PLACES 2025 | Host Community Proposal

We are delighted to announce that we are seeking proposals from communities wishing to host our 2025 PLACES conference. Preferred conference dates for 2025 are October 8-10.

PLACES is hosted by the Washington Trust for Historic Preservation, which has three core programs: the Preservation Program, the Washington State Main Street Program, and the Maritime Washington National Heritage Area (Maritime Washington). Traditionally, the conference has focused on two of these programs: Preservation and Main Street. This year, PLACES hopes to bring all three of these programs together by joining forces with Maritime Washington to offer additional sessions and events focused on work that celebrates, maintains, and shares our state’s maritime heritage resources. Therefore, we are particularly interested in applications from Main Street Communities within the Maritime Washington National Heritage Area.*

Our vision for PLACES includes unique venues, interactive workshops, and many opportunities for attendees to network and engage in the local community. Because the content is place-based, the host community is, by nature, much more than just a facility; your organization would be an integral partner in planning a rich and dynamic experience for conference-goers and visitors to your downtown!

The conference aims to generate a significant economic impact for the host community and region. A conservative estimate (based on known expenses and a minimum estimated spending per attendee) of the impact of PLACES 2023 on the host community was nearly $204,779. As PLACES continues to draw more interest (we had 347 attendees in 2023!), there are increasing opportunities to both grow the conference and offer more diverse and engaging experiences for attendees.

If any of these topics sparks your creativity, we encourage you to share your ideas within this proposal. Learn more about hosting a successful PLACES conference below, or jump to key sections:

Conference Overview | Requirements & Responsibilities | Selection & Submission

Applications are due on August 30, 2024.

Want to chat through your ideas before applying? Email Lydia Felty, Main Street Specialist, at ly***@pr********.org.

*Main Street Communities within the Maritime Washington National Heritage Area include Aberdeen, Bainbridge Island, Bellingham, Coupeville, Everett, Gig Harbor, Langley, Port Townsend, Oak Harbor, and Olympia.

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The Host Community will work closely with Washington Trust for Historic Preservation (WTHP) staff to ensure a successful conference. In addition, the Host Community commits to important regional and financial support, including sharing recommendations and leveraging connections with hotels, facilities, vendors, and more. These commitments are further detailed below.

Host Community Responsibilities

The Host Community must be a designated Washington Main Street Community in good standing. Responsibilities include the following:

Planning Support

• Appoint two representatives (preferably one staff and one board member) to serve on monthly conference planning committee calls.
• Serve as liaisons or initial points of contact between WTHP and local resources, including facilities, hotels, vendors, relevant organizations/individuals (as needed).
• Assist with plans and logistics for special events and mobile tours.
• Recruit 15-20 local volunteers to assist with tasks such as registration, event set up, and tour dispatching.

Fundraising and Sponsorships

• Secure local sponsorships for the conference; the host organization is held to a minimum fundraising amount of $15,000.
  • Recognizing that the cost of living differs greatly throughout the state, this amount may include cash and/or in-kind donations for all conference activities, including the Excellence on Main Awards Reception, refreshment breaks, and conference facilities.
  • The level of local support for this event, including financial sponsorship, is an important factor in the site selection decision.
• Provide list of additional potential sponsors and, where available, provide contact information or connection with WTHP.

Local Promotion

• Help promote the conference throughout the community and state in conjunction with WTHP, including providing a list of /conducting outreach to local groups who may be interested in attendance at the conference.
• Outreach to local groups or individuals, including the local governing body, to suggest submitting proposals to present, lead tours, and/or host networking events.
• Provide high-resolution photos and other communications assets to be used for promotional purposes.

Prepare for proposal: To demonstrate these requirements in your application, you will be asked to provide (1) information about partner organizations and local leaders, (2) sponsor commitments documented in writing, and (3) confirmed commitment from the Executive Director and Board President to fulfill these responsibilities.

Host Community Requirements

The Host Community will assist in identifying local hotel facilities that meet that following requirements:

• Must have local downtown and/or neighborhood development success stories that offer opportunities for tours and on-site workshops.
• The community should have a strong historic preservation ethic. The city and region should be able to illustrate the Main Street Approach at work and demonstrate an interest and commitment to preserving heritage resources. This should include challenges, both successes and failures, and benefits to the community at large.
• The organization should have a strong commitment to building equity within their community and an understanding of inclusive downtown development practices.
• The organization must have support from the local governing body, including providing a Letter of Support for hosting the conference. A pledged commitment in the form of sponsorship or in-kind donation by local governing body is not required, although favorable.

