I.A.G.S.D.C. 2019 CONVETION PROPOSAL

I.A.G.S.D.C. 2019 CONVETION PROPOSAL
MINNEAPOLIS
COMMITTEE:
Rick Hawes, Chair
Scott Philips, Co-Chair
Gordon Macaw, Treasurer
ADVISORS: Saundra Bryant
DATE: July 4 – July 7, 2017 (GCA school from July 1)
LOCATION: Minneapolis, MN
HOTEL: Minneapolis Hilton, 1001 Marquette Ave. S.
Lindsay Bergman, Sales Manager
ATTACHED: Minneapolis Hilton Proposal
Corporate Documents
Preliminary Budget
This proposal is a departure from our historic model of the annual Convention being hosted by a local club, and could be
the beginning of a model for the future when none of the I.A.G.S.D.C. member clubs is prepared to act as host.
In the search for a convention location numerous locations were considered including Rochester NY, Pittsburgh PA,
Nashville TN, Orlando FL, New Orleans LA, Dallas and Fort Worth TX, Albuquerque NM, and Portland OR. Several hotel
chains, including Omni, Hyatt and Hilton expressed interest in working with us.
Ultimately, Minneapolis and the Hilton offered the best location and proposal.
Location: Minneapolis is a Delta hub readily accessible from East and West coasts, North and South, Canada
and other international starting points (see attached Airlift Information), by train and car.
The city is quite Gay-Friendly, having been called “the Gayest City in America” by numerous publications. Twin
Cities Pride (Minneapolis and St. Paul) comes at the end of June. The Summer weather is moderate, and there
are miles of enclosed climate controlled pedestrian skyways for getting around when conditions may be less
than optimal.
City amenities include shopping (Mall of America)(no sales tax on clothing), theater, museums, bicycle and
Segway tours, sports , nature…
Minneapolis Hilton:
(attachments)
77,000 square feet of meeting space (fee waved at 80% pick-up)
821 guest rooms
$129/night (Single/Double) (13.4% tax)
$90,000 Food and Beverage minimum
$13 self-park on location
Complimentary in-room Wi-Fi
Group Rate available 3 days pre and post event
Pet Friendly ($50 non-refundable)
COMMITTEE: This 2019 committee is composed of people with considerable experience in hosting the annual
convention, and has access to other hands experienced with particular details of the planning and operations.
Additional assistance in putting on the convention is available through Meet Minneapolis, the convention and
visitors organization, a host of volunteers within the I.A.G.S.D.C., and (potentially) from the local Square Dance
community.
INCORPORATION: (Attachments)
When this convention committee receives the approval of the I.A.G.S.D.C. we will amend the character of
Convention Planners, Inc. a (501 (C)(4) corporation from “Remake The Heatwave” to “I.A.G.S.D.C. 2019”. The
officers of the corporation will be: President - Rick Hawes, Vice President - Scott Philips, Treasurer – Gordon
Macaw.
CONTACTS:
Rick Hawes
503-777-6442 (H) 503-422-6229 (C)
[email protected]
PO Box 6731
Portland OR 97228
Scott Philips
503-808-7361 (H) 503-701-7439 (C)
[email protected]
Gordon Macaw
602-345-1169 (H) 602-703-2298 (C)
[email protected]
Greetings Rick,
Thank you for considering the Hilton Minneapolis’ proposal for your 2019 Annual IAGSDC
Convention. We are delighted to work with you and are pleased to offer your program
First Option over your preferred dates of July 3-10, 2019!
Before we get into the details here is some information on the Hilton Minneapolis that
you might find relevant…

A $14 Million dollar room renovation will be completed in March of 2014. Your
guests will enjoy staying in the newest guest rooms in Minneapolis! The concept
will reflect the hotel’s ageless design, with a contemporary twist. In-room
refrigerators, 50” HD TV’s, and laptop safes are just some of the new
conveniences you can expect to see!

Understanding that location is important to you, The Hilton Minneapolis offers an
ideal location near world-class shopping, dining, and cultural events.
Conveniently located just one block from Nicollet Mall, the hotel is just a short
distance to various restaurants and shopping experiences!

Hilton Worldwide has a strong commitment to our LGBT Team Members,
Community, Customers and Vendors as proven by:
o
o
o
Hilton Minneapolis
Lindsay Bergman
Senior Sales Manager
Hilton Minneapolis
1001 Marquette Ave S.
Minneapolis, MN 55403
Phone 612-397-4834
Fax 612-397-4871
[email protected]
www.minneapolis.hilton.com
o
LGBT & Friends Team Member Resource Groups
Ranked First in the 17th Annual LGBT Tourism Survey– Hotel Chain/Brand
with Best Outreach to LGBT Community
Brand or Organization of the Year – g3 & Out in the City Reader’s Choice
Awards
90 out of 100 Human Rights Campaign Corporate Equality Index Score
2012
Rick, we are committed to partnering with you in achieving your goals for this convention
and are confident the Hilton Minneapolis is the only home for your guests.
Thank you again for your consideration. The Hilton Minneapolis would be delighted to
welcome IAGSDC and I look forward to working with you!
Best Regards,
Lindsay Bergman
.
GUESTROOMS
Sun,
6/30
9
Mon,
7/1
17
Tues,
7/2
26
Wed,
Thu,
Fri,
7/3
7/4
7/5
47
166
425
1,502 guestrooms total
Sat,
7/6
425
Sun,
7/7
276
Mon,
7/8
94
Tues,
7/9
17
June 30-July 10, 2019
$129/night rate
Single/Double occupancy
Rates are commissionable and quoted exclusive of state and local taxes, currently 13.4%. Rates are subject to availability and not confirmed until contracted
MEETING SPACE
Function
Dance
Space
Breakout
Office
Registration
Breakout
Room
Minneapolis Grand
Ballroom
Marquette Ballroom
Red Wing Room
Symphony Ballroom
Sq. Ft.
