Call for Interest – 2020 Partners Retreat Host Published June 4, 2019 Proposals due by 5:00pm ET, Friday, July 12, 2019 Greetings Partners, Following our successful retreat in Texas in April, we are pleased to issue this Call for Interest to host the next Partners Retreat for three days in either April or June 2020 (possibly May). We have found that May can be a challenge for some organizations as it is Preservation Month, although it could be considered for compelling reasons. As for April or June, that depends on weather and respondents’ preferences. We seek a Partner, or collaborating Partners, that can provide an interesting locale with compelling field studies and programming, as well as adequate, affordable (or free) meeting space. As those who have attended know, the Partners Retreat is one of the premiere opportunities for professional networking among nonprofit preservation professionals. Typically, it draws between fifty and sixty attendees. One of the great added values to this meeting is seeing—firsthand—how our peers do their work and what we can learn and take away. A host location that offers learning opportunities from local success, challenges, and partners/presenters and therefore can bring a distinctive perspective gained from their city/town is of great interest. Please address the following in your response to the Call for Interest. You are not expected to have a full proposal with confirmed agenda, locations, or sponsors. But, we do want you to give us a sense of the proposed format and realistic opportunities for local hosting and sponsorship support. WHAT IS ASKED OF THE HOST Typically, the host is asked to do the following, with support from Partners Network leadership: Arrange for lodging (block of approx. 30 rooms). Arrange group meals/catering. Find meeting space for each day (preferably donated). Arrange for group transportation for any special tours, if needed. Host and/or find sponsors for selected evening social events, such as an opening reception and dinner, social hours, and coffee, refreshments & dessert. The sponsorship goal has ranged from $5,000 to $10,000 depending on what is underwritten with in-kind support. If registrations and sponsorships exceed the costs, the proceeds are split between the host organization(s) and the Partners Network. The Partners Network has connections with some larger, national sponsors and will make those asks in coordination with the host. Page 1 of 3 Help plan the meeting agenda and recommended local speakers or panels in collaboration with the NPPN Education & Advocacy Committee (which is coordinating education topic priorities for the Network.) Showcase the outstanding programs and success stories from your organization(s), often including a tour (bus or walking, as appropriate) of historic resources and projects in the community; expose the group to something or someone who should be on our radar. An introductory presentation that provides attendees with some context for the evolution of place, preservation regulatory framework, and current preservation challenges would be helpful. Provide an agenda, relevant handouts, and other content materials for the meeting. WHAT THE PARTNERS NETWORK LEADERSHIP WILL DO Working closely with the host organization, the Partners Network leadership/coordinator will: Convene a committee of the Partners’ Board and the Partners’ Education and Advocacy Committee to help develop the agenda. The host organization will participate in these conversations. Share responsibility for speakers, panels, and educational content. Work with the host organization to develop a budget for the meeting and determine a registration fee to cover direct costs such as catered meals, tour bus rental, and other expenses. Send out promotional and registration materials for the meeting. Set up and manage registration through Eventbrite. Prepare name tags, attendee lists, final agenda, and NPPN business meeting materials. Assist with onsite logistics during the conference. PROPOSAL INFORMATION In your proposal, please include: Introduction/Theme o Highlight the unique learning opportunities, lessons, sites that could be applicable to other partners. General o Proposed dates (typically Tuesday pm through Thursday or Friday am) for the retreat in April or June 2020. Factor in your organization's schedule and local weather. o Suggested accommodations (affordable and historic preferred) within walking distance or shared ride service to all locations. You will want to inquire whether the recommendation will have sufficient rooms available on your suggested dates. Average attendance in recent years has been 40-60 registrants within a block of approximately 30 rooms as attendees often share rooms. o Potential partnerships and/or programs that are of specific interest in your locale. o Anything optional that might be of interest for a before or after retreat add-on that we won't see during the limited retreat schedule, but you would encourage people to see