RFPBCD17 ~ Floor & Decor ~ 2018 CEM Meeting

Transcription

1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code RFPBCD17 ~ Floor & Decor ~ 2018 CEM Meeting Mon, 13-Mar-2017 Fri, 28-Apr-2017 Meeting Space and Sleeping Rooms VSNM85KCMJZ Description RUSH REQUEST ~ Please send your proposal by 12:00 pm CST on Monday, March 13. Sorry for the rush request, but the client is requesting to receive our proposal by March 16; and once we select the hotel, there's still a lot of work that needs to be done on our side. So your immediate attention to this RFP is greatly appreciated. Decision Factors Billing Information IMPORTANT ~ please know this program is out to bid with several Incentive Houses, therefore, please make sure the room rates being offered are consistent for everyone involved. Concessions is a different thing, but rates should be the same. I appreciate your understanding... Rates, concessions, space, etc. Room & Tax will go to the master; incidentals are on own Key Contact Information Contact Name Kathy Artuso Address kathy.artuso@bcdme.com Organization BCD M&E Phone Title Preferred Contact Method Address Purchasing Manager Cvent Virtural Chicago, IL USA Organization Information Organization Name Organization Type Corporate Industry Other Address 500 W. Madison Street Suite 1200 Chicago, IL USA Employees Prefer not to answer Avg. Attendees / Event Prefer not to answer Events / Year 1000 Avg. Room Nights / Event Prefer not to answer Total Attendees / Year Total Room Nights / Year Prefer not to answer Prefer not to answer Page 1 of 8

2 Event Information Event Name Total Attendees 160 Commission Yes % Event History Dates Flexible? Contract Signature Location RFPBCD17 ~ Floor & Decor ~ 2018 CEM Meeting The planner has indicated that this event has been held before. No Event Dates Sun, 21 Jan Thu, 25 Jan 2018 Business Objectives Destinations Under Consideration Additional Information Atlanta, GA Annual Sales Meeting Las Vegas & Scottsdale This program has operated in the following destinations in the past. Unfortunately the client did not provide the year or the Hotel it operated at. New Orleans, Florida, Las Vegas and Puerto Rico 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???? Florida????? New Orleans Louisiana????? Las Vegas Nevada??? Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Thu, 18-Jan Fri, 19-Jan Sat, 20-Jan Sun, 21-Jan Mon, 22-Jan Tue, 23-Jan Wed, 24-Jan Thu, 25-Jan Room Occupancy - Single Double Single Single Check-in Date Thu, 18-Jan-2018 Total Room Nights 465 Additional Information Requesting to have... ~ Suites = the group rate ~ Staff rooms = 50% off group rate Peak Room Nights 111 Page 2 of 8

3 Meeting Room Requirements Start Date Thu, 18-Jan-2018 Day Time Agenda Item Room Request Thu, 18-Jan :00 PM-11:45 PM Thu, 18-Jan :00 PM-11:45 PM Storage Fri, 19-Jan :00 AM-11:45 PM Fri, 19-Jan :00 AM-11:45 PM Storage Sat, 20-Jan :00 AM-11:45 PM Sat, 20-Jan :00 AM-11:45 PM Storage Sun, 21-Jan :00 AM-11:45 PM Sun, 21-Jan :00 AM-11:45 PM ~ Set-Up Notes or Exceptions: NOTE: we will re-use this room for their Awards Dinner (need to utilize the existing AV/Staging) Sun, 21-Jan :00 AM-11:45 PM Storage Classroom seating = 2 per 6' Rear screen projection with extensive staging Sun, 21-Jan :00 PM-10:00 PM Welcome Reception/Dinner Dinner Notes or Exceptions: Prefer outdoor location with indoor back-up Mon, 22-Jan :00 AM-11:45 PM Mon, 22-Jan :00 AM-11:45 PM Storage Mon, 22-Jan :30 AM-8:30 AM Breakfast Breakfast Mon, 22-Jan :00 AM-11:45 PM Notes or Exceptions: NOTE: we will re-use this room for their Awards Dinner (need to utilize the existing AV/Staging) Classroom seating = 2 per 6' Rear screen projection with extensive staging Mon, 22-Jan :00 AM-11:45 PM ~ 1 of 7 Page 3 of 8

4 Mon, 22-Jan :00 AM-11:45 PM ~ 6 of 7 Mon, 22-Jan :00 AM-11:45 PM ~ 2 of 7 Mon, 22-Jan :00 AM-11:45 PM ~ 3 of 7 Mon, 22-Jan :00 AM-11:45 PM ~ 4 of 7 Mon, 22-Jan :00 AM-11:45 PM ~ 5 of 7 Mon, 22-Jan :00 AM-11:45 PM ~ 7 of 7 Mon, 22-Jan :00 PM-1:00 PM Lunch Lunch Mon, 22-Jan :00 PM-7:00 PM Awards Reception Reception Mon, 22-Jan :00 PM-11:45 PM Awards Dinner Dinner Notes or Exceptions: Will re-use the room to utilize the existing AV/staging Tue, 23-Jan :00 AM-11:45 PM Tue, 23-Jan :00 AM-11:45 PM Storage Tue, 23-Jan :30 AM-8:30 AM Breakfast Breakfast Tue, 23-Jan :00 AM-11:45 PM ~ 1 of 7 Tue, 23-Jan :00 AM-11:45 PM ~ 2 of 7 Tue, 23-Jan :00 AM-11:45 PM ~ 3 of 7 Reception (Room Required) Rounds of 10 (Room Required) Page 4 of 8

