Lamaze 2018 Annual Meeting Request For Proposal_

Transcription

1 2018 Annual RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code 2018 Annual Thu, 06-Apr-2017 Fri, 21-Apr-2017 Space and Sleeping Rooms JCNJXV9TTJN Key Contact Information Contact Name Kristen Covine Address Organization SmithBucklin Phone Title Preferred Contact Method Address Events Coordinator Cvent, M St. NW Suite 800 Washington, DC USA Organization Information Organization Name Organization Type Address Association 2025 M St, NW Suite 800 WASHINGTON, DC USA Avg. Attendees / Event Events / Year 0 Avg. Room Nights / Event Organization Information Total Attendees / Year Total Room Nights / Year International promotes a natural, healthy and safe approach to pregnancy, childbirth and early parenting. Knowing that pregnancy and childbirth can be demanding on a woman s body and mind, serves as a resource for information about what to expect and what choices are available during pregnancy and birth. For more than 50 years, International s childbirth education classes have been a rite of passage for expectant parents and are widely respected for promoting a healthy and safe approach to pregnancy, childbirth and early parenting. education and practices are based on the best, most current evidence available and s certified educators teach parents to play an active role in pushing for the best possible care. Event Information Event Name Total Attendees 200 Event Type 2018 Annual Conference / Convention Commission Yes % Event History The planner has indicated that this event has been held before. Dates Flexible? Event Dates Yes Wed, 04 Apr Sun, 08 Apr alternate dates Date Type Date Options Notes Planner Preferred Wed, 04-Apr Sun, 08-Apr-2018 Page 1 of 10

2 2018 Annual Alternate Date Alternate Date Wed, 21-Mar Sun, 25-Mar-2018 Wed, 11-Apr Sun, 15-Apr-2018 Alternate Date Wed, 18-Apr Sun, 22-Apr-2018 Destinations Under Consideration Additional Information Phoenix, AZ; Austin, TX; San Antonio, TX; Atlanta, GA 1/40 room comps 10% discount on F&B Menus 5 complimentary staff rooms 1 complimentary one bedroom suite 2 upgrades to junior suites 12 upgrades to concierge level Complimentary wifi in guestrooms Complimentary wifi in meeting space 4 complimentary parking passes 80% attrition 10% commission on guest rooms 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 Hilton West Palm Beach West Palm Beach Florida 10/20-23/ $42, 's conference will have similar numbers to 2013 Kansas City Marriott Downtown Kansas City Kansas 9/18-21/ $86,561 This was a joint conference will more closely reflect 2013's numbers. Planet Hollywood Las Vegas Nevada 9/17-20/ , $125, Page 2 of 10

3 2018 Annual Sleeping Room Requirements Day Any (Run Of House) Tue, 03-Apr Single (1 Bed) Double (2 Beds) Suite Staff Wed, 04-Apr Thu, 05-Apr Fri, 06-Apr Sat, 07-Apr Sun, 08-Apr Mon, 09-Apr Check-in Date Tue, 03-Apr-2018 Total Room Nights 465 Budgeted Room Rate USD $ Peak Room Nights 140 Additional Information 1/40 room comps 10% discount on F&B Menus 5 complimentary staff rooms 1 complimentary one bedroom suite 2 upgrades to junior suites 12 upgrades to concierge level Complimentary wifi in guestrooms Complimentary wifi in meeting space 4 complimentary parking passes 80% attrition 10% commission on guest rooms Page 3 of 10