24,780 sq. ft.
21 ft. ceilings
10,033 sq. ft.
1,040 sq. ft.
Note
Can be broken up into 7 different rooms
Can be broken up into 9 separate rooms
Built-in Registration
7,400 sq. ft.
Can be broken up into 4 separate rooms
FOOD AND BEVERAGE MINIMUM = $90,000
**waived meeting room space with met food & beverage minimum & 80% group pick-up
View Floor Plans, Menus and Amenities
STRATEGIC PARTNERS
Gay, Lesbian & Straight Education Network (GLESEN)
National Gay & Lesbian Task Force (NGLTF)
Human Rights Campaign (HRC)
Point Foundation
International Gay & Lesbian Travel Association (IGLTA)
National Gay & Lesbian Chamber of Commerce (NGLCC)
Out & Equal Workplace Advocates
Reaching Out MBA
CONCESSIONS (based on 80% group pick-up)
 1/50 complimentary rooms
 Two (2) Complimentary One-Bedroom Suites for convention chairs
 Ten (10) Upgrades to King Jr. Suites at the group rate
 Group room rate available 3 days pre and post event based on availability
 Complimentary meeting room rental with 80% group pick-up
AUDIO VISUAL/INTERNET
 PSAV is our in-house audio visual and internet provider. Should they be used as your sold provider for
a/v, they will be happy to offer a 15% discount on audio visual and internet needs.
The Minneapolis Grand Ballroom & Prefunction
Symphony Ballroom
Marquette Ballroom
B:25.5”
T:25.25”
CONRAD ROOMS
B
C
CON FER EN CE &
EVE NT RO OM S
D
A
SKYWAY TO
TRANSIT CENTER
S:24.85”
TH IRD FLO OR
BANQUET KITCHEN
SERVICE FOYER
AREA
SERVICE CORRIDOR
SKYWAY
II
IV
MINNEAPOLIS
GRAND BALLROOM
Health Club/Pool Facilities
B
D
Facilities and Stair Access
ESCALATORS
PRE-CONVENE
HEALTH CLUB
BOARD
ROOM 3
III
WHIRL
POOL
IV
S q ua re
Fe e t
Roo m S ize
Ce il in g
H e ig ht
Cl a ssroo m
Th e a te r
B a n q ue t
(rou nd s
of 1 0 )
Re ce p t i on
Confe re nce
U -S h a p e
H -S q ua re
120
260
220
260
60
52
60
1,125
54
65
76
70
110
28
30
36
Marqu ette I I
1,039
27 x 39
11'
60
110
80
120
28
30
36
Marqu ette I II
1,172
30 x 39
11'
68
125
80
130
28
30
36
Marqu ette I V
1,049
27 x 39
11'
60
110
80
120
28
30
36
Marqu ette V
1,148
31 x 39
11'
68
125
80
130
28
30
36
Marqu ette VI
1,026
29 x 39
11'
60
110
70
120
28
30
36
Marqu ette VI I
1,011
27 x 39
11'
60
110
70
120
28
30
36
Marqu ette VI II
1,123
30 x 39
11'
68
125
80
130
28
30
36
Marqu ette I X
1,530
40 x 39
11'
72
155
100
165
28
36
45
Prefu nctio n
1,100
-
-
-
-
-
-
-
-
-
SYMPHONY BALL RO O M
7,399
95 x 104
10' 6"
245
615
500
750
-
-
-
1,543
49 x 32
10' 6"
75
140
110
160
33
40
48
Symph o ny II
1,413
49 x 29
10' 6"
48
115
80
150
33
37
42
Symph o ny II I
3,749
71 x 59
10' 6"
162
390
260
425
48
52
60
Symph o ny IV
694
25 x 28
10' 6"
38
60
60
80
20
22
25
Symph o ny Prom en ad e
1,750
-
-
-
-
-
-
-
-
-
Co nrad A
1,584
33 x 48
10'4"
75
150
140
200
33
40
48
Co nrad B
1,344
28 x 48
10'4"
68
130
100
150
28
30
Co nrad C
1,200
25 x 48
10'4"
62
115
80
130
28
Co nrad B and C
2,544
53 x 48
10'4"
130
245
180
280
Co nrad D
1,152
32 x 36
10'4"
58
110
80
Co nrad Foye r
1,512
-
-
-
-
-
Dan Smolira/Daniela Caicedo
24,780
118 x 210
20'
1,440
2,576
1,950
2,850
-
-
-
M in n eapo l is B al lro o m A
2,769
71 x 39
20'
162
290
200
320
54
65
76
M in n eapo l is B al lro o m B
2,769
71 x 39
20'
162
300
200
320
54
65
76
M in n eapo l is B al lro o m C
2,769
71 x 39
20'
162
290
200
320
54
65
76
M in n eapo l is B al lro o m A , B an d C
8,378
118 x 71
20'
496
930
660
960
162
195
228
M in n eapo l is B al lro o m D
8,378
118 x 71
20'
524
1,010
700
960
162
195
228
M in n eapo l is B al lro o m E
2,652
68 x 39
20'
162
270
200
305
54
65
76
M in n eapo l is B al lro o m F
2,652
68 x 39
20'
162
280
200
305
54
65
76
TH IRD FLO O R
MINN EA PO LIS GRAN D BAL LRO OM
M in n eapo l is B al lro o m G
2,652
68 x 39
20'
162
270
200
305
54
65
76
M in n eapo l is B al lro o m E, F an d G
