Annual Convention Request

for Proposals (RFPs)

Host City Selection: 2027 & 2028

Overview

The NAACP is the nation’s oldest and largest civil rights organization, representing professionals, advocates, and community members from across Texas and throughout the country. The Annual State Convention includes workshops, plenaries, luncheons, youth programming, and a formal banquet.

The Texas State Conference of NAACP Units hosts an Annual State Convention each October, bringing together members, leaders, and partners from across Texas for training, advocacy, and organizational business. The Annual Convention is held the first or second weekend every October. The Texas State Conference is now accepting RFP submissions from NAACP Branches to host the Annual Convention in 2027 and 2028.

Submission Guidelines

Submission Eligibility

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Only compliant units of the NAACP Texas State Conference are eligible to submit to be the host of the annual NAACP Texas State Conference Convention.

Submission Deadline

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Submissions are due Sunday, March 1, 2026, at 5:00 PM CST via the NAACP Texas State Conference Website.
All proposals must be submitted electronically through the NAACP Texas State Conference website. Proposals submitted by any other method (including email or mail), or received after the deadline, will not be accepted. NO EXCEPTIONS!

Submission Materials

More information on requirements for lodging, meeting facilities, catering, complimentary concessions, Convention & Visitors Bureau is available below.

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Required:

  1. Branch contact form

  2. Recommended hotel(s) with available dates and room rates

  3. Branch letters of intent

  4. Letters of support (Convention & Visitors Bureau, City officials, county officials, churches,

    sororities, fraternities, etc)

  5. Supporting documents (Convention & Visitors Bureau proposal, menus, floor plans, concession lists)

Submission instructions

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  1. Compile all submission materials into one document (PDF document recommended) Be sure to name the file with your Unit name and the year the bid is intended for.

  2. Click here to complete the branch contact form and upload compiled materials.

Please note receipt of a proposal does not obligate the
NAACP Texas State Conference to award host selection,
even in the event that a single bid is submitted.

Branch and State Conference Fiduciary Responsibility

Fundraising

All corporate, local, state, or national, fundraising/solicitation to be done by the NAACP Texas State Conference. Possible local financial contributors to the Conference should be referred to the NAACP Texas State Conference Treasurer for follow-up solicitation. Any and all funds received by the host branch must be immediately forwarded to the NAACP Texas State Conference Treasurer. All funds will be the property of the Texas State Conference of Branches.

Expenses

All expenses of the Convention will be the responsibility of the NAACP Texas State Conference. All requests for expenses associated with the convention by the Host Unit must be approved in advance. These requests shall be submitted to the Texas State Conference Treasurer and Convention Chair. Any unauthorized charges or cost incurred by the Host Unit will be the responsibility of the Unit.

Sales

All state convention sales (convention packages, apparel, etc.) shall be handled through the NAACP Texas State Conference website. Funds generated from these sales are the sole property of the NAACP Texas State Conference and will be received by the State Conference Treasurer. Local units may not independently collect or process state convention related revenue.

Souvenir Booklet

NAACP Texas State Conference will prepare the Convention Souvenir Booklet and assume all cost associated with the printing of booklet.

Scope of Services Requirements

The Scope of Services defines all lodging, meeting space, catering, and operational requirements necessary to host the NAACP Texas State Conference Annual Convention. It outlines what the selected branch, hotel partners, and Convention & Visitors Bureau must provide to successfully support a three-day statewide gathering of members, delegates, and guests.

Proposals must demonstrate capacity, affordability, accessibility, and strong local partnership and representation from minority leadership, vendors, and community organizations.
Note: Proposals should be developed in partnership with the local Convention & Visitors Bureau (CVB). Branches are expected to coordinate with their CVB to secure required information, concessions, and supporting documentation.