4 2018 Annual Room Requirements Start Date Tue, 03-Apr-2018 Day Time Agenda Item Room Request Tue, 03-Apr :00 AM-6:00 PM Board Tue, 03-Apr :00 AM-6:00 PM Pre-Con 1 Tue, 03-Apr :00 AM-6:00 PM Pre-Con 2 Tue, 03-Apr :00 AM-6:00 PM Staff Office Wed, 04-Apr :00 AM-6:00 PM Board Wed, 04-Apr :00 AM-6:00 PM Pre-Con 1 Wed, 04-Apr :00 AM-6:00 PM Pre-Con 2 Wed, 04-Apr :00 AM-6:00 PM Staff Office Wed, 04-Apr :00 AM-6:00 PM Office 2 Thu, 05-Apr :00 AM-6:00 PM Registration Registration Notes or Exceptions: Foyer space to accommodate 8 Dx16 W registration area Thu, 05-Apr :00 AM-7:00 PM Exhibit Space Exhibit Notes or Exceptions: large enough to accommodate (30) 10 x10 exhibit booths Thu, 05-Apr :00 AM-6:00 PM Board Thu, 05-Apr :00 AM-6:00 PM Pre-Con 1 Thu, 05-Apr :00 AM-6:00 PM Pre-Con 2 Thu, 05-Apr :00 AM-6:00 PM Staff Office 128 Sq. Ft. 3,000 Sq. Ft. Page 4 of 10

5 2018 Annual Thu, 05-Apr :00 AM-6:00 PM Office 2 Thu, 05-Apr :00 AM-6:00 PM Office 3 Thu, 05-Apr :00 AM-6:00 PM General Session Reception Thu, 05-Apr :00 AM-6:00 PM Break Out 1 Thu, 05-Apr :00 AM-6:00 PM Break Out 2 Thu, 05-Apr :00 AM-6:00 PM Break Out 3 Fri, 06-Apr :00 AM-6:00 PM Registration Registration Notes or Exceptions: Foyer space to accommodate 8 Dx16 W registration area Fri, 06-Apr :00 AM-7:00 PM Exhibit Space Exhibit Notes or Exceptions: large enough to accommodate (30) 10 x10 exhibit booths Fri, 06-Apr :00 AM-6:00 PM Staff Office Fri, 06-Apr :00 AM-6:00 PM Office 2 Fri, 06-Apr :00 AM-6:00 PM Office 3 Fri, 06-Apr :00 AM-6:00 PM General Session Reception Fri, 06-Apr :00 AM-6:00 PM Break Out 1 Fri, 06-Apr :00 AM-6:00 PM Break Out 2 Fri, 06-Apr :00 AM-6:00 PM Break Out 3 Fri, 06-Apr :45 AM-8:00 AM Morning Start Other Notes or Exceptions: Yoga Reception (Room Required) 6,400 Sq. Ft. / 500 people 128 Sq. Ft. 3,000 Sq. Ft. Reception (Room Required) 6,400 Sq. Ft. / 500 people 30 people Page 5 of 10

6 2018 Annual Sat, 07-Apr :00 AM-6:00 PM Registration Registration Notes or Exceptions: Foyer space to accommodate 8 Dx16 W registration area Sat, 07-Apr :00 AM-7:00 PM Exhibit Space Exhibit Notes or Exceptions: large enough to accommodate (30) 10 x10 exhibit booths Sat, 07-Apr :00 AM-6:00 PM Staff Office Sat, 07-Apr :00 AM-6:00 PM Office 2 Sat, 07-Apr :00 AM-6:00 PM Office 3 Sat, 07-Apr :00 AM-6:00 PM General Session Reception Sat, 07-Apr :00 AM-6:00 PM Break Out 1 Sat, 07-Apr :00 AM-6:00 PM Break Out 2 Sat, 07-Apr :00 AM-6:00 PM Break Out 3 Sat, 07-Apr :45 AM-8:00 AM Morning Start Other Notes or Exceptions: Yoga Sat, 07-Apr :00 PM-11:00 PM Reception Reception Sun, 08-Apr :00 AM-6:00 PM Board Sun, 08-Apr :00 AM-6:00 PM Staff Office Sun, 08-Apr :00 AM-6:00 PM Office 2 Sun, 08-Apr :00 AM-6:00 PM Office 3 Sun, 08-Apr :00 AM-6:00 PM General Session Reception 128 Sq. Ft. 3,000 Sq. Ft. Reception (Room Required) 6,400 Sq. Ft. / 500 people 30 people Reception (Room Required) 2 Reception (Room Required) 6,400 Sq. Ft. / 500 people Additional Information Note: the sets below wouldn t be the actual sets, just listed so we have a rough idea of the size of room Page 6 of 10