8,024
118 x 68
20'
496
880
660
920
162
195
228
13,250
-
-
-
-
-
-
-
-
-
Ro che ster Roo m
1,785
51 x 35
11'
64
132
150
205
35
46
54
B oard Roo m 1
624
26 x 24
10'
27
50
50
60
20
22
25
B oard Roo m 2
676
26 x 26
10'
27
50
50
60
20
22
25
B oard Roo m 3
676
26 x 26
10'
27
50
50
60
20
22
25
D i recto rs Row 1
676
26 x 26
10'
27
50
50
60
20
22
25
36
D i recto rs Row 2
624
26 x 24
10'
27
50
50
60
20
22
25
30
36
D i recto rs Row 3
624
26 x 24
10'
27
50
50
60
20
22
25
54
52
58
D i recto rs Row 4
624
26 x 24
10'
27
50
50
60
20
22
25
100
28
30
36
Red Wi ng Ro o m
1,040
40 x 26
10'
42
75
80
100
28
30
36
-
-
-
-
D u lu t h Roo m
2,145
65 x 33
12’
96
150
150
250
52
58
64
CO NRAD RO OM S
75 Spring St, 3rd Floor, New York, NY, 10012
Tel: 212 625 6250 Fax: 212 625 6260
Recept io n
720
100
B anqu e t
( rou n ds
o f 1 0)
1,050
48
Th eate r
550
11'
Cl assro om
11’
24 x 39
Ce i li n g
H ei gh t
138 x 78
935
Ro om Si ze
10,033
Squ are
Fee t
S ECOND FLO O R
Marqu ette I
DIRECTORS
ROW 3
Pre fu nct i on
MEE TIN GS
THE PL ACE FOR MEETINGS AND EVENTS
Hilton Minneapolis is home to the largest hotel ballroom in the state. The rich color scheme, convenient
layout and custom artwork highlighting Minnesota’s many landmarks provides an upscale environment
for meetings, exhibits, social banquets and weddings.
• 77,000ft2 of refined function space
• 3 flexible ballrooms with prefunction areas for
70 to 2,800 Guests
• 35 breakout rooms with 7 Executive Boardrooms
• The exclusive Conrad Rooms provide selfcontained privacy for groups of 25 to 150
• Permanent ballroom rigging points allow for
large and small productions
• Dedicated high speed internet access
• Overnight motor coach parking available
• Adjacent and connected via climate-controlled
skyway to the Minneapolis Convention Center
• Dedicated Meeting and Catering Team at
your service
• On-site Audiovisual Team
• On-site, full service Business Center
Plan on a successful meeting or gathering at Hilton
Minneapolis by contacting the Sales Department
today at +1 800 258 9205.
FS:8.1”
FS:8.1”
FS:7.85”
F:8.5”
F:8.5”
F:8.25”
Client: HILTON_MINNEAPOLIS
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CMD_NY_PDF
T:11”
11'6"
DIRECTORS
ROW 1
B:11.25”
93 x 28
HILTON
HILTON_COLLATERAL_2014
None
25.5” x 11.25”
25.25” x 11”
24.85” x 10.6”
DULUTH
S:10.6”
3,435
Customer:
Campaign:
Publication:
Bleed:
Trim:
Live:
Users:
DIRECTORS
ROW 4
RED WING
ROOM
The Galle ry
5220231
DIRECTORS
ROW 2
POOL
LOBBY LEVE L
Symph o ny I
ESCALATORS
GUEST ROOM ELEVATORS
SAUNA
OPEN TO
LOBBY BELOW
E
C
BOARD BOARD
ROOM 1 ROOM 2
MA RQUETTE BA LLROO M
F
Meeting/Conference Rooms
V
GUEST ROOM
ELEVATORS
PROMENADE
HOTEL LOBBY
ENTRANCE
PREVIEW
THE COLLECTION
III
MARQUETTE FOYER
II
SYMPHONY
BALLROOM
SKYWAY TO
CONVENTION CENTER
VI
H -Squ are
I
I
FRONT
DRIVE
ENTRANCE
VII
Food & Beverages
SKYWAY TO
CITY CENTER
BAR
VIII
G
A
U -Sh ape
IX
THE G AL L ERY
LOB BY L EVEL
KEY
MARQUETTE BALLROOM
Co n feren ce
MECHANICAL
ROCHESTER
MEETING FAC ILITIES
SECOND FLOOR
B:25.5”
T:25.25”
CONRAD ROOMS
B
C
CON FER EN CE &
EVE NT RO OM S
D
A
SKYWAY TO
TRANSIT CENTER
S:24.85”
TH IRD FLO OR
BANQUET KITCHEN
SERVICE FOYER
AREA
SERVICE CORRIDOR
SKYWAY
II
IV
MINNEAPOLIS
GRAND BALLROOM
Health Club/Pool Facilities
B
D
Facilities and Stair Access
ESCALATORS
PRE-CONVENE
HEALTH CLUB
BOARD
ROOM 3
III
WHIRL
POOL
IV
S q ua re
Fe e t
Roo m S ize
Ce il in g
H e ig ht
Cl a ssroo m
Th e a te r
B a n q ue t
(rou nd s
of 1 0 )
Re ce p t i on
Confe re nce
U -S h a p e
H -S q ua re
120
260
220
260
60
52
60
1,125
54
65
76
70
110
28
30
36
Marqu ette I I
1,039
27 x 39
11'
60
110
80
120
28
30
36
Marqu ette I II
1,172
30 x 39
11'
68
125
80
130
28
30
36
Marqu ette I V
1,049
27 x 39
11'
60
110
80
120
28
30
36
Marqu ette V
1,148
