gait.
Setups are permitted in all other performance classes, however, all parts of the setup should be germane to the performance portrayed (e.g., cattle in stock work, jumps in over fences, or a buffalo in a Native American costume are appropriate). Props must not obscure any part of your entry or any other entry. Excessive scenery, animals not involved with the actual entry, etc., are not appropriate. All parts of the setup must fit within the maximum sizes stated above and otherwise conform to the rules listed below.
- No photo backdrops are permitted.
- Performance explanation cards should be limited to 3" x 5" in size; additional documentation is limited to one 8.5" x 11" sheet. Documentation should be kept as minimal as possible and oversized documentation may be removed by the ring stewards.
- Each class is guaranteed only 10 minutes of setup time. We will be using timers on all rings. No class will be held for late entries. Size limits will be enforced by the ring stewards and failure to comply can result in disqualification.
==========
Please find the new verbiage below.
==========
Performance entries are limited to a maximum area of 18" x 30" with the exception of Over Fences and Stock Work classes, which may use 24" x 30". Multi-horse (>2) hitches may can legally exceed these space requirements when necessary.
Entrants are strongly encouraged to keep their setups to well under these size limitations whenever possible. Size limits will be enforced by the ring stewards and failure to comply can result in disqualification.
NO SETUP is permitted in Huntseat Pleasure, Western Pleasure, or Saddle Seat Pleasure classes, meaning no footing of any type and no props (except a rider) may be included. The entry should consist of model, tack, and (optionally) a rider. Explanation cards are permitted only to note specific tack permissions, e.g., Junior Horse for an entry in a bosal or ring snaffle in western pleasure, or to explain gait/movement for a horse not obviously in a walk, trot/jog, canter/lope, or gait.
Setups are permitted in all other performance classes, however, all parts of the setup should be germane to the performance portrayed (e.g., cattle in stock work, jumps in over fences, or a buffalo in a Native American costume are appropriate). Props must not obscure any part of your entry or any other entry. Excessive scenery, animals not involved with the actual entry, etc., are not appropriate. All parts of the setup must fit within the maximum sizes stated above and otherwise conform to the rules listed below.
- No photo backdrops are permitted.
- Performance explanation cards should be limited to 3" x 5" in size; additional documentation is limited to one 8.5" x 11" sheet. Documentation should be kept as minimal as possible and oversized documentation may be removed by the ring stewards.
- Each class is guaranteed only 10 minutes of setup time. We will be using timers on all rings. No class will be held for late entries. Size limits will be enforced by the ring stewards and failure to comply can result in disqualification.
==========
Wednesday, August 7, 2013
NAN 2014 CHAIR NEEDED!
Now that NAN 2013 is history, NAMHSA seeks a NAN 2014 Chairperson or Co-Chairs. So - do you want to help host the largest and most prestigious model horse show in North America? Do you want to give back to the model horse showing hobby? Then please consider applying for the position of NAN Chair.
NAN 2014 will be conducted July 8-10, Tuesday through Thursday, directly before Breyerfest at the Rupp Arena/Heritage Hall in Lexington, Kentucky.
The NAN 2014 Chair will need to be present all three days.
Key responsibilities of the NAN Chair include, but are not limited to:
1. Ongoing contact with the NAN hall (Heritage Hall/Rupp) including arranging for all necessary set up (tables, chairs, catering, etc.).
2. Coordination with the NAN Registrar, including preparing the on line registration program, proofing documents and making recommendations on the NAN class list.
3. Completing all permits and tax documents necessary to hold NAN.
4. Coordinating NAN judges, including soliciting nominations, sending out judge surveys, and assigning classes.
5. Working with NAMHSA's PR coordinator to ensure advertising for NAN.
6. Ordering rosettes for NAN.
7. Ordering resin trophy heads and ensuring those are sent to Auld's Crafters on time.
8. Communicating with Auld's Crafters and ordering the number of plaques needed for NAN (classes plus staff and volunteers).
9. Creating a NAN show program and ensuring its distribution at NAN.
10. Organizing volunteers for NAN, such as ring stewards, announcer, white board organizer, ribbon runners, etc.
11. Ordering judge/volunteer's shirts.
12. Working with the NAN Sponsorship Chair to ensure commitments to sponsors are met.
13. Organizing judge's accommodations (lunches etc.), entrant seating charts, and other day-of-event necessities.
14. Overseeing all NAN operations during the show.
Please note: The NAN Chair does not need to personally do all the above tasks. The NAN Chair is free to delegate to other volunteers but the Chair is ultimately responsible for making sure that all jobs get done. Co-Chairs are possible, but the stipend must be split between the co-chairs. The NAN Chair serves as the head of the NAN Committee. Therefore, the NAN Chair may NOT show at NAN. There is a $525 stipend for this position, which will be paid after NAN 2014 upon successful completion of all tasks and obligations.
If you are interested in being the 2014 NAN Chair, please send a brief resume, including relevant experience (e.g., hosting other live model horse shows, past involvement in NAMHSA), and a statement of interest to NAMHSA President Carra McClelland at president@namhsa.org.
The deadline to apply is September 30, 2013.
Thank you for your interest in NAMHSA!
NAN 2014 will be conducted July 8-10, Tuesday through Thursday, directly before Breyerfest at the Rupp Arena/Heritage Hall in Lexington, Kentucky.
The NAN 2014 Chair will need to be present all three days.
Key responsibilities of the NAN Chair include, but are not limited to:
1. Ongoing contact with the NAN hall (Heritage Hall/Rupp) including arranging for all necessary set up (tables, chairs, catering, etc.).
2. Coordination with the NAN Registrar, including preparing the on line registration program, proofing documents and making recommendations on the NAN class list.
3. Completing all permits and tax documents necessary to hold NAN.
4. Coordinating NAN judges, including soliciting nominations, sending out judge surveys, and assigning classes.
5. Working with NAMHSA's PR coordinator to ensure advertising for NAN.
6. Ordering rosettes for NAN.
7. Ordering resin trophy heads and ensuring those are sent to Auld's Crafters on time.
8. Communicating with Auld's Crafters and ordering the number of plaques needed for NAN (classes plus staff and volunteers).
9. Creating a NAN show program and ensuring its distribution at NAN.
10. Organizing volunteers for NAN, such as ring stewards, announcer, white board organizer, ribbon runners, etc.
11. Ordering judge/volunteer's shirts.
12. Working with the NAN Sponsorship Chair to ensure commitments to sponsors are met.
13. Organizing judge's accommodations (lunches etc.), entrant seating charts, and other day-of-event necessities.
14. Overseeing all NAN operations during the show.
Please note: The NAN Chair does not need to personally do all the above tasks. The NAN Chair is free to delegate to other volunteers but the Chair is ultimately responsible for making sure that all jobs get done. Co-Chairs are possible, but the stipend must be split between the co-chairs. The NAN Chair serves as the head of the NAN Committee. Therefore, the NAN Chair may NOT show at NAN. There is a $525 stipend for this position, which will be paid after NAN 2014 upon successful completion of all tasks and obligations.
If you are interested in being the 2014 NAN Chair, please send a brief resume, including relevant experience (e.g., hosting other live model horse shows, past involvement in NAMHSA), and a statement of interest to NAMHSA President Carra McClelland at president@namhsa.org.
The deadline to apply is September 30, 2013.
Thank you for your interest in NAMHSA!
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