5 Tue, 23-Jan :00 AM-11:45 PM ~ 4 of 7 Tue, 23-Jan :00 AM-11:45 PM ~ 5 of 7 Tue, 23-Jan :00 AM-11:45 PM ~ 6 of 7 Tue, 23-Jan :00 AM-11:45 PM ~ 7 of 7 Tue, 23-Jan :00 AM-11:45 PM Notes or Exceptions: Existing set Tue, 23-Jan :00 PM-1:00 PM Lunch Lunch Wed, 24-Jan :00 AM-11:45 PM Wed, 24-Jan :00 AM-11:45 PM Storage Wed, 24-Jan :30 AM-8:30 AM Breakfast Breakfast Wed, 24-Jan :00 AM-11:45 PM ~ 1 of 7 Wed, 24-Jan :00 AM-11:45 PM ~ 2 of 7 Wed, 24-Jan :00 AM-11:45 PM ~ 3 of 7 Wed, 24-Jan :00 AM-11:45 PM ~ 4 of 7 Wed, 24-Jan :00 AM-11:45 PM ~ 5 of 7 Wed, 24-Jan :00 AM-11:45 PM ~ 6 of 7 Page 5 of 8

6 Wed, 24-Jan :00 AM-11:45 PM ~ 7 of 7 Wed, 24-Jan :00 AM-11:45 PM Notes or Exceptions: Existing set Wed, 24-Jan :00 PM-1:00 PM Lunch ~ Grab & Go Lunch Wed, 24-Jan :00 PM-11:00 PM Farewell Dinner Dinner Notes or Exceptions: Tentative event; may go off-site Thu, 25-Jan :00 AM-11:45 PM Thu, 25-Jan :00 AM-11:45 PM Storage Thu, 25-Jan :30 AM-8:30 AM Breakfast Breakfast Thu, 25-Jan :00 AM-5:00 PM Notes or Exceptions: Existing set Thu, 25-Jan :00 AM-5:00 PM ~ 1 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 6 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 2 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 3 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 4 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 5 of 7 Thu, 25-Jan :00 AM-5:00 PM ~ 7 of 7 Rounds of 10 (Room Required) Page 6 of 8

7 Fri, 26-Jan :00 AM-5:00 PM / Storage Fri, 26-Jan :00 AM-5:00 PM Storage Page 7 of 8

8 Additional Questions 1. A. Please provide any key selling points and/or differentiators, (top 3 are recommended), of your hotel, that you wish us to communicate in our sales proposal. (Comment) (Required) 2. C. Please advise the closest airport name and distance (in miles and minutes) from hotel. (Comment) (Required) 3. E. Are the proposed rates guaranteed for the dates/year that is being quoted? (Single choice) (Required) [ ] Yes [ ] No 4. F. If the rates are not guaranteed for the date/year quoted, please provide a percentage increase we should anticipate from today s date for each year moving forward? (Comment) (Required) 5. G. What is the room tax? (Comment) (Required) 6. H. Are there any resort fees? If so, please indicate the price and what it includes. If taxable, what %? (Comment) (Required) 7. I. Is internet included in room rate? If Not, please advise cost. (Single choice) (Required) [ ] Yes [ ] No, Cost: 8. J. What is the F&B tax? (Comment) (Required) 9. K. What is the F&B gratuity? (Comment) (Required) 10. L. Is the F&B gratuity taxed? If yes, please indicate at what amount. (Comment) (Required) 11. M. Is there a Food & Beverage min required? If so, please indicate amount: (Comment) (Required) 12. N. What is your roundtrip bellman gratuity? (Comment) (Required) 13. O. What is your nightly housekeeping gratuity? and is it taxable? If taxable, at what %? (Comment) (Required) 14. P. What is your room delivery fee? (Comment) (Required) 15. Q. Are there any other hotel surcharges that we should be aware of? (Comment) (Required) 16. R. Does this program qualify for any special promotions that your hotel is offering? If so, please outline the promotion here, and/or attach the promotional flyer to your response. (Cvent allows attachments to responses.) Special promotions can set you apart from your competition! (Comment) (Required) 17. S. What is the staff rate and how many staff rooms will you offer? (Comment) (Required) 18. T. How many suite upgrades at the group rate will you offer? Please indicate suite type and also the normal cost of these rooms. (Comment) (Required) 19. U. How many complimentary rooms on a cumulative basis will you provide for this group? (Comment) (Required) 20. V. Please advise any additional concessions your hotel is willing to offer to secure this business. For each concession offered, please assign a value to the item. (Comment) (Required) 21. W. Please advise possible construction, refurbishment, etc. that will be taking place prior to or during the program dates. (Comment) (Required) 22. X. Please also advise recent renovations (Comment) (Required) 23. ZA. If meeting room rental fees apply, please advise what the daily rates are for each function room (Comment) (Required) 24. ZB. Are the meeting room rental fees taxable? If taxable, at what %? (Comment) (Required) 25. ZE. BCD M&I reserves the right to make payments to domestic vendors using an electronic Visa card. No processing or administration fees will be accepted by BCD M&I for card use. Vendors may offer a cash discount option, however. Please confirm in advance your acceptance of this payment method. (Single choice) (Required) [ ] This is acceptable [ ] This is not acceptable [ ] Other 26. ZD. What are the internet charges for the meeting rooms? (Comment) (Required) Page 8 of 8