31 x 39
11'
68
125
80
130
28
30
36
Marqu ette VI
1,026
29 x 39
11'
60
110
70
120
28
30
36
Marqu ette VI I
1,011
27 x 39
11'
60
110
70
120
28
30
36
Marqu ette VI II
1,123
30 x 39
11'
68
125
80
130
28
30
36
Marqu ette I X
1,530
40 x 39
11'
72
155
100
165
28
36
45
Prefu nctio n
1,100
-
-
-
-
-
-
-
-
-
SYMPHONY BALL RO O M
7,399
95 x 104
10' 6"
245
615
500
750
-
-
-
1,543
49 x 32
10' 6"
75
140
110
160
33
40
48
Symph o ny II
1,413
49 x 29
10' 6"
48
115
80
150
33
37
42
Symph o ny II I
3,749
71 x 59
10' 6"
162
390
260
425
48
52
60
Symph o ny IV
694
25 x 28
10' 6"
38
60
60
80
20
22
25
Symph o ny Prom en ad e
1,750
-
-
-
-
-
-
-
-
-
Co nrad A
1,584
33 x 48
10'4"
75
150
140
200
33
40
48
Co nrad B
1,344
28 x 48
10'4"
68
130
100
150
28
30
Co nrad C
1,200
25 x 48
10'4"
62
115
80
130
28
Co nrad B and C
2,544
53 x 48
10'4"
130
245
180
280
Co nrad D
1,152
32 x 36
10'4"
58
110
80
Co nrad Foye r
1,512
-
-
-
-
-
Dan Smolira/Daniela Caicedo
24,780
118 x 210
20'
1,440
2,576
1,950
2,850
-
-
-
M in n eapo l is B al lro o m A
2,769
71 x 39
20'
162
290
200
320
54
65
76
M in n eapo l is B al lro o m B
2,769
71 x 39
20'
162
300
200
320
54
65
76
M in n eapo l is B al lro o m C
2,769
71 x 39
20'
162
290
200
320
54
65
76
M in n eapo l is B al lro o m A , B an d C
8,378
118 x 71
20'
496
930
660
960
162
195
228
M in n eapo l is B al lro o m D
8,378
118 x 71
20'
524
1,010
700
960
162
195
228
M in n eapo l is B al lro o m E
2,652
68 x 39
20'
162
270
200
305
54
65
76
M in n eapo l is B al lro o m F
2,652
68 x 39
20'
162
280
200
305
54
65
76
TH IRD FLO O R
MINN EA PO LIS GRAN D BAL LRO OM
M in n eapo l is B al lro o m G
2,652
68 x 39
20'
162
270
200
305
54
65
76
M in n eapo l is B al lro o m E, F an d G
8,024
118 x 68
20'
496
880
660
920
162
195
228
13,250
-
-
-
-
-
-
-
-
-
Ro che ster Roo m
1,785
51 x 35
11'
64
132
150
205
35
46
54
B oard Roo m 1
624
26 x 24
10'
27
50
50
60
20
22
25
B oard Roo m 2
676
26 x 26
10'
27
50
50
60
20
22
25
B oard Roo m 3
676
26 x 26
10'
27
50
50
60
20
22
25
D i recto rs Row 1
676
26 x 26
10'
27
50
50
60
20
22
25
36
D i recto rs Row 2
624
26 x 24
10'
27
50
50
60
20
22
25
30
36
D i recto rs Row 3
624
26 x 24
10'
27
50
50
60
20
22
25
54
52
58
D i recto rs Row 4
624
26 x 24
10'
27
50
50
60
20
22
25
100
28
30
36
Red Wi ng Ro o m
1,040
40 x 26
10'
42
75
80
100
28
30
36
-
-
-
-
D u lu t h Roo m
2,145
65 x 33
12’
96
150
150
250
52
58
64
CO NRAD RO OM S
75 Spring St, 3rd Floor, New York, NY, 10012
Tel: 212 625 6250 Fax: 212 625 6260
Recept io n
720
100
B anqu e t
( rou n ds
o f 1 0)
1,050
48
Th eate r
550
11'
Cl assro om
11’
24 x 39
Ce i li n g
H ei gh t
138 x 78
935
Ro om Si ze
10,033
Squ are
Fee t
S ECOND FLO O R
Marqu ette I
DIRECTORS
ROW 3
Pre fu nct i on
MEE TIN GS
THE PL ACE FOR MEETINGS AND EVENTS
Hilton Minneapolis is home to the largest hotel ballroom in the state. The rich color scheme, convenient
layout and custom artwork highlighting Minnesota’s many landmarks provides an upscale environment
for meetings, exhibits, social banquets and weddings.
• 77,000ft2 of refined function space
• 3 flexible ballrooms with prefunction areas for
70 to 2,800 Guests
• 35 breakout rooms with 7 Executive Boardrooms
• The exclusive Conrad Rooms provide selfcontained privacy for groups of 25 to 150
• Permanent ballroom rigging points allow for
large and small productions
• Dedicated high speed internet access
• Overnight motor coach parking available
• Adjacent and connected via climate-controlled
skyway to the Minneapolis Convention Center
• Dedicated Meeting and Catering Team at
your service
• On-site Audiovisual Team
• On-site, full service Business Center
Plan on a successful meeting or gathering at Hilton
Minneapolis by contacting the Sales Department
today at +1 800 258 9205.
