1) The Board and the Convention Committee shall seek an appropriate and feasible site for the District Convention. Bid arrangements shall be made to prospective hotels and include statements from said hotels regarding the availability of sleeping rooms and meeting facilities during the predetermined dates and quotations on the cost of rooms and facilities and meals. Hotel bids must also include special procedures, payment policies, complementary benefits, and other items of interest that may assist the Board in reaching a decision.

2) Any club in the District may submit a bid to host the District Convention. The bid shall consist of a written letter from the club president and must be presented to the Board no later than the Fall meeting of the Board prior to the convention. The bid letter must include pledges of time and manpower support from the club and must express the club's willingness to work and abide by the decisions of the Board and Convention Committee.

1) The Board and the Convention Committee shall be charged with the actual planning and organization of the District Convention. The committee chair is charged with coordination of the planning process.

2) The host club shall appoint a representative, other than the club president, to serve as a primary contact. The host club, under the direction of the appointed representative, shall fulfill responsibilities delegated by the Board and Convention Committee.

1) All monetary transactions for the convention shall be handled through an account designated by the Board. A separate convention account may be established at the discretion of the Board to receive all registration fees and convention revenues. Two (2) signatures shall be required on all checks written on the convention account.

2) The Convention Committee and the Board shall prepare and approve a budget for the convention. The budget shall include provisions for meals, guests, awards, entertainment, souvenirs, printing, postage, and other items as deemed necessary.

1) Promotional mailings for the convention shall begin within three months of the convention date. These mailings shall include all appropriate convention information. Mailings shall be sent to all clubs and guests as determined by the Board, including the International Trustee, and the Kiwanis and Key Club Governors.

2) Registration forms and award nomination forms shall be distributed to the clubs within sixty days prior to the convention date.