North American Nationals -2013
Providence, Rhode Island
Region 10 Bid Proposal
Providence – a destination, not just a location
The capital city of the smallest state in the US is a fabulous place to host any
event - because of its small size it has all the amenities of a large city without all
the expense and logistical problems of a larger metropolitan area. Providence is
serviced by not only one of the most user-friendly airports in the country but also
rail service by Amtrak and the MBTA – all supported by an easy to use bus
system. As an added bonus, the beautiful shoreline and rich history of one of the
oldest areas of the US ensures that there is plenty to do for not only showers but
also their companions, regardless of interests – there truly is something for
everyone.
Bid prepared by: Meredith Westner
87 Old Usquepaugh Road
West Kingston, RI 02892
401-782-6907
mhwestner@johncrane.com (until May/June 2012)
mwestner@yahoo.com (anytime)
Show Hall Specifications
Venue:
Rhode Island Convention Center www.riconvention.com
1 Sabin Street
Providence, RI
The Rhode Island Convention Center (RICC) is a 15 year old facility in the
heart of downtown Providence, Rhode Island, dedicated to providing top
quality space to a variety of events from conventions to large public
exhibitions/shows. The main exhibition hall is 100,000 square feet, but it
can be divided into four separate halls, the smallest of which is Hall D.
Hall D is approximately 13,616 square feet which is well within the NAN
guidelines. The hall itself has 30 foot ceilings and a polished concrete
floor while the lobby areas around show hall are carpeted. The facility is
connected directly to the parking garage as well as the Westin Hotel. The
Westin Hotel is connected via skybridge to the Providence Place Mall.
Availability
Currently the weekends of June 6-13, 13-16, or 20-23 are available at
RICC. This is subject to change given the space is not reserved at this
time. Additional timeslots may be available – the initial inquiry was made
about the June timeframe as to avoid any conflicts with Breyerfest in July.
Budget
The estimated expenses associated with NAN (excluding auction
expenses) are as shown in the table below with detailed explanations after
the table:
Set-up
Day
Hall Rental
Hall D
Internet
WiFi or Ethernet
Other Equipment Rentals
Tables 8' x 30"
Chairs
Easel charts
Hourly Charges
Security
Cleaning
Set-Up
Other Charges
Insurance
PA System
Total
$925.00
First Day
Each
additional
Day
Total
$1,850.00
$925.00
$4,625.00
$500.00
Per item
$10.00
$3.00
20
Per hour
$21.00
$250.00
Qty Req'd
120
250
2
Hours
72
$1,000.00
Flat Charge
$100.00
$1,200.00
$750.00
$40.00
$1,512.00
N/C
N/C
$100.00
N/C
$9,227.00
Tables
Tables (8’ x30”) are available directly from the convention center at a
charge of $10 each
Chairs
Chairs are available directly from the convention center for $3 each (2000
are available if necessary so the required 250 should be a non-issue).
Internet
Internet – via either WiFi or Ethernet - is available for a charge of $500 for
the first day and $250 each additional. This will be coordinated through
contract with RICC’s provider (COX Communications). Additionally, WiFi
access is complimentary in two café areas of the facility.
Electrical Outlets
It has been stated that a minimum of two electrical outlets are available in
the show hall. There is no additional fee for this service.
PA System
It has been stated that the basic hall sound system can be used at no
additional cost (microphone at podium).
White Board
A portable white board is not available directly from the RICC. This would
need to be supplied independently – and it has been confirmed that this
can be brought into the facility without issue. Note that easel charts/flip
caps are available from RICC for a fee of $20. I will take responsibility for
obtaining and transporting the white board.
Access
The show hall is accessible through several doors. The entranceways
from the parking garage and Westin are on the same level as the 3rd floor
of RICC (the level that Hall D is on). There are also entrances at street
level and through the adjacent civic center. There is also a loading dock
area that does connect to Hall D, but it is not expected that use of this will
be required.
Catering/Food
RICC has a café area directly outside the doorways into Hall D. This café
can be open at the request of the event holder – attendees would be able
to buy food at this venue. It is also possible to have a number of catering
options, at the discretion/cost of the event holder. The list of options is
very extensive - full details are available on “catering” tab of the
www.riconvention.com website. It is permitted that exhibitors bring food
for their personal consumption into the facility, although bringing in food
from the outside for larger groups would not be permitted
(ie: 50 pizzas). Food is also available by walking through the Westin hotel
into the Providence Place mall, which offers a food court as well as
several restaurants (see the “Restaurants” section for more details). Note
that the walk to the Providence Place food court, although completely
indoors, is a brisk 10 minute walk, at minimum.