FS:8.1”
FS:8.1”
FS:7.85”
F:8.5”
F:8.5”
F:8.25”
Client: HILTON_MINNEAPOLIS
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DIRECTORS
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Users:
DIRECTORS
ROW 4
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The Galle ry
5220231
DIRECTORS
ROW 2
POOL
LOBBY LEVE L
Symph o ny I
ESCALATORS
GUEST ROOM ELEVATORS
SAUNA
OPEN TO
LOBBY BELOW
E
C
BOARD BOARD
ROOM 1 ROOM 2
MA RQUETTE BA LLROO M
F
Meeting/Conference Rooms
V
GUEST ROOM
ELEVATORS
PROMENADE
HOTEL LOBBY
ENTRANCE
PREVIEW
THE COLLECTION
III
MARQUETTE FOYER
II
SYMPHONY
BALLROOM
SKYWAY TO
CONVENTION CENTER
VI
H -Squ are
I
I
FRONT
DRIVE
ENTRANCE
VII
Food & Beverages
SKYWAY TO
CITY CENTER
BAR
VIII
G
A
U -Sh ape
IX
THE G AL L ERY
LOB BY L EVEL
KEY
MARQUETTE BALLROOM
Co n feren ce
MECHANICAL
ROCHESTER
MEETING FAC ILITIES
SECOND FLOOR
ARTICLES OF INCORPORATION OF A TAX EXEMPT
ARIZONA NON-PROFIT CORPORATION
I. Name
The name of this corporation is CONVENTION PLANNERS, INC.
II. Purpose
This corporation is a non-profit SOCIAL WELFARE ORGANIZATION and is not
organized for the private gain of any person.
III. Character of Affairs
The specific purpose of this corporation is to:
1. Coordinate, facilitate, and manage “Remake the Heat Wave” the annual
convention of the International Association of Gay Square Dance Clubs
(IAGSDC) to be held in Phoenix, Arizona in calendar year 2004.
2. Promote and educate in activities of modern western square dancing,
including but not limited to sponsoring special events to familiarize the
general community with modern western square dance and the associated
clubs of the IAGSDC.
3. To sponsor fund raising efforts and events which will benefit organizations,
which serve the Gay and Lesbian community.
IV. Status
This corporation is organized and operated exclusively for social welfare purposes
within the meaning of Section 501(c)(4), Internal Revenue Code. The property of this
corporation is irrevocably dedicated to social welfare purposes and no part of the net
income or assets of this corporation shall ever inure to the benefit of any director,
officer, or member thereof or to the benefit of any private person.
V. Dissolution
Upon the dissolution or winding up of the corporation, its assets remaining after
payment or provision for payment, of all debts and liabilities of this corporation shall be
distributed to a non-profit fund, foundation or corporation which is organized and
operated exclusively for social welfare purposes and which has established its tax
exempt status under Section 501(c)(4), Internal Revenue Code.
VI. Indemnification
The corporation indemnifies all directors and officers of the corporation therefore
eliminating any liability for said directors and officers except liability under A.R.S.§103302.14, A.R.S.§10-3202, and A.R.S.§10-3833.
VII. Board of Directors
The initial board of directors shall consist of 1 director. The names and addresses of
the persons who are to serve as the director until his successor(s) are elected and
qualifies is:
Gordon Macaw
1323 E. Golden Lane
Phoenix, AZ 85020
VIII. Known Place of Business
The street address of the known place of business of the Corporation is:
Convention Planners, Inc.
1323 E. Golden Lane
Phoenix, AZ 85020
IX. Statutory Agent
The name and address of the statutory agent of the corporation is:
Gordon Macaw
1323 E. Golden Lane
Phoenix, AZ 85020-3029
X. Incorporators
The name and address of the incorporator is:
Gordon Macaw
1323 E. Golden Lane
Phoenix, AZ 85020-3029
XI. Discrimination
The corporation will not practice or permit discrimination on the basis of sex, age, race,
national origin, religion, sexual orientation, or physical handicap or disability.
XII. Members
The corporation will not have members.
Executed this 25th day of August, 2000 by all of the incorporators.
Maricopa County
State of Arizona
_________
Gordon R. Macaw, Incorporator
Phone (602) 331-8839
Acceptance of Appointment by Statutory Agent
The undersigned hereby acknowledges and accepts the appointment as statutory agent
of the above-named corporation effective this 25th day of August, 2000.
____________
Gordon R. Macaw, Statutory Agent
CONVENTION PLANNERS, INC.
By-laws
ARTICLE I: INCORPORATION
Section 1 - Name and Location
The name of this Corporation is CONVENTION PLANNERS, INC., hereinafter
referred to as the "Corporation." The Corporation was founded in 2000. The
Corporation may do business under the name "Remake the Heat Wave".
The Corporation shall be based in Maricopa County, in the State of Arizona.
Section 2 – Corporate Status
This Corporation is a non-profit social welfare corporation organized as an Arizona
Non-Profit Corporation. It is not organized for the private gain of any person.
Section 3 - Corporate Structure
(A)
The Board of Directors shall have a minimum of two (2) and a maximum of
three (3) members. The Board shall be representative of the Gay and
Lesbian square dancing community in Maricopa County. New Board
members shall be appointed by existing Board members. The Board shall
determine the goals, objective and policies of the Corporation. In addition,
it shall provide executive direction and oversight of the Corporation's
operations, approve decisions made by the Coordinating Committee, and
ensure compliance with the relevant legal and financial requirements.
(B)
Professional and Administrative Staff
(1)
The President shall serve as the Executive Director of the
Corporation and shall be a resident of Maricopa County, Arizona.
The President shall receive no compensation for services provided.
(2)
Other professional and/or administrative positions may be approved
by the Board. These positions shall receive no compensation for
services provided.
