Ed Heavy's Report on the National Preservation Conference
January 2007I am writing to summarize the efforts being made to respond to the National Trust for Historic Preservation's Request for Proposal for the 2011 National Preservation Conference.
As you know, the intent of the National Trust is to hold its annual conference in its Northeast Region in 2011. We have been advised that Hartford, Boston, New York City and Philadelphia have each been asked to submit proposals. The winning city can expect to host nearly 2,500 delegates who will fill local coffers with expenditures at hotels, restaurants, retail outlets, visitor attractions and other service providers.
The Buffalo Niagara Convention & Visitors Bureau is leading the effort to respond to the RFP on behalf of Buffalo, in partnership with the Landmark Society of the Niagara Frontier, the Preservation Coalition of Erie County and the Campaign for Buffalo History, Architecture and Culture.
An organizing meeting was hosted by the CVB on the evening of January 4, 2007 in an attempt to facilitate the creation of a thorough, compelling and persuasive proposal. In attendance were the following members of the community:
Cynthia Van Ness, President, Preservation Coalition of Erie County
Dennis Galucki, Executive Director, Landmark Society
Tim Tielman, Executive Director, Campaign for Buffalo
Catherine Schweitzer, Executive Director, Baird Foundation
Mary Roberts, Chief Operating Officer, Martin House Restoration Corp.
Doug Swift, President, Roycroft Campus Corporation
Joe Eicheldinger, Community Preservation Corporation
Nancy Mingus, Preservationist/Author
Clint Brown, Architect/Richardson Complex Board Member
Mike Even, CVB Director of Convention Sales, conducted a review of the RFP and an analysis of the selection criteria. Our intent was to define our knowledge base, identify deficiencies and develop a list of action items that would be addressed by our next meeting on January 18th. The proposal is due at the National Trust's Washington, D.C. offices no later than March 9, 2007.
PROPOSAL OVERVIEW
Dates
Dates under consideration are: Sept. 18-25, 2011; and Oct. 16-23, 2011. Dates have been selected so as to avoid conflicts with Rosh Hashana, Yom Kippur and Columbus Day, per the request of the National Trust.
Accommodations
The peak number of hotel rooms needed for the event is 825 on Wednesday and Thursday. Room blocks have been requested by the CVB from the Hyatt Regency Hotel (which will be used as the headquarters hotel), with overflow rooms at the Adam's Mark, Hampton Inn & Suites, and the Comfort Suites. The RFP requires rooms to be within a four-block radius or within walking distance of one another. It was suggested and agreed to that we would also list accommodations at the Mansion on Delaware and the Roycroft Inn for attendees coming early or staying after the event concludes. Hotel proposals will be collected and reviewed by the CVB.
Meeting/Event Space
The Buffalo Convention Center is available during the dates under consideration for general meetings, staff office set up, registration, bookstore and tradeshow. The Convention Center will also serve as the transportation hub for shuttle services. Meeting specifications and chart provided in the RFP will be completed by the CVB. A map of the city with indicators for proposed hotels and meeting sites will be created by CVB staff.
ANALYSIS OF SELECTION CRITERIA
Here is a point-by-point summary of the Selection Criteria and the status of our response efforts.
A. Historic Resources and Educational Potential
Cynthia Van Ness of the Preservation Coalition will create a historic sites chart that lists historic sites for meetings and catered events. This chart must outline the age of the building, historic designation (if any) and distance from the headquarters hotel.
Tim Tielman and Cynthia Van Ness will assist the CVB in drafting a narrative description of the Buffalo Niagara region's ìpreservation story.î As indicated in the RFP, this story should outline preservation accomplishments and preservation projects in progress in a manner that illustrates preservation at work, including challenges, successes, failures, opportunities and benefits to people.
Nancy Mingus is putting together a database of potential speakers.
The subject of field sessions will be addressed at our next meeting on January 18th.
