NAGAP 2021 Winter Professional Development Institute
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1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors NAGAP 2021 Winter Professional Development Institute Fri, 30-Jun-2017 Sun, 31-Dec-2017 Meeting Space and Sleeping Rooms GSNSW5Y4G9W The National Association of Graduation Enrollment Management (NAGAP) is the only professional organization devoted exclusively to the concerns of individuals working in the graduate enrollment management environment. The Winter PDI takes place over intensive two days, Winter Institute attendees will discuss graduate enrollment management opportunities and challenges faced by seniorlevel administrators who typically have five or more years of experience. This is followed by a board of directors meeting from Friday - Sunday. The group is interested in a multi-year agreement for 2019 and 2021, please provide additional concessions for multi-year agreements. Billing Information Room & Tax: Individual to Pay (Staff rooming list to the M/A) Incidentals: Individual to Pay Catering & AV: Post to the M/A Concessions / Contractual Requirements Agreement in Group's name, signed on Group's behalf by Kellen staff Due to the nature of Association meetings, Group cannot agree to a guest room block attrition clause. Group will agree to a Guest Room Block Performance clause in place of attrition, based on historic pickup and including predetermined review dates to allow hotel option to resell rooms & space. Detailed pickup history can be provided from the association. Should your proposal be accepted, the Kellen Standard Meeting Agreement Template will be used as the basis for contract negotiations Key Contact Information Contact Name Jace Hood Address jhood@kellencompany.com Organization NAGAP Phone no calls please Title Preferred Contact Method Coordinator, Meetings and Expositions Cvent, Address 1100 Johnson Ferry Rd Suite 300 Atlanta, GA USA Organization Information Organization Name Organization Type Association Industry Other Address 4400 College Blvd Suite 220 Overland Park, KS USA Employees Avg. Attendees / Event 501-1,000 Events / Year 28 Avg. Room Nights / Event 1,001-1,500 Organization Information Total Attendees / Year 1,001-1,500 Total Room Nights / Year 5,001-10,000 Kellen is an Association Management Company managing 140 national and international trade associations and professional societies. We manage a portfolio of over 350 meetings, events and trade shows per year globally (220 within the U.S.). For additional information, please visit Page 1 of 7
2 Event Information Event Name Total Attendees 100 Commission Yes % Event History Dates Flexible? Event Dates NAGAP 2021 Winter Professional Development Institute The planner has indicated that this event has been held before. Yes Tue, 12 Jan Sun, 17 Jan alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Contract Signature Location Destinations Under Consideration Additional Information Tue, 12-Jan Sun, 17-Jan-2021 Tue, 19-Jan Sat, 23-Jan-2021 Kansas City San Juan, Puerto Rico Prefer central location near restaurants, shopping and beach, nothing at the airport or the opposite side of the island from the airport. The group is interested in a multi-year agreement for 2019 and 2021, please provide additional concessions for multi-year agreements. Dates are flexible but should avoid any Jewish or National Holidays. Previous Event History This event was previously held in the following location(s): Venue Name City State Date Attendees Room Block Room Pick-Up F&B Spend Omni Rancho Las Palm Springs California $31,680 Palmas Marriott Stellaris Resort San Juan Puerto Rico $18,210 Marriott Stellaris Resort San Juan Puerto Rico $24,140 Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Tue, 12-Jan Wed, 13-Jan Thu, 14-Jan Fri, 15-Jan Sat, 16-Jan Check-in Date Tue, 12-Jan-2021 Total Room Nights 255 Budgeted Room Rate USD $ Peak Room Nights 79 Additional Information Room rate not to exceed $200, inclusive of resort fee if applicable. 15% commissionable to The Kellen Company (IATA # ). Page 2 of 7
3 Meeting Room Requirements Start Date Mon, 11-Jan-2021 Day Time Agenda Item Room Request Mon, 11-Jan :00 PM Staff Office Office 24-hour hold Tue, 12-Jan :00 AM Staff Office Office 24-hour hold Tue, 12-Jan :00 AM-5:00 PM Registration and Sponsor Tables Registration Tue, 12-Jan :30 AM-8:30 AM PDI fast fast Tue, 12-Jan :00 AM PDI Session General Session Tue, 12-Jan :00 AM-10:30 AM AM Other (Room Required) Classroom (Room Required) 24-hour hold Tue, 12-Jan :00 PM-1:00 PM Buffet Tue, 12-Jan :00 PM-3:30 PM PM Tue, 12-Jan :00 PM-6:30 PM Reception Reception Reception (Room Required) 70 people Wed, 13-Jan :00 AM Staff Office Office 24-hour hold Wed, 13-Jan :00 AM-5:00 PM Registration and Sponsor Tables Registration Wed, 13-Jan :30 AM-8:30 AM PDI fast fast Wed, 13-Jan :00 AM-5:00 PM PDI Session General Session Wed, 13-Jan :00 AM-10:30 AM AM Other (Room Required) Classroom (Room Required) Wed, 13-Jan :00 PM-1:00 PM Buffet (NAGAP Board to join lunch) 80 people Wed, 13-Jan :00 PM-7:00 PM Board of Directors Meeting Meeting Wed, 13-Jan :00 PM-3:30 PM PM Thu, 14-Jan :30 AM-8:30 AM Continental fast fast Thu, 14-Jan :30 AM-5:00 PM Board of Directors Meeting Meeting Page 3 of 7