7 2018 Annual we would need. Page 7 of 10

8 2018 Annual Additional Questions 1. Hotel agrees there will be no attrition on sleeping rooms. If no, what is your proposed rate? (Single choice) (Required) [ ] Agree [ ] Disagree - proposed rate 2. Hotel will agree to an actual 21-day cutoff with a published cutoff of 30 days. (Single choice) (Required) [ ] Agree [ ] Disagree 3. Hotel will continue to accept reservations at group rate if group exceeds the block as well as after cutoff date if rooms are available. (Single choice) (Required) 4. Will hotel offer 1/40 comp policy on a cumulative basis? If no, proposed alternative: (Single choice) (Required) - alternative 5. Hotel will credit comps to the master account. (Single choice) (Required) 6. Will hotel provide complimentary internet in all guest rooms? (Single choice) (Required) - comment 7. Does your hotel have any resort fees over and above your standard room rate? If so, please list all fees. (Comment) (Required) 8. Hotel agrees all meeting and banquet space will be available on a complimentary basis. If no, proposed alternative: (Single choice) (Required) - alternative 9. Hotel agrees there will be no food and beverage minimum. If no, proposed alternative: (Single choice) (Required) - alternative 10. Will hotel provide a discount off published current year menu prices? If yes, please advise % amount: (Single choice) (Required) - % 11. Will hotel provide complimentary internet access in meeting rooms? If no, what discount will hotel provide? (Single choice) (Required) - discount 12. Will hotel provide complimentary wireless internet in the show office and at registration desk? (Single choice) (Required) 13. Is there a sound system in all rooms? (Single choice) (Required) - comments 14. Does hotel have restrictions on bringing in an outside audio/visual supplier? If yes, please attach a/v supplier guidelines. (Single choice) (Required) Page 8 of 10

9 2018 Annual 15. Will hotel provide complimentary show management freight storage and drayage (not including exhibitors)? (Single choice) (Required) 16. Will you provide any additional concessions? If yes, please list. (Comment) (Required) 17. Are your menus attached to this proposal? If not, please attach before submitting. (Single choice) (Required) - comment 18. Are floor plans and capacities attached to this proposal? If not, please attach before submitting. (Single choice) (Required) - comments 19. Does hotel have renovation or expansion plans between now and the meeting dates? If yes, provide details including start and completion dates: (Comment) (Required) 20. Hotel will provide 1 Suite complimentary over and above 1/40 for Association President. If no, proposed alternative: (Single choice) (Required) - alternative 21. Hotel will provide 5 complimentary staff guestrooms over and above 1/40 for staff. If no, proposed alternative: (Single choice) (Required) - alternative 22. Hotel will provide 15 Suite Upgrades at group rate (Single choice) (Required) - comment 23. Hotel will provide 5 discounted guestrooms at group rate for staff (Single choice) (Required) - comment 24. Hotel will provide 15 complimentary amenities. (Single choice) (Required) - comment 25. Hotel will provide 2 roundtrip airport transfers. (Single choice) (Required) - comment 26. Hotel agrees there will be no fee (beyond the cost of the actual key cards) for Client or sponsor to provide logoed key cards. (Single choice) (Required) 27. Will hotel provide one complimentary microphone in each meeting room? (Single choice) (Required) 28. Hotel agrees to host a client planning meeting within one year of the meeting. Sleeping accommodations for up to 3 people for 2 nights, as well as meeting space, will be provided on a complimentary basis (subject to hotel availability). (Single choice) (Required) 29. Hotel agrees there will be no fee for room drops placed outside the room. If not, please indicate discounted room drop rates: (Single choice) (Required) Page 9 of 10

10 2018 Annual - rate 30. Will hotel provide complimentary parking passes? If so, please list number of passes available. (Single choice) (Required) - number of passes 31. Will hotel provide a complimentary bar in the president's room/suite? (Single choice) (Required) 32. Proximity of property to retail establishments (shopping/restaurants). (Comment) (Required) 33. Is there a charge to use the gym/fitness center? If so, please list all associated costs. (Single choice) (Required) - cost Page 10 of 10