Hotel Lodging & Conference Facilities

Required space Accommodations

  • 50–75 guest rooms (combination of single & double occupancy) per night (Wednesday –Saturday)

  • 6 breakout rooms with capacity 75–100 each, theater-style (Thursday – Saturday)

  • 1 general session room seating 200, with head table (Friday – Saturday)

  • Luncheon space seating 150–200 attendees, rounds of 8-10 guests (Friday and Saturday)

  • Banquet space seating 150–200 attendees, rounds of 8-10 guests (Friday or Saturday)

  • Exhibit area for minimum 10 vendor tables (Thursday – Saturday)

  • Registration area with six skirted tables (Thursday – Saturday)

Meal & Catering Requirements

  • On-site professional, affordable catering, or the ability to use outside caterers.

  • Diverse menu options for breakfast, lunch, and dinner at moderate pricing.

AV & Wifi Requirements

  • Complimentary Wi-Fi for all meeting space and guest rooms (Thursday – Saturday)

  • AV access at moderate pricing and/and the ability to bring in State Conference-owned or contracted AV equipment and services
    at no additional cost (Thursday – Saturday)

Complimentary Concessions

The hotel will receive a complimentary Full-page ad in the NAACP Texas State Conference Souvenir Booklet

  • Presidential Suite for 4 nights

  • Minimum 2 VIP suites for two nights

  • One daily refreshment break for 200 attendees (Thursday – Saturday)

  • Complimentary or reduced parking (Thursday – Saturday)

  • One complimentary room per 50 nights consumed

  • Complimentary storage space (Wednesday – Saturday)

  • Complimentary or reduced breakfast

Convention & Visitors Bureau requirements

site visit
Requirements

If the host unit and city is selected as a finalist, a site visit will be conducted. The Convention & Visitors Bureau (CVB) must fully cover the expenses of 4–6 Site Selection Committee members for the duration of the visit:

  • Lodging for the duration of the visit

  • Meal

  • Ground transportation

Required Convention Contributions

  • Purchase of a full-page advertisement in the Conference Program Book ($500).

  • Provision of badge holders, lanyards, and badge stock.

  • Hosting & Fully Funding a two-hour Opening Reception on Thursday evening . If off-site, proposal must include round-trip transportation for attendees.

Additional Required Information

Transportation
Options

Summarize transportation options for travel to the city, including:

  • Major airlines (e.g., Southwest, Delta, United)

  • Rail access

  • Any discounted travel programs for attendees

Local
activities

Provide an overview of:

  • Local attractions, entertainment, festivals, exhibits

  • Minority cultural sites (museums, tours, historic locations)

Local
Support

Include:

  • List of supporting local organizations (CVB, chambers, partner groups)

  • Letters of support from government, business, civic, or community partners

Minority Representation

Provide a synopsis of local minority leadership and representation:

  • List of minority elected officials (local, state, federal)

  • List of high-ranking minority appointed officials

Ready to submit?

Bring the Annual NAACP Texas State Conference Convention to your city.
Submit your proposal by
March 1, 2026.

We Are Excited about your interest in hosting the next convention

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We Are Excited about your interest in hosting the next convention ·

Our Evaluation Criteria

  • Cost competitiveness

    (Lodging, Catering, AV, Transportation)

  • Accessibility and transportation options

    (Modes of Transportations into the City, Distance from the Airport, Available Transportation for Off-site Activities)

  • Facility quality and layout

    (Size of Hotel Room, Meeting Spaces)

  • Demonstrated support from recommended hotel and local Convention and visitors Bureaus

  • Minority participation, representation, and inclusivity efforts

    (Minority Vendors, Local Elected Officials, Staffing)

  • Overall responsiveness to RFP requirements

    (Satisfying All RFP Content Requirements, Aesthetic and Easy to Follow Presentation)

Frequently Asked Questions

  • Yes - but they must be two separate submissions. All materials submitted should be specific to the bid year (for example: hotel availability dates)

  • No, the RFP must be submitted electronically via the NAACP Texas State Conference Website. You can find instructions above.

  • The RFP must be completes by a compliant unit of the NAACP Texas State Conference. To satisfy the submission requirements, units must collaborate with the Convention & Visitors Bureau.

  • You can contact the Chair of the NAACP Texas State Conference Time & Place Committee, TaNeika Moultrie at tnd2475@gmail.com.