Security
Security for this event is not mandated by RICC, but is available at an
hourly rate utilizing the RICC staff (due to union requirements, RICC
employees must be used – an outside firm is not an option.) This cost is
estimated at $21 per hour.
Janitorial
RICC stated that there is no additional janitorial charge for this type of
event.
Insurance
Insurance is mandatory and provided through RICC for a flat rate of $100.
Down Payment
Once the location has been selected a 40% down payment ($1850) is
expected within 30 days. This is somewhat negotiable if more time is
needed.
Cancellation Policy
The down payment is non-refundable so cancellation means losing the
$1850 at any point after which the agreement is made.
Parking
There is extensive parking in a garage attached to the facility – but there is
an event rate $10 daily fee per vehicle to park in this garage. Overnight
parking is $18. Given the downtown location of the facility, there are
limited other parking options other than garages that charge a fee. There
are numerous public transportation options within walking distance. This
is discussed further in the “Transportation” section of the bid.
Volunteers
A brief initial search resulted in the following preliminary list of people willing to
volunteer for NAN 2013 in Providence:
Co-Chairs: Jackie Arns-Rossi and Eleanor Harvey
Registrar: Jim West
Local Show hall Liaison: Meredith Westner (West Kingston, RI)
Other Volunteers: Iva Kimmelman, Sharon Mossy, Elaine Brodway, Marisa
Evans, Melissa Lee, Skye Pechie
Transportation
Transportation Overview
There are a number of ways to travel in to and around the Providence
metro area, which includes downtown Providence and the Warwick area
surrounding the airport. These areas are about 8 miles apart and both are
hubs for activity with numerous hotels and dining options. It is possible to
travel between the areas by car on I-95 (8 exits apart, both areas are
within ½ mile of the highway), via public bus, or by train on the commuter
rail (weekdays only). Once in one area or the other, most activities are
accessible on foot.
Air
TF Green Airport is a mid-size (22 gates) airport that is somewhat unique
in that it is in the middle of the city of Warwick, RI making it very
accessible to the surrounding community. It has been cited numerous
times as one of the user-friendliest airports in the country. It is served by
the following airlines directly (to hub locations):
Air Canada – Toronto
Continental Airlines – Cleveland, Newark
Delta/Northwest - Atlanta, Detroit, Minneapolis/St. Paul, and
Washington-Reagan National
Southwest Airlines - Baltimore, Chicago-Midway, Denver,
Ft. Lauderdale, Ft. Myers (seasonal), Las Vegas, Orlando, and
Tampa
United Airlines – Chicago O’Hare, Washington-Dulles
US Airways - Charlotte, New York-LGA, Philadelphia, and
Washington-Reagan National
Boston’s Logan Airport is located about one hour north of Providence.
Due to the size and complexity of this airport, it is recommended as a
distance second choice, although it would be the gateway for any
international travelers as TF Green is not an international airport (and only
serves Toronto Canada internationally). TF Green and Logan are
connected via Peter Pan Bus Lines. Additionally, it is possible to get to
Providence from Logan Airport using Amtrak’s’ “Silver Line” or the MBTA
Commuter Rail
Train
There are two types of train service within Rhode Island – Amtrak
and the commuter rail serviced by the Massachusetts Bay
Transportation Authority (MBTA). The Amtrak station in Providence,
which is about 2 blocks from the RICC, is on the “Northeast
Corridor” line running regularly between Washington and Boston.
The Accela train does stop in Providence. MBTA services the
“Interlink” facility at TF Green Airport as well as the station in
Providence (same station as Amtrak) with the line ending in Boston.
The MBTA trains only run between the Interlink and Providence on
weekdays during typical “commuter” hours (see attached schedule)
Bus
Rhode Island’s public bus system is called the Rhode Island Public
Transportation Authority (RIPTA). The hub for the state’s system
is in Kennedy Plaza in Providence, which is about 1 ½ blocks from
the RICC. Greyhound and Peter Pan bus lines also stop in
Kennedy Plaza. RIPTA services between the Interlink at the airport
(see attached schedule) Kennedy Plaza. It is possible to get to
most areas of Rhode Island by taking a bus from Kennedy Plaza
(including Newport, South County beaches, etc.) It is not the
fastest way to travel, but it is inexpensive.