4 Thu, 14-Jan :00 AM-10:30 AM AM Thu, 14-Jan :00 PM-1:00 PM Working Thu, 14-Jan :00 PM-3:30 PM PM Fri, 15-Jan :30 AM-8:30 AM Continental fast fast Fri, 15-Jan :30 AM-4:00 PM Board of Directors Meeting Meeting Fri, 15-Jan :00 AM-10:30 AM AM Fri, 15-Jan :00 PM-1:00 PM Working Fri, 15-Jan :30 PM-3:00 PM PM Page 4 of 7
5 Additional Questions 1. Required: Agree to replace room block attrition clause with Room Block Performance clause (see attached Kellen Standard Agreement Template Key Clauses)? Due to the nature of association meetings, Group cannot agree to a room block attrition clause. Group will agree to a Room Block Performance clause in place of attrition, based on historic pickup and including predetermined review dates to allow hotel option to resell rooms & space. Detailed pickup history can be provided from the association. Must agree to be considered. 2. Concession: Agree to complimentary meeting space? 3. Concession: Agree to waive all meeting room reset fees and room use surcharges for Group, based on attached Conference/Event Agenda? 4. Concession: Agree to 15% commission, or 10% commission plus 5% guest room rebate per room per night, payable to Kellen Company, IATA # , Tax ID # ? (note: If commission impacts rate, please provide alternate guest room rate with reduced or waived commission.) [ ] If Commission impacts guest room rate, please explain: 5. Concession: Agree to one (1) complimentary room night for every 40 utilized room nights? 6. Concession: Agree to offer Group rate 3 days prior and 3 days after meeting dates? 7. Concession: Agree to Five (5) complimentary guest room amenities (hotel's choice)? 8. Concession: Agree to Two (2) staff rooms at 50% discount off Group Rate with concierge level upgrades for all nights over Group's dates and late check-outs of 4pm on date of departure? 9. Concession: Agree to one (1) Executive Suite (one bedroom) upgrade at Group Rate for all nights over Group's dates? 10. Concession: Agree to one (1) complimentary Executive Suite (one bedroom) for all nights over Group's dates? 11. Concession: Agree to Five (5) upgraded rooms at the Group Rate? Page 5 of 7
6 12. Concession: Agree to F&B Catering menu pricing guaranteed at time of signed agreement? (Single choice) (Required) 13. Concession: Agree to complimentary access to health club facilities, for all Group's attendees? (Single choice) (Required) 14. Concession: Agree to complimentary high-speed internet access at registration desk during registration hours? 15. Concession: Agree to complimentary high-speed internet access in staff office for duration of meeting? (Single choice) (Required) 16. Concession: Agree to complimentary high-speed internet access in hotel guest rooms and common areas for all Group's attendees? 17. Concession: Agree to complimentary high-speed internet access in meeting space for all Group's attendees? (Single choice) (Required) 18. Concession: Agree to complimentary lock changes on office and storage rooms? 19. Concession: Agree to provide one (1) complimentary easel per meeting room per day? 20. Concession: Agree to waive fees for self-parking where controlled by the Hotel? [ ] N/A 21. Concession: Agree to waive the resort fee, with all amenities included? 22. Concession: Agree to double hotel reward points, if applicable, awarded to Group s designee? (Single choice) (Required) Page 6 of 7
7 [ ] N/A 23. If there is a resort fee, what is the standard cost and what is included? (Comment) (Required) 24. What are corkage fees for sponsored liquor, wine, bottled beer, soda or water? (Comment) (Required) 25. What is the standard "early departure" guest fee for a guest who departures earlier than their scheduled departure date? (Comment) (Required) 26. Are your service charges taxable? 27. What is the room delivery charge for under the door vs on the bed? (Comment) (Required) 28. What are standard package storage & handling fees? (Comment) (Required) 29. How many separate lounges and restaurants on property? (Comment) (Required) 30. What are room service hours of operation? (Comment) (Required) 31. What is the cost of wireless internet access in the meeting function space, including # of devices included in the cost and bandwidth available? (Comment) (Required) 32. What is the cost of hard-wired high-speed internet access in the meeting function space per line per day, and what is the dedicated bandwidth available? (Comment) (Required) 33. Do union contracts exist with the staff at your property? 34. When was your last major renovation, and what major areas did it include? (Comment) (Required) 35. List all renovations/expansions scheduled between now and meeting dates: (Comment) (Required) 36. Is your property/facility a subscriber of APEX (Accepted Practices Exchange)? Additional Files File Name Type Size Upload Date Kellen Facts and Figures_for Portable Document Format (.pdf) 90 KB Fri, 03-Mar-2017 RFPs.pdf Page 7 of 7
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