Prepare for proposal: To demonstrate these requirements in your application, you will be asked to provide (1) a cover letter from Main Street board president, (2) letter of support from local governing body, and (3) two letters of support from partner organizations.

Hotel Requirements

The Host Community will assist in identifying hotel facilities that meet that following requirements:

• One or more hotel facilities providing a minimum of 250 guest rooms for three nights for conference attendees.
• Nightly room rates at the conference hotel should make available federal/state per diem rates.
• Hotel facilities should be within easy access of the conference facilities and preferably be located in or near the downtown district.

Prepare for proposal: To demonstrate these requirements in your application, you will be asked to provide a list of one or more hotel facilities providing a minimum of 250 total guestrooms for three nights. Please confirm in advance with the hotel(s) that the proposed dates are presently available.

Facility Requirements

All conference facilities must be centered in the downtown area or provide a transportation plan between hotels and primary conference facilities. Wherever available, the facilities plan should make use of multiple spaces throughout the downtown, rather than being in a centralized conference center. Note that we have hosted sessions in historic theaters, furniture stores, restaurants, and more — we encourage you to be creative!

The Host Community will assist in identifying conference facilities that meet the following requirements:

• Registration: Central area to accommodate registration and coffee breaks and to serve as a meeting location for mobile tours.
• Concurrent breakout sessions: Four spaces capable of accommodating 100 persons each and able to accommodate audio-visual presentations.
  • Seating layout for breakouts has typically been set in theater, classroom, or partial rounds, but new and dynamic arrangement suggestions are welcome.
  • If more than one space is used, the facilities must be within reasonable walking distance (5 minutes) of one another.
  • Ideally, each space is able to accommodate audio-visual presentations, but A/V equipment can be rented as needed.
• Opening Plenary: Space must be capable of accommodating 350 attendees seated theater-style and able to accommodate audio-visual presentations.
• Opening Reception: A site in the downtown area that will accommodate up to 250 persons for a cocktail hour and have space for a short program. Ideally this space has audio equipment for music and speaking, but audio equipment can be rented as needed.
• Excellence on Main Awards reception: A site in the downtown area that will accommodate up to 200 persons for a cocktail hour and have space for a program. This space should be able to accommodate audio-visual presentations.
• Closing Reception: A site in the downtown area that will accommodate up to 200 persons for an afternoon social and have space for a program. Ideally this space has audio-visual equipment for presentations, but A/V equipment can be rented as needed.
• Maritime Washington Partner Meeting (for applicants in the heritage area): Waterfront or water-adjacent location(s) that ideally can accommodate the following. :
  • Lunch/happy hour event for up to 75 people
  • Large meeting room: Theater-style seating for up to 75 people with audio-visual equipment for presentations (A/V equipment can be rented as needed)
  • Breakout rooms: 4-5 small rooms with theater-style seating for up to 15 people with audio-visual equipment for presentations (A/V equipment can be rented as needed)

Prepare for proposal: To demonstrate these requirements in your application, you will be asked to provide (1) a map of the district with all proposed conference sites noted, (2) floorplan(s) of the conference facilities, (3) brochures/menus from proposed event venues, and (4) up to 10 total images of facilities and other highlighted sites.

WTHP Responsibilities

• Work with state and local stakeholders to develop the conference theme, agenda, and programming.
• Manage conference planning and logistics, including management of the budget, overall conference schedule, workshops, tours, receptions, catering, and registration.
• Send out promotional and registration materials for the conference.
• Provide programs, name tags, handouts and other materials for the conference.
• Handle all finances and make final decisions and arrangements pertaining to hotels or lodging, caterers, and other vendors.
• Work with the local host and stakeholder groups to identify potential conference sponsors and brainstorm fundraising ideas.

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Selection Process

The Host Community will be chosen by the PLACES Planning Committee, consisting of members of the WTHP staff and key stakeholders. The PLACES Planning Committee…

• May elect to conduct site visits with any of the proposed cities.
• Reserves the right to accept or reject any and all proposals received.
• Reserves the right to negotiate more specific terms with any potential service provider that may clarify, supplement or vary the terms of the service provider’s original proposal.
• Will determine all conference facilities.
• Reserves the right to negotiate with the selected facilities concerning format and schedule changes.
• Further reserves the right to enter into a contract for the year 2025, or to decline to enter into a contract.

Ready to Submit?

Please download the Host Community Proposal & Budget Worksheet to begin your application. We look forward to reading your proposal and supporting materials!

Want to chat through your ideas before applying? Email Lydia Felty, Main Street Specialist, at ly***@pr********.org.

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Banner photos courtesy of Visit Walla Walla