or do while there. (e.g., visits to nearby towns, national parks, recreation, etc.) o Photos of (or weblinks to) venues for key events, buildings, meetings, etc. would be appreciated. o Accessibility to the location by air, including name(s) of local airport(s), and names of transportation options to get from airport to hotel. Page 2 of 3 Initial Ideas for the Agenda/Site Locations. The schedule can be modified to suit the host and location. Ideally the core content/meetings will be on day two and three to maximize participation (i.e. don’t have primary education/networking content on first or last days). o Tuesday . Introductory presentation to provide context . Afternoon or early evening walking tour . Happy Hour/Gathering spot post-tour (dinner not necessary) . Recommendations for dinner on your own o Wednesday . Site for Partners meetings (including Business Meeting) and lunch . Welcome reception site . Welcome dinner site (can be the same as welcome reception) o Thursday . Site for Thursday meetings and lunch . Possible tours – 2-3 hours (often by bus) o Friday (optional) . Site for Friday morning meetings . Optional additional individual or informal group (self-directed) activities/places that participants could take advantage of while there POSSIBLE OPPORTUNITY The Partners Network will seek funding for the possibility of hosting a Revolving Fund convening immediately before or after the Partners Retreat. This would be a gathering for approximately 25 people, and hosted by an affiliated organization. Attendees will have some cross-over. Please note in your proposal if you have a local or statewide partner organization that might be willing to host a Revolving Fund convening if funding is secured. When sending your proposal: Proposals should be limited to no more than three pages – written text, bullet points, photos, etc. Submit your proposal to Rebecca Harris ([email protected]) by 5:00 pm ET, Friday, July 12, 2019. Please do not submit a proposal if you are not fully committed to being selected for Spring 2020. Questions or want to talk first? Call or email ([email protected], 617-388-1417). Tips Based on Feedback from Previous Meetings Schedule time for business meeting earlier in the retreat rather than the last day Limiting core content to three days is preferred Making time for Three Minute Success Stories is strongly encouraged Networking time is important to the group Robust time for committees and break outs (Big Cities, Statewides, Locals) is desired. Afternoon caffeine/snack would be appreciated We’re looking to get the dates, location, and content topics out to everyone ASAP so organizations can make attendance decisions and budget travel. Other Attached are the previous two years’ schedules for reference. Page 3 of 3 Preservation North Texas Style: Boots (Cowboy of Course) on the Ground April 9-12, 2019 National Preservation Partners Network Spring Conference Tuesday Wednesday Thursday Friday 8:00 AM 8:30 Arrive at AD EX, home of the Dallas AIA, for a continental breakfast. 8:15 Bus departs from the Cambria 8:15 Bus departs from the Cambria 325 N. St. Paul Street (one block from the 8:30 AM Hotel for Mesquite Hotel for Fort Worth Cambria Hotel) 9:00 Arrive at the Mesquite Arts Center 9:00 Arrive at Thistle Hill for pastries and a 9:00 AM 9:00 Partnerships for Preservation and and enjoy coffee and pastries along with a tour and a discussion about the challenges Advocacy Panel Discussion featuring tour of the building of maintaining historic properties the work of Preservation Dallas, 9:30 AM Downtown Dallas Inc., AIA, and other local groups 10:00 AM 9:30 Welcome and Introductions 10:00 NPPN Business Meeting 10:30 AM 9:30-11:45 Big Cities, Local, and All are welcome. Statewides Breakout Groups 10:50 Bus leaves for Opal Lawrence 11:00 AM Historical Park for a tour of the site and a discussion about Historic Mesquite's work to preserve the park's historic 11:15 Three-minute Success Stories 11:30 AM buildings 11:30 Conclude Meeting 12 noon Suggested activities for Tuesday 11:45 Lunch with Reporting Out from morning or Friday afternoon: 12:00 Gather in the Park's 1886 Barn for Breakout Group Discussions Visit Great Museums: 12:30 PM a BBQ lunch and hear from Charlene Dallas Museum of Art, Perot Museum of Orr and Evan Thompson about small Nature and Science, Sixth Floor Museum at town and rural preservation in Texas 1:00 PM Dealey Plaza, Crow Collection of Asian Art, African American Museum in Fair Park Explore the City: 1:30 PM 1:15 Bus leaves for Dallas 12:45 Membership Founders Plaza, Freedmen's Cemetery Education Session Memorial, John F. Kennedy Memorial, Dallas 1:45 Arrive at Preservation Dallas' office Speaker: Trevor Mitchell 2:00 PM Arts District, Klyde Warren Park, Trinity River for tour, followed by sharing the work of Audubon Center and Children's Discovery Preservation Dallas Garden, Dallas Farmers Market, Main Street 2:30 PM 2:30 Presentation by Antonin Robert, Garden Park GBX Group, on easements.