ARTICLE II: MISSION
Name is a non-membership corporation founded to coordinate, facilitate and
manage "Remake the Heat Wave" hereinafter referred to as "Remake the Heat
Wave," the Annual Convention of the International Association of Gay Square Dance
Clubs to be held in Phoenix, Arizona in the year 2004. Our mission includes: plan and
execute a well organized and fiscally responsible square dance convention, provide
educational and social opportunities to new and continuing square dancers (including
gays, lesbians, non-gays and non-lesbians), provide educational opportunities to gay
and lesbian square dance callers, and to celebrate the diversity of the larger square
dancing community.
ARTICLE III: MEMBERSHIP
CONVENTION PLANNERS, INC. is a non-membership corporation. There are no
dues.
ARTICLE IV: DIRECTORS and OFFICERS
Section 1 - Board of Directors
The Board of Directors of the Corporation shall consist of a minimum of two (2) and
a maximum of three (3) members. The Officers of the Corporation shall include
President, Vice-president, and Secretary.
Section 2 - Terms of Office
Officers of the Corporation shall remain in office until such times as the Corporation
is dissolved.
Section 3 - Vacancies
Vacancies occurring due to resignation or removal of Officers shall be filled for the
remainder of the term by action of the remaining Board members within one month after
written notice of the vacancy is received. In the event that the office of the President
should become vacant, the Vice-president shall serve as Acting President until such
times as a new President is appointed.
Section 4 – Duties and Responsibilities of the Board of Directors
(A) The Board of Directors shall determine policy and procedures for the
operation of Remake the Heat Wave.
(B) The Board of Directors shall meet at least once in each quarter of each
fiscal year, and at other times as the Board may deem necessary.
(C) Special meetings may be called by the President or upon written request
of one of the officers.
(D) A majority of the Board shall constitute a quorum. If the minimum
participation is set at two Board Members, a quorum equals two Board
Members.
(E) Board action shall be taken upon majority vote of the Directors present
at a duly noticed meeting.
Section 5 – Duties and Responsibilities of the Officers
(A) President. The President shall(1)
Be the Chief Executive Officer of the Corporation and shall be
responsible for the supervision of the affairs and business of the
Corporation. As such, the President shall execute all papers,
instruments, notes and drafts in the name of Convention
Planners, Inc. as the ordinary conduct of the Corporation's
business may require.
(2)
Be a member of the Board of Directors, and shall serve as
Chairperson of the Board.
(3)
Be the presiding officer, voting member at all meetings of the
Corporation, Board of Directors, and any other meetings,
conferences or events.
(4)
Appoint Committee Chairpersons for ratification by the Board of
Directors.
(5)
Provide direction, advice and consultation on financial matters
affecting the Corporation.
(B) Vice-president. The Vice-president shall:
(1)
Perform all the duties of the President in the absence of the
President.
(2)
Be a voting member at all meetings of the Corporation, Board of
Directors, and any other meetings, conferences or events.
(C) Secretary. The Secretary shall:
(1)
Be responsible for the recording and maintenance of the
minutes of all official Board of Directors meetings
(2)
Be responsible for the preservation and maintenance of the
Corporations history.
(3)
Attest to and certify any documents pursuant to any actions
taken against any Board Member.
(4)
Oversee and maintain all official documents.
(5)
Be the sole duty of the Secretary to handle all legal documents
required by the State of Arizona or other local governments.
Section 6 - Removal of Officers
Executive Officers and members of the Board of Directors shall be removed
exclusively by the procedures hereinafter provided. Before any officer or director may
be removed, written charges specifying the alleged sufficient cause shall be filed with
the President or the Secretary, and a copy of the alleged sufficient cause shall be
served upon the person charged. The person charged will be given the opportunity to
respond to the charges at a meeting of the Board of Directors. At a meeting of the
Board of Directors, duly called, and at which there is a quorum, the affirmative vote of a
majority of those present shall be necessary to effect such removal.
Actions constituting sufficient cause for removal include but are not limited to:
(A)
Actions prejudicial to the goals or purposes of the Corporation,
(B)
Failure to perform the duties of the appointed office, or
(C)
Misappropriation of funds.
Section 7 - Resignations
Any Officer or Director of the Corporation may resign at any given time by providing
written notice to the Board of Directors. Unless otherwise specified in such written
notice, the resignation shall be effective upon delivery of the notice to the Board of
Directors.
ARTICLE V: FINANCES
The finances of the Corporation shall be directed by a designated officer and
shall:
(A)
(B)
(C)
(D)
(E)
(F)
Be the custodian of all funds
Keep an itemized account of all receipts and disbursements
Disburse funds
Give an annual financial report to the Board of Directors
Sign all checks, drafts, notes and other evidence of indebtedness of the
Corporation valued at $300.00 or less- and shall sign, along with one other
member of the Board of Directors, all checks, drafts, notes and other evidence
of indebtedness of the Corporation valued at $300.01 or greater.
Shall maintain, file and oversee all records, documents, reports, and tax
returns as necessary that impact on the Corporation's 501(C)(3) or 501(C)(4)
status, pertaining to the Internal Revenue Service, any annual audit, or in any
way have impact on the finances of the Corporation.
ARTICLE VI: DISSOLUTION
The Corporation may be dissolved upon a majority vote of the Board of Directors.
Upon dissolution of the Corporation, the Board of Directors shall, after paying or making
provision for payment of all liabilities of the Corporation, transfer the remaining assets of
the Corporation shall be distributed to such organization(s) as may qualify as charitable
deductions for income tax purposes under the Income Tax Laws of the United States in
such proportions as the Board of Directors may determine. In no event shall any part of
the assets be returned to or distributed among any officer, member of the Board of
Directors, or any other individual connected with the Corporation either directly or
indirectly.