Accommodations
The Westin Providence
The Providence Westin is physically connected to the RICC as well
as to Providence Place Mall. This makes it ideal as a host hotel
from a location perspective. But, because it is a 4 diamond hotel, it
is expensive. Note there is a shuttle that runs to and from TF
Green Airport at a cost of $9 per trip. By staying at the Westin, a
shower could get on the shuttle at the airport and once arriving at
the Westin, not need to set foot outside again given it is connected
to the RICC and to the mall (and hence access to food). A block
rate was investigated and preliminary estimate was given of $139$159 a night – while this is a bit higher than some hotels, the cost
may be offset by not needing a rental car, parking fees, and the
overall convenience of the location.
The Providence Courtyard by Marriot
The Providence Courtyard by Marriot is directly across the street
from RICC and hence shares in all of the location conveniences of
the Westin, except for being physically connected to the RICC (and
the very busy road to cross).
Other Accommodation Options in Providence
There is a Hampton Inn a few miles form RICC within downcity
Providence.
The Renaissance Providence Hotel is north of Providence Place
Mall and hence within easy walking distance of RICC. It is an
upscale hotel built in a previously abandoned unfinished Masonic
Temple.
Providence Biltmore is a Rhode Island historic landmark that is
about 1 block from RICC
In Warwick (adjacent to TF Green Airport)
Holiday Inn Express (note that I have a friend/contact at this hotel)
La Quinta
Hampton Inn and Suites
Sheraton Providence Airport Hotel
Best Western
Block rates at any of these hotels can be investigated if Providence is selected
as the host for NAN 2013. Preliminary estimates for blocks range from about
$110-$150 per night. It is difficult to obtain definitive rates at the moment given
the lack of commitment and distance into the future. Note that summer in New
England is peak tourist season so it is not expected that many/any rates will be
found below $100 a night in June.
Restaurants
Providence – RICC Area
In Providence Place Mall
Food court (10+ typical food court type walk up counters)
Dave & Busters (restaurant, bar, and arcade)
Nordstroms Café (upscale “cafeteria” type setting)
Sit down restaurants: Uno’s, Joe’s American Grill, Fire & Ice,
Cheesecake Factory, PF Changs, Melting Pot, Panera
For more information visit www.providenceplace.com
Around RICC
Pubs: Union Station Brewery, ReRa (Irish pub), Luxe Burger
Bar, Trinity Brewhouse
Fine Dinning: Capital Grill, Waterplace Restaurant, Café
Nuevo
Federal Hill
This is a famous area of restaurants and shops (long
associated with the RI Italian community) that is a slightly
ambitious walk from RICC. There are restaurants of every
price level in this area. For more information visit
www.providencefederalhill.com
Warwick – Airport/Hotel Area
Bertucci’s, Legal Seafood, Chello’s, Hooters, Chipotle, Ozzi
Burger, various fast food options
Auction/Raffle
Auction Space
There are numerous options for Auction space, dependent on the selected
host hotel or use of the RICC facility. There are a number of smaller
ballrooms in the RICC that could be used at a cost of about $600. The
option proposed by RICC is to use the 5th floor rotunda and reception area
under a “food and beverage minimum” agreement. The space, tables, etc
would be provided free of charge if $1000 worth of food and beverages
were purchased. This is not typical for the NAN auction but is intriguing.
The location is beautiful – overlooking downtown from a glassed in
Rotunda – and the food options are numerous given RICC is a fully
functioning catering facility. It may be worth considering when weighed
against costs (without food) at other venues. Other options include various
function and ballrooms at whatever hotel is selected as host. There are
plenty of options in the “under $1000” price range.
Raffle Legalities
Raffles are regulated by the state police in the State of Rhode Island. A
form must be submitted, along with a $5 registration fee. In the case of a
raffle held in Providence, this form must be submitted to city hall (in other
cities/towns the form is submitted to the local police station. Once the
raffle is complete, a financial report must be mailed within 60 days to the
state police. There are other caveats to this – for example, all people
involved in holding the raffle directly must be members of the organization
and not be compensated for their services. Another caveat is the
organization must be “charitable” (or any number or classifications – the
one that seems to most closely fit the NAMHSA scenario is “fraternal”) –
and be non-profit. The required forms are attached – full regulations are
on file and available in the “charitable gaming” section on www.risp.ri.gov
Auction Legalities
Auctions held in the state of Rhode Island must be conducted by a
licensed auctioneer as dictated by the RI office of Business Regulation. A
list licensed auctioneers is available at:
www.dbr.ri.gov/divisions/commlicensing/auctioneer.php
Region 10 Show Activity
Region 10 is comprised of New England and New York and has an active group
of showers with approximately 150 people attending shows in the region in 2011.
The region averages 15-20 shows per year - a summery of the number of shows
per year over the past five years is as show in the table below. Additionally, a
detailed summary of the activity in the most recent completed show year, 2011,
is shown in the table below. (Note that this information will not match NAMHSA
records because 2 small shows are not typically NAN qualifiers due to format –
but are included here to most accurately reflect total show activity within the
region.)