B. Marketability of the City
The National Trust is concerned that if the host city does not have market appeal, attendance will suffer. This is, of course, a source of concern for many meeting planners who are considering Buffalo as a convention site. The CVB will be responsible for stating the case for Buffalo Niagara as a visitor destination and attempt to alleviate any concerns Trust decision makers have by noting the critical mass of visitor attractions in the broader region, including the Chautauqua Institution, Old Fort Niagara, Lockport Locks, Niagara-on-the Lake and various Rochester area attractions such as the George Eastman House. Each lies within the 90-minute radius the Trust deems as practical for field sessions.
C. Cost to the National Trust
The CVB will provide a list of taxes from which the Trust is not exempt in New York State and Erie County.
D. Community Support
Support for bringing the National Preservation Conference to Buffalo in 2011 is broad and deep as evidenced by attendance at preliminary planning meetings (the first of which was held in July) and the size of the Buffalo delegation at the National Preservation Conference in Pittsburgh in November. In fact, the response from the community has been so enthusiastic that CVB Director of Convention Sales Mike Even has described its as virtually unprecedented in his 12 years of bidding on convention business.
The CVB will draft a summary of support and commitment by local preservation organizations, community groups, historic properties and other interested parties. We will also be responsible for soliciting letters of support from these organizations, as well as elected officials and other community organizations.
E. Fundraising
As you know, financial support from the host city and state is essential if a bid is to be successful. Local leaders must raise approximately $350,000 to help offset the Trust's expenses if they expect to host this conference.
It is our intention to show a strong likelihood of financial support in our response. If we are able to obtain actual funding commitments from entities such as the Oishei Foundation we believe it will serve to separate the Buffalo bid from our competitors. This is a potentially decisive factor in bringing the National Preservation Conference to Buffalo.
To that end, it is expected that funding support will be solicited from the State of New York, as well as the local philanthropic community.
F. Hotel Facilities/Logistics/Infrastructure
CVB staff will work with Cynthia Van Ness, Tim Tielman and Dennis Galucki to identify appropriate facilities for out-of-hotel meetings, tours and evening events.
Buffalo is blessed with a wealth of historic and highly functional space near the downtown core that can serve the various purposes of the National Trust. Potential facilities include:
Statler Golden Ballroom ó Opening Reception
Shea's Performing Arts Center ó Plenary Sessions
Kleinhans Music Hall ó National Preservation Awards Ceremony
Asbury Hall at the Church ó Preservation Action Auction Party
20th Century Club ó Patrons Dinner
Albright-Knox Sculpture Court ó Closing Party
CVB staff will define support services that we and other community partners can provide to the National Trust such as assistance with registration, hospitality booth, welcome banners, housing bureau, transportation and related logistical and hospitality services.
G. Available Dates
As noted earlier, we are recommending Sept. 18-25 and Oct. 16-23, 2011.
We will also note in our proposal that 2011 represents the eve of our region wide, bi-national celebration of the bicentennial of the War of 1812. Visits Old Fort Niagara, Fort Erie and Fort George will be included in our list of potential field sessions.
H. Positive Impact of Conference on the Host City
The CVB will work with our organizing committee partners to articulate how the conference will be used to raise the visibility and support of preservation in Buffalo and New York State.
I. Statement of Assurance that the Statewide Preservation Conference will not be held in National Preservation Conference Year.
A New York State Preservation Conference has not been held in many years and it is our understanding that it does not appear likely that this will change in the foreseeable future.
We intend to work with the Preservation League of New York State to ensure there is no potential conflict with the National Preservation Conference. The League has already been approached and their support and assistance requested for this undertaking.
The CVB looks forward to working with you to bring this conference to Buffalo.- Ed
Edward J. Healy
Director of Communications
Buffalo Niagara Convention & Visitors Bureau
617 Main Street, Suite 200
Buffalo, NY 14203
T: 716-852-0511 or toll-free 888-228-3369, ext. 236
F: 716-852-0131
www.wrightnowinbuffalo.com