CSG Meetings Management & Consulting The Red Dragon Will Lead the Way. November 7, 2012

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1 Please submit your hotel information below paying particular attention to the RFP specifications and the notes on the final page. RFP response due by 5pm EST Wednesday, November 7, 2012 Client Overview: 2014 Spring Conference The National Organization of Veterans Advocates (NOVA) is headquartered in Washington, DC and provides representation to America s veterans and their dependents. The 2014 Spring Conference has been designated to take place in April or early May. The NOVA Board WILL NOT consider dates offered over any National, Federal or Religious holidays or the first week of April or May. The NOVA Board will be meeting mid November 2012 to decide on final hotels for site visits in early Post site visits, the NOVA Board will decide a final hotel and city within 21 days. MEETING INFORMATION: Preferred Cities: Desired Locations: Meeting Dates: NOVA 2014 Spring Conference Cincinnati, Atlanta, Providence, Chicago, Indianapolis, Pittsburgh, Tampa, Miami, Jacksonville Downtown Area NO Airport properties See above Number of Attendees: Historically: Arrival/Departure Pattern: Sleeping Room Requirements: Double/Double King Sleeping Room Rate History: Sleeping Room Contract Room Night History: *** Contracted 515 ** Contracted 400 Food & Beverage: Please quote ALL applicable taxes including: Arrival: Wednesday Departure: Saturday & Sunday Wednesday: 135 Thursday: 160 Friday: 160 Saturday: 60 Total Room Nights: 515 Single/Double: $150 - $225 King: $150 - $ Spring (April) Seattle, WA: ** 2010 Fall (October) Marriott Wardman Park, Wash, DC:*** 2011 Spring (April) Hyatt Regency, Indianapolis, IN: *** 2011 Fall (September) Tradewinds, St. Pete Beach, FL: *** 2012 Spring (April) Hyatt Regency, Denver, CO: *** 2012 Fall (October) Sheraton Society Hill, Phila., PA: *** 2013 Spring (April) Hyatt Regency Crystal City, VA: *** 2013 Fall (September) Westin Gas Lamp, San Diego, CA:*** Food Tax: % Service Charge: % Tax on the Service Charge (if applicable): %

2 Meeting Space Requirements: General Session 10ft x 16ft stage 18ft side screens Audio Visual will be ordered through the hotel or via a third party (final specifications provided by the client during & post site visit) *Please note: 1. All meeting space offered must have clear and un-obstructed views of main stage 2. Classroom set 2 persons x 6ft for all general sessions) 3. Separate meeting space and dining space 4. Final meeting space needs will be determined post site visit Note: General session must have WiFi capabilities either complimentary or at a severely reduced cost Electrical outlet access for attendees to use own/or provided power strips Client will request a competitive audio visual bid from the in-house hotel company to compare with bids from outside companies ***Final contract WILL NOT contain clause that penalize the client financially for choosing to use an outside audio visual company Program of Events: First Day: (Main Arrivals) Board Meeting (15pax) Storage Room (24 hr. hold Wed Sat pm) Registration set-up (24 hr. hold Wed Sat pm) Conference office (24 hr. hold Wed Sat pm) Exhibit set-up Registration opens (am) Second Day: Exhibits (table tops 5-10 max) Continental Breakfast General Session ( pax) set school room 2x6ft (Comp internet access) Coffee Breaks (am/pm) Evening Reception at hotel Third Day: Exhibits (table tops 5-10 max) General Session ( pax) set school room 2x6ft Continental Breakfast ( pax) Coffee Breaks am/pm ( pax) General Session ( ) set school room 2x6ft (comp internet access) Evening Reception at Hotel Final Day: Exhibits (table tops 5-10 max) Continental Breakfast ( pax) General Session ( pax) set school room 2x6ft (comp internet access) Breakout (30pax) Coffee Breaks (am/pm) Conference Concludes 5pm

