Page 1 53rd National Convention Bid Form and Criteria

53rdNational Convention

Project Criteria

Date: / September 2018
Target Audience: / NOM + All LOMs
Registration Fee: / $1,200 - $1,500 (For Reference)
  1. Any LOM with the intention to bid for the hosting right of the 53rdNational Convention (“NC”) should fill in the appropriate form, together with a deposit of HK$10,000 (Ten Thousand Hong Kong Dollars) and submit them to the NSG before 30 June 2017, or otherwise decided by the National Board of Directors (“National Board”). The Bid Form, which will form part of the NC Contract, and a detailed proposal in power point format (ppt), upon acceptance, must be circulated to all LOM Presidents and National Board. The detailed proposal should be submitted in ppt format and should include, but not be limited to, the following:

-Proposed date and duration of NC

-Proposed Venue

-Detailed Budget

-Proposed Registration fee

-Organizational chart (include deputy Convention Directors levels)

-Theme

-Bidding Chairman and his biographical details (including but not limited to his JC experience)

-NC Chairman and his biographical details (including but not limited to his JC experience)

  1. The bidding chapter should make presentation to the National Board on 10 July 2017after submitting the bidding document stipulated in (1). They are also recommended to make presentation in General Assembly II on 23/24 September 2017
  1. The LOM shall make arrangements at the time of the bid to reserve suitable venues for the events of the Convention which should include, but limited to, the following:

Opening Ceremony / Welcoming Party1 / General Assemblies
Open Forum / JCIHK Development Forum / Theme Seminar
Delegate Luncheon / Training Program (Workshop, Seminar, etc) / Senate Luncheon or dinner
Awards Ceremony / Closing Gala Banquet / Alumni Luncheon
Secretariat room for NOM Secretariat with proper facility / Cocktail Reception prior to the Closing Gala Banquet / 2018 NOM Officers Candidate Training School and Luncheon

1 If hosting chapter is not going to host welcoming party, it should provide other kinds of luncheon or banquet with similar target amount of people and quantity of meals.

  1. The NC venue must have an Internet designation area where delegates can access wireless or wired internet connection.
  1. NSG will study the qualifications of any LOM bidding for the hosting right of the NC and report to the National Board. The National Board has the right to change or amend any terms and conditions and will make recommendations to the National Board Meeting where the hosting right for the 53rdNational Convention will be decided.
  1. Deposit made by any unsuccessful bidder shall be refunded without interest within one month after the result is announced.
  1. Deposit on any withdrawn bid shall be forfeited.
  1. Deposit on any successful bid shall be retained by NOM and shall be refunded without interest after the financial statement is adopted by NOM.
  1. A written contract must be made and signed between the hosting LOM and the NOM no later than on 31 January 2018.
  1. In case there is no bid for the hosting right of 53rdNational Convention, the National Board shall make further arrangement.
  1. NC Program should be approved by National Board. Guest of Honor and guest speakers must be approved by National President.

NATIONAL CONVENTION BID FORM

- CONFIDENTIAL –

Name of Convention: / JCI Hong Kong 53rdNational Convention
Name of Bidding LOM:
Latest number of Membership:
(include senior members)
Proposed Date of NC:
Proposed Venue of NC:
Proposed NC Theme:
Name of NC Director Designate:
Please state any particular reasons that your chapter wishes to bid for this NC:
Please explain in detail the plan of action how your chapter is going to carry out this project:
Does your chapter intend to involve outside organization in the execution of this NC? If yes, how and state the name of the stakeholder?
Proposed number of members involved in this project:
Proposed Budget (Income and Expenditure Statement): (Please attach a detailed separate budget plan)
Please explain how the surplus of NC will be used (if any):
Proposed charges to each members/chapters:
Subject to the decision of the National Board, will your chapter agree to host this NC jointly with other Chapter?

Save for fulfilling By-Law 10-4 of the By-Laws of JCIHK, the Bidding LOM must fulfill the following additional bidding criteria:

  1. Once the LOM who wins the bid (“Winning Bidder” or “Hosting LOM”), the Hosting LOM must undertake to provide irrevocable and unconditional guarantee that they must not give up the NC midway through.
  2. The Hosting LOM must undertake to provide softcopy of all NC materials before 31 December in that Convention year.
  3. The Hosting LOM must provide the adopted and signed I/E before 31 December in that Convention year.
  4. The proposed NC Director (i) must be an Individual Member (as defined in the JCIHK’s Articles of Association); (ii) attend and participate at least 2 National Convention prior to the Convention; and (iii) shall be a current president or past president of the Bidding LOM.
  5. The Winning Bidder must reserve 3 full registrations and 36 free gala dinner tickets to NOM and one hotel room.
  6. The Hosting LOM must pay for any venue charges for all kinds of training program.

Name of President:______

Signature: ______

Date: ______

PRESIDENTIAL NOMINATION

Name of proposed NC Director:

Correspondence Address:

Telephone (Office/Mobile)*:

Telephone (Home):

Year Joined JC:

Email:

Please list out JC experience and offices served by the nominee in the spaces provided below:

Year

/

Position

/

Details of JC Experience

LOM

NOM

JCI

Guideline to the NOM Project Chairperson:

NOM project chairperson is responsible for leading the organizing committee to implement the assigned project. While leading the project, the chairperson has to:

-conduct meetings in a fair and proper manner;

-allocate jobs among committee members;

-oversee execution of the project/task;

-manage and supervise the committee;

-liaise with all parties concerned;

-offer back-ups to committee members; and

-ensure the finalization of statement of account of the project.

On behalf of the National Board, a NOM Project Supervisor will be appointed by National President to monitor the project. Project chairperson is requested to report to this supervising officer. Any outgoing correspondence to the outsiders should be approved by the supervising officer. Final decision of any action taken by the organizing committee is subject to the approval of the supervising officer.

While the evaluation meeting of project should be held within a month after the completion of the last event of the project, the I/E Statement should be finalized before the meeting and be adopted by the organizing committee. The adopted I/E statement should be presented to the National Board for final approval, together with all supporting documents and the project file should be submitted to the supervising officer within two months after the evaluation meeting.

Upon request, the Chairperson should present the progress report of the project, from time to time, to the National Board. After the completion of the project, the chairperson should also present the final report as well as the finalized statement of account to the supervising officer.

Endorsement of nomination:

Endorsed by: / Signature :
LOM PRESIDENT OF: / Date:

Acceptance of nomination:

Nominee: / Signature :
Date:

This nomination form should be submitted to National Secretary General.