Board of Director
August 25, 2000
CARLJ. KUNASEK
B R I A NC , M C N E I L
CHAIRMAN
JIM IRVIN
COMMISSIONER
EXECUTIVE
SECRETARY
JOANNE C. MACDONNELL
ARIZONACORPORATION
COMMISSION
DIRECTOR.CORPORATIONSDIVISION
WILLIAM A. MUNDELL
COMMISSIONER
: .:.
GORDON I'IACAW
1323 E GOLDEN I,AI{E
PHOENIX, AZ
85020
RE: COfiTENTION PLAI{NERS, INC.
- 095L480 - 5
FiIe Nr:mber:
We are pleased
you
to notify
filed
on August 31, 2000.
that
your
Articles
of
Incorporation
were
You must publieh
a copy of your Art,icles
of Incorporation.
The publication
must be in a newspaper of general
circulation
in the county of
(3) consecutiwe
the known place
publications.
of business,
for three
An affidavit
from the newspaper,
such publication,
ewidencing
must be
delivered
to the Commission for filing
WITHIN NINETY (90) DAYS from
the File Date.
.
\-
All
corporations
transacting
in Arizona
businesa
are required
to file
(4th)
an Annual
Report
with
t,he Commission,
during
the fourth
month
following
the close
year.
of each fiscal
Each year,
a preprinted
Annual
Report
Form will
be maiJ-ed to you prior
to the due date of the report.
If you have any quest,ions
please
or need further
information,
contact
(520) 628-5550 in Tuceon, or To11 Free
at (502) 542-31-35 in Phoenix,
(Arizona residents
only)
at L-800-345-5819.
Very
truly
yoursr,
MARY BAINES
Exaniner
Corporations
Division
Arizona
Corporation
Commission
CF:04
Rev: 4/gl
1300 wEsT wasHlNGToN, PHOENIX,ARTZONA85007-2929 / 4oO WEST CONGRESS
STR€ET.TUCSON.ARTZONA85701-1347
w w w . c c . s t a t e , a z . u-s6 0 2 - 5 4 2 , 313 5
ug
Vlll.KnownPlaceof Business
Thestreetaddress
of theknownplaceof business
of theCorporation
is:
ConventionPlanners,lnc.
1323E. GoldenLane
Phoenix.AZ 85020
lX. StatutoryAgent
The name and addressof the statutoryagent of the corporationis:
'
.
GordonMacaw
1323E. GoldenLane
Phoenix,AZ 85020-3029
X. Incorporators
The nameandaddressof the incorporator
is:
GordonMacaw
1323E. GoldenLane
Phoenix,AZ 85020-3029
Xl. Discrimination
practice
Thecorporation
willnot
or permitdiscrimination
on the basisof sex,age,race,
national
or physical
handicap
or disability.
origin,religion,
sexualorientation,
Xll. Members
Thecorporation
willnothavemembers.
Executed
this25thdayof August,2000by allof the incorporators.
Maricopa
County
Stateof Arizona
Macaw,Incorporator
Phone(602)331-8839
Acceptance
by Statutory
Agent
of Appointment
agent
The undersigned
andacceptsthe appointment
as statutory
herebyacknowledges
effectivethis25tnday of August,2000.
of the above-named
corporation
Agent
GordonR. Macaw,Statutory
ARTICLESOF INCORPORATION
OF A TAXEXEMPT
CORPORATION
ARIZONANON.PROFIT
l. Name
The nameof thiscorporation
is CONVENTION
PLANNERS,
lNC.
rhiscorporation
isa non-profit
Soctll-ti#ffi
: '''
oRGANtzAloN'and
isnot
organizedfor the privategain of any person.
lll. Characterof Affairs
purpose
Thespecific
is to:
of thiscorporation
1'Coordinate,faci|itate,andmanage..@''theannua|
Association
convention
of the International
of GaySquareDanceClubs
year2004.
(IAGSDC)
Arizonain calendar
to be heldin Phoenix,
2. Promoteand educatein activities
of modernwesternsquaredancing,
including
specialeventsto familiarize
the
but notlimitedto sponsoring
generalcommunity
withmodernwesternsquaredanceandthe associated
clubsof the IAGSDC.
3. To sponsorfundraisingeffortsandeventswhichwillbenefitorganizations,
whichservethe Gayand Lesbiancommunity.
lV. Status
for socialwelfarepurposes
Thiscorporation
is organized
and operatedexclusively
withinthe meaningof Section501(c)(4),
InternalRevenue
of this
Code.The property
corporation
is irrevocably
dedicated
to socialwelfarepurposesand no partof the net
incomeor assetsof thiscorporation
shalleverinureto the benefitof anydirector,
officer,or memberthereofor to the benefitof anyprivate,person.
V. Dissolution
itsassetsremaining
after
Uponthe dissolution
or windingup of the corporation,
paymentor provision
payment,
shallbe
for
of all debtsand liabilities
of thiscorporation
or corporation
whichis organized
and
distributed
to a non-profit
fund,foundation
purposes
itstax
andwhichhasestablished
for socialwelfare
operated
exclusively
Revenue
Internal
Code.
exemptstatusunderSection501(cX4),
Vl. lndemnification
therefore
The corporation
indemnifies
all directorsand officersof the corporation
A.R.S.S10except
liability
under
andofficers
for saiddirectors
eliminating
any liability
4, A.R.S.S10-3202,andA.R.S.S10-3833.
3302.1
Vll. Board of Directors
of
The initialboardof directors
shallconsistof 1 director.The namesandaddresses
the personswhoareto serveas the directoruntilhissuccessor(s)
areelectedand
qualifies
is:
GordonMacaw
1323E. GoldenLane
Phoenix.AZ 85020
AFT'IDAVITOF PUBLICATION
CONVENTION
PI./ANNERS,
INC.