3 Please complete FULLY ALL QUESTIONS BELOW: PROPERTY CONTACT INFORMATION: Hotel Name: PROPERTY CONTACT INFORMATION: Crowne Plaza Jacksonville Riverfront Available Dates Offered: 4/9-12 4/ / /30-5/3 5/7-10 5/21-5/24 5/29-31 Please quote RATES Offered: Commissionable to CSG Meetings Management & Consulting Hotel Contact: Single/double: $139 King: $ 139 Triple: $ 139 Quad: $139 ALL Applicable Taxes: $ 13% Christine Payne Hotel Address: 1201 Riverside Boulevard Jacksonville, FL Contact Telephone/Fax/ cpayne@cpjacksonville.come Website: ADA Compliant: AAA/Star/Diamond Rating: 3 Star and 3 Diamond Hotel/Industry Awards: Distance to Local Restaurants: Nearest Airport and Distance to Hotel: Two on property 18 miles Complimentary Hotel Shuttle Service Provided: YES: NO: $20 Each way Cost of Transportation From Airport to Hotel: Taxi: $ 40 Airport Shuttle on request: $ 20 Complimentary Internet Access at Hotel: Hotel Sleeping Rooms: No: : x Please list all charges that apply where internet Hotel Lobby: No: : x access is not complimentary Hotel Meeting Rooms: No: : X Applicable Charges: $

4 Concessions Requested Please Note: The granting of the concessions has played a major part in the decision making process of the client Board of Directors. The last 4 hotel contracts have included all of the concessions listed below): Room Rate: (to be made available 2 days pre/post conference): and Commissionable to CSG Meetings Management as agent of record Complimentary Meeting Space if (75% of the anticipated sleeping room block is met): Please Respond Either: YES or NO Complimentary Internet Access in all contracted sleeping rooms: One (1) Complimentary Room for Every Forty (45) Revenue Producing Guest Rooms: All Rooms Accrued Under the One (1) for Forty (45) Complimentary Credits not Utilized at the Meeting to be Credited to the Client Master Bill: Guest Room Minimum Performance 75%: One (1) Complimentary Staff Room for Planner (available 3 days pre/2 days post conference): One (1) Complimentary Suite for Executive Management for the Duration of the Conference: Upgrades to Suites for Executive Management (maximum of 4 at Prevailing Conference Rate): Two (2) complimentary airport transfers for Executive Management: Ten (10) Complimentary Parking Passes if Hotel Does Not provide Complimentary Parking: Complimentary handling and shipping of client boxes up to a total of ten (10) client will use own UPS or Fed Ex Number:

5 Ten (10) rooms to be upgraded with access to concierge privileges if available: Complimentary Podium Microphones for all General Sessions: 10% Discount on Any AV Ordered via the Hotel Internal AV Company: Will upgrade to riverfront Please Indicate any Audio Visual Discounts if Group Decides to Exclusively Use the In-House Company: Percentage of Discount Offered: 10% ***Complimentary Internet Access for all General Sessions: (General Sessions are held in same ballroom for duration of conference): One Time, One-Location Charge for Telephone Set- Up at Registration, Additional Billing for Usage Only: No Set-Up Fees or Retaining Percentage of Bar Revenue for Functions Where a Cash Bar is Required: $25,000 Minimum in Food & Beverage (please do not quote higher F&B minimums as the NOVA Board will reject immediately history shows the group exceeds the minimum by 10-15%: 10% Discount on all Food & Beverage Functions: 2013 Menu Prices Guaranteed for 2014 F&B needs: CSG Meetings Management & Consulting (the client company of record) is committed to providing both a detailed and quality RFP response from your hotel for the client s review and discussion. Therefore, you are asked to pay particular attention to the information and concessions requested in the RFP, ensuring that you answer all of the questions in full. Please Note: **As an independent meeting company I am not compelled or legally required to provide an IATA number my Federal Tax ID Number is all that is required. IATA numbers are only required if one is practicing as a Travel Agency or as a Travel Agent. CGS Meetings Management & Consulting is neither or purports to be. THEREFORE, DO NOT INCLUDE IN YOUR RESPONSE THAT AN IATA NUMBER IS REQUIRED IN ORDER FOR CSG MEETINGS TO RECEIVE COMMISSION. A post review of the RFP submitted will determine if a contract is to be requested for further consideration. Where a contract is requested, the hotel will be required to add-in certain additional contract clauses (provided by CSG Meetings Management) that the client needs to have in any final contract. In the event that a final contract needs changing, the hotel will be afforded an opportunity to submit their final offering. Under no circumstances must the hotel contact the client

6 directly. Failure to abide by this request will automaticaly disqulaify the hotel from any further consideration. If you have any questions, concerns or queries please don t hesitate to call me on (843) or at chris.greenslade@csgmmc.com Respectfully, Christopher Greenslade Principal