Shows in Region 10 - Past 5 years
2012 (currently planned as of 2/1/12)
2011
2010
2009
2008
11
14
15
24
17
Summary of 2011 Show Activity
Number of Shows
14
Total number of Show Entries
Number of Showers active in 2011
Average # of entrants per show
Largest # of entrants in one show
Smallest # of entrants in one show
Average # of shows attended per shower
Most shows attended by one person
371
148
26
58
8
2.5
9
With 148 people actively participating in shows in Region 10 in 2011, even if 2/3
of those people came to NAN, the NAN entry would be on par with past nonKentucky NAN levels. 58 showers participated in “The Region X
Championships” last year, which is about half of the typical entry for a nonKentucky NAN.
In neighboring Region 9, all of which is within a 10 hour drive of Providence,
there were 18 shows in the 2010-2011 show season, and 20 shows held/planned
for the 2011-2012 season. With 162 shows held in 2010-2012, the total shows in
Regions 9 & 10 account for 20% of all the shows held in North America.
Past NAN’s have been held in Regions 1, 2, 3, 5, and 7 – leaving regions 4, 6, 8,
9, and 10 without ever having hosted a NAN. Hosting a NAN in Region 10 would
give showers, otherwise unable to travel the 15+ hours to Kentucky, in regions 9
& 10 an opportunity to attend a NAN.
Recreational Activities
Rhode Island is filled with great activities, particularly in the beautiful weather of
the summer months when the miles of coastline and numerous outdoor activities
can be enjoyed. But even when it rains, there is plenty to do. This list of
activities is organized by the approximate distance from Providence. Due to the
fact it would be extremely lengthy to describe each activity in detail here, a
website is included whenever possible. These websites provide full details on
many of the fun activities available in Rhode Island and surrounding communities
In Downcity Providence www.providenceri.com www.GoProvidence.com
Within ½ mile of RICC
Shopping: Providence Place Mall www.providenceplace.com
Historical Site: Rhode Island State House
Waterplace Park – home of “Waterfire” www.waterfire.org
Waterfire is a unique “art installation” of fires set in caldrons
placed in the Providence River. There are numerous street
vendors and free music/dancing on many Waterfire
evenings. This runs periodically, typically Saturday nights in
the summer – and attracts thousands of people to the city.
Brisk walking distance (several blocks)
Federal Hill – dining, shops www.providencefederalhill.com
Very brisk walking distance (1-2 miles, up a steep hill in some cases)
Thayer Street – eclectic shops and cafés surrounded by the
campus of Brown University
Rhode Island School of Design Museum www.risdmuseum.org
Johnson & Wales University culinary museum www.culinary.org
Elsewhere in Providence (not within walking distance)
Providence Children’s Museum www.childrenmuseum.org
Roger Williams Park
www.providenceri.com/parks-and-rec/roger-williams-park
Roger Williams Park Zoo www.rwpzoo.org
Museum of Natural History & Planetarium
www.providenceri.com/museum
Carousel
www.providenceri.com/parks-and-rec/carousel-village
Botanical Garden www.providenceri.com/botanical-center
(also note that the Providence Mounted Police stable their
horses in the park – not typically open to the public though)
15 minutes or less from Providence
Twin River Casino –(casino/slot parlor – no table games)
www.twinriver.com
15-30 minutes from Providence
Fall River
Battleship Cove – historic collection of military ships
www.battleshipcove.org
Warwick/East Greenwich
Goddard Park www.riparks.com/goddard.htm
Horseback Riding http://candlstables.info
East Bay (Barrington/Bristol/Warren)
Blithewold Mansion and Gardens www.blithewold.org
30-50 minutes from Providence
Newport www.GoNewport.com
Historic waterfront area – shops and dinning
Beaches - Easton’s Beach, “Second Beach”
Newport Mansions – beautifully restored historical mansions
www.newportmansions.org
Cliff Walk www.cliffwalk.com
Brenton Point Park
South Country (South Kingstown, Narragansett)
Beaches – Scarborough State Beach, Roger Wheeler State Beach
South County Museum www.southcountymuseum.org
Patriot Place – shopping and sports complex www.patriot-place.com
1 – 1 ½ hours from Providence
Cape Cod www.capecodechamber.com
Boston www.bostonusa.com
Mystic
Mystic Seaport www.mysticseaport.org
Mystic Aquarium www.mysticaquarium.org
Foxwoods Resort and Casino www.foxwoods.com