6
'
a
Qlnorarcfile #0951480-6
'r'
I
T) ATLZONA
IJUSINESS
Gaznffn
PO BOX 194
Phocnix,Arizona8500l-0194
(602) 444-7300FAX (602>444-73U
STATE OF ARTZONA
\
COIJNTY OF MARICOPA
'
.o
Tom Bianco,beingfirst duly sworn,upon oath deposes
and says:That he is the legal advertisingmanagerof
the Arizona BusinessGazette,a newspaperof general
circulationin the countyof Maricopa,Stateof Arizona,
publishedweekly,at Phoenix, Arizona, and that the
copy hereto attached is a tnre copy of
the
advertisement
publishedin the said paperon the dates
indicated.
10/05/2000
1U142000
10/192000
Swomto beforenp this
19THdayof
OCTOBER
A.D.2OOO
:F3'C:A_S:AL
M&IHYi,3IElIJIBflR
MAqICOPA
COUNTY
Co_nin
EsifctMly23.2003
INTERNAL REVENUE SERVICE
P. O. BOX2508
CINCINNATI, OE 4 5 2 0 7
DEPARTMENT OF THE TREASURY
Employer Identi f j-cat ion Number :
B 6 r O A ' 5? 7 1
DLN :
17053354042030
Contact Person:
DE], TRIMBLE
rD# 31309
Contact Tefephone Number :
(8 7 7 ) 8 2 9 5 5 0 0
Internaf
Revenue Code
Section 501(c) (a)
Accounting Period Ending:
D a r eF'E B 0 8 2 0 0 1
CONVENTION PLANNERS INC
C,/O GORDONMACAW
1323 E GOLDEN ],ANE
PHOENIX, AZ 8502O
lecemDer
l L
Yes
AAdanAlrm
Ahnl
i ac.
NO
Dear Applicant:
Based orl j.nformation
supplied,
and assuming your operations
will
be as
stated
in your applicatj.on
for recognition
of exemption,
we have determined
y o u a r e e x e m p t f r o m F e d e r a f i n c o m e t a x u n d e r s e c E i o n 5 0 1 -( a ) o f t h e I n t e r n a f
Revenue Code as an organizatj-on
described
in the section
indicated
above.
Tlnlpss snF.ifi.:l
lv F\.dFniFd
I i:hle for taxes under the Federal
Insurance Contributions
Act (social security
taxes) for each employee to whom
you pay 5100 or more during a cafendar year.
And, unless excepted, you are
also liable
for tax under the Federal Unemplolrment Tax Act for each employee
quarter
to wtrom you pay S50 or more during
if,
a calendar
duri-ng the current
year, you had one or more employees at any time in each
or: preceding
calendar
of 20 calendar weeks or you paid wages of $1,500 or more in any calendar
quarter.
If you have any questions about excj.se, emplol'rnent, or other Federal
taxes, please address them to chj-s office.
If your sources of support,
or your purposes, character,
or method of
operation
change, please 1et us know so we can consider the effect
of the
change on your exempt staCus.
In the case of an amendment bo your organizanla:sa se-d
uu
vr
uy !dv/v
cf the arended docurnenL o!'
I
bylaws.
AIso, you should inform us of all changes in your name or address.
In the heading of this
990, Return of Organization
:rF
yA.l
rFd,,i
F^
fi
la
F^rh
letter
we have indicated
Exempt From Income Tax.
qqn
^h1\,
if
\/^,,7
dr^cc
whether you must fj-1e Form
you
If Yes is indicated,
ra^aihr.
a.^h
lra:r
.y-
normally more than S25,000.
However, if you receive a Form 990 package in ehe
mail, please file
test.
the return even if you do not exceed the gross receipts
If you are not required to file,
check the
simpfy attach the label provided,
box in the heading Eo indicate
that your annual gross receipts
are normally
("q non nr le<c
end qi.rn Lhe reLurn.
TF
.
raF,,-h
;c
ran"i-arl
iF
f,"aF
hA
fi
la/l
h\'
fha
Tqrh
d.rr
^f
Letter
t-ha
fifFh
948 (Do/cG)
MINNEAPOLIS 2019
PRELIMINARY BUDGET
AREA
ITEM
DETAIL
BUDGETED
03/01/2015
INCOME
ADMINISTRATION
$
6,000 Total Administration
$
1,000 Total Advertising
$
3,000 Total Badges
ADVERTISING
BADGES
BANK FEES
$
500 Total Bank Fees
CALLERS
$
25,000 Total Callers
DECORATIONS & SIGNS
$
5,000 Total Decorations & Signs
ENTERTAINMENT
$
500 Total Entertainment
FLOORING
[$.55/sq ft for 35,000 sq ft (2 ballrooms)]
$
20,000 Total Flooring
[240 X $50]
$
12,000 Total Fun Badge
$
90,000 Total Food
FUN BADGE TOUR
$
12,000
$
184,000
MEALS
PUBLICATIONS
$
8,000 Total Publications
$
1,000 Total Registration
REGISTRATION
[195,000 - 12,000 (FB) / 800 attend = $230]
SOUND
$
10,000 Total Sound
SOUVENIRS
$
5,000 Total Souvenirs
$
500 Total Supplies
SUPPLIES
AV
[PSAV Estimate - 2 screens & projectors]
$
4,500 Total AV
$
4,000 Total Miscellaneous
MISCELLANEOUS
TOTAL
$
Page 1
196,000 TOTAL
$ 196,000