First, seek the approval of your Sponsoring Organization, typically a local association or federation. Next, contact the NEC Area Advisors for your state, listed on this website. The NEC Area Advisors will visit the location to meet with the square dance leaders and inspect the proposed facilities. If these are determined to be sufficient, the NEC Area Advisors will assist the bid team in the preparation of a comprehensive bid package. The bid package provides full details of both leadership and facilities and includes pledges of support from the state square dance organizations, hotel associations, convention facilities managers, governing city officials and many others. The bid package is due to the NEC 90-day prior to the start of the Convention at which the bid will be made .

You are invited to attend the next Pre-Convention held in the Spring. During this meeting you will have the opportunity to attend various breakout sessions covering many aspects of the Convention and a facilities tour. This information may be especially instructive for potential bidding cities. Contact your NEC Area Advisors for more information.

The NEC Advisors assigned to your Convention will provide invaluable information and recommendations during the planning of the Convention. The NEC will provide the Convention with electronic copies of the NSDC Guidelines containing extensive information for conducting the Convention.

The Pre-Convention is held approximately 15 months prior to a Convention at the Convention facilities. The meeting is conducted with the NEC observing and advising on the overall preparation and planning to be done by the Convention committees. This is a great opportunity for Future Conventions Members to hold discussions with Counterparts.

At a minimum, the following facilities are required to host a convention: 175,000 square feet of floor space that may be obtained through use of convention center, arena, and hotel facilities. The total facility space must include at least 75,000 square feet of floor space capable of being divided into a minimum of 9 dance halls*. Space for 8 to 10 meeting rooms ranging in size from a seating capacity of 25 to 150 persons. An area for approximately 30 to 40 Vendor Booths. An area for Showcase of Ideas exhibits of approximately 80 tables, this can be a large hallway, atrium, or shared with a large dance hall. An arena, auditorium, or theater-type seating accommodating 1,500 people. Approximately 12 to 15 small miscellaneous type rooms.

The number of hotel rooms used by a Convention will be equal to approximately 25 percent of the total attendance. For example, a 3,000 Convention attendance will use about 750 rooms, for a total of 3,000 room nights. Additional organizations meeting before, during and after the Convention may increase the hotel room nights needed.

Facilities for recreational vehicles (RV) and tent campers will be needed. The number of RV spaces will depend on the geographical location of the hosting city. Approximately 100 – 200 spaces should be considered.