Submission Process & FAQ
Timeline
| Step | Date |
|---|---|
| RFPs issued | Wednesday, October 14, 2026 |
| Proposals due | Friday, December 4, 2026 |
| Review, follow-up questions and site visits | Following the due date; shortlisted venues will be contacted by H&A |
| Selection | Venues will be notified once the host DOT and WASHTO make a decision |
How to Submit
- Click Submit Proposal in the menu.
- Complete each step: General Information, Property / Destination Overview, Date Availability & Guest Rooms, Meeting Space Capabilities and Proposal Documents.
- Upload your proposal and supporting files, then submit. You will receive a confirmation email.
Frequently Asked Questions
Who should submit?
Hotels, convention centers, specialty venues and Convention & Visitors Bureaus (CVBs). Convention centers, CVBs submitting destination packages and venues without sleeping rooms should also use the online form (select the matching Organization Type) rather than emailing proposals.
Can I submit for more than one year?
Yes. Select every year you are proposing in the Year of Conference question. If your offer differs by year, note the differences or upload a separate proposal for each year.
Can I propose multiple hotels or venues?
Yes. Choose the matching Property Type and list each hotel and venue. Multi-property and city-wide proposals are especially welcome for 2029 (North Dakota).
What should I upload?
Your proposal (PDF preferred), room block grid, floor plans and capacity charts, banquet menus and any destination materials. See Concessions & Terms for the full list of proposal requirements.
My files are larger than the upload limit.
Each upload is limited to 30MB. For larger files, paste a download link (Dropbox, WeTransfer, Google Drive, etc.) in the Proposal Documents step.
Can I edit my proposal after submitting?
Yes. Use the password you created to log back in and update your proposal any time before the due date.
Is commission required?
Yes. Rates should be 10% commissionable to Housman & Associates, LLC (IATA# 45-584280).
Can I schedule a call or site visit before submitting?
H&A will reach out to shortlisted venues after the due date. Please include any site visit availability in your proposal.
Still have a question?
Use the Email Us link at the bottom of the page.
