2018 TEN Conference - DFW

Transcription

1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements 2018 TEN Conference - DFW Wed, 31-May-2017 Fri, 30-Jun-2017 Meeting Space and Sleeping Rooms HLN4WN92P8Z The 2018 TEN Conference will consist of daily general meetings, a series of break-out sessions and a dinner. Attendees to the TEN Conference come from across the United States, Canada and other countries. Majority of ages will range from A majority of attendees will fly-in and shuttle from/to the airport. Transport from Airport. Eating/dining options on site and within walking distance. Amenities offered/available. Payment made with personal or organization check or cashier's check or traveler's check or credit card. Sleeping room rate as close to $100 - $125 as possible inclusive. All offers will be entertained. Meeting space rental waived or charged on sliding scale based on room pick-up or F&B. Staff rated rooms Complimentary or discounted parking Complimentary or discounted wireless Internet access in sleeping rooms and public areas Comp room rate 1 per 40 or 50 Discounted breakfast lunch menu for attendees in house restaurant Ability to bring in A/V from outside of hotel's provider Key Contact Information Contact Name Shawn Thomas Address info@theevangelicalnetwork. net Preferred Contact Method Organization Phone Title Project Manager Fax Cvent, Address PO Box 324 Pacifica, CA USA Website is an association of LGBT&S affirming evangelical ministries and individuals. TEN s mission is focused on the LGBT community and its allies to provide a safe place for LGBT people to discover and rediscover Christianity and bring together people with a shared faith. Organization Information Organization Name Organization Type Religious Address PO Box 324 Pacifica, CA USA Avg. Attendees / Event Events / Year 1 Avg. Room Nights / Event 1-50 Total Attendees / Year Multi-day Events 100% Total Room Nights / Year Organization Information is a network of affiliate churches, ministries, and Christian workers whose purpose is to bring a positive and affirming message of hope and healing to the gay, lesbian, bisexual, and transgender communities. We have been in existence since 1988 and hold conferences annually. Page 1 of 6

2 Event Information Event Name Total Attendees TEN Conference Event Type Special Event Total Space Required 6,000 Sq. Ft. (600 Sq. Mtr.) Commission Event History Dates Flexible? No The planner has indicated that this event has been held before. No Event Dates Thu, 09 Aug Sun, 12 Aug 2018 Destinations Under Consideration Largest Room Required 3,000 Sq. Ft. (300 Sq. Mtr.) We are looking for locations that are within a reasonable distance from local airports, or provide reliable shuttle service to/from the airports. The TEN Conference has been held for the last 25 years. The most recent are: 2004: Cathedral Hill Hotel - San Francisco, CA (no longer in business) 2005: Holiday Inn Westport Plaza - St. Louis, MO 2006: Glenstone Lodge - Gatlinburg, TN 2007: Holiday Inn Select - Dallas, TX (no longer in business) 2008: Arizona Golf Resort - Mesa, AZ 2009: Courtyard Marriott - Gastonia, NC (Charlotte) 2010: Crowne Plaza Orange County Airport - Irvine, CA 2011: Omni Austin Hotel Downtown, - Austin, TX 2012: Westin Beach Resort and Spa Ft. Lauderdale, FL 2013: Holiday Inn East Louisville, KY 2014: Hilton Houston North - Houston, TX 2015: Marriott Indianapolis Downtown - Indianapolis, IN 2016: Hilton Irvine/Orange County Airport - Irvine, CA 2017: Crowne Plaza Dulles Airport - Washington DC (to be held this summer) The above properties have been notified of this RFP and are happy to make themselves available should you have any questions. Previous Event History This event was previously held in the following location(s): Venue Name City State Date Attendee s Room Block Room Pick- Up F&B Spend Marriott Indianapolis Indianapoli Indiana / Downtown s Holiday Inn East Louisville Kentuck / y 07/13 Hilton Houston North Houston Texas / Page 2 of 6

3 Sleeping Room Requirements Day Wed, 08-Aug Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff 8 8 Thu, 09-Aug Fri, 10-Aug Sat, 11-Aug Sun, 12-Aug Room Occupancy Double Double Check-in Date Wed, 08-Aug-2018 Total Room Nights 152 Budgeted Room Rate USD $ Peak Room Nights 45 Most rooms for double-quadruple occupancy Interested in discounted rates Please include any in-room ammenities Comp room ratio requested Three days pre/post conference rates requested Page 3 of 6

4 Meeting Room Requirements Start Date Wed, 08-Aug-2018 Day Time Agenda Item Room Request Wed, 08-Aug :00 AM-1:00 PM Board Meeting Meeting Notes or Exceptions: The TEN Board of Directors will meet. Thu, 09-Aug :00 AM-8:00 PM Thu, 09-Aug :00 PM-4:30 PM Business Meeting Meeting Thu, 09-Aug :00 PM-5:00 PM Women's Conference Meeting Thu, 09-Aug :00 PM-10:00 PM Dinner & Notes or Exceptions: This event is a combination dinner and general session. Typical setup includes stage at front of room, small A/V platform at back of room. Fri, 10-Aug :00 AM-9:00 AM Morning Devotional Fri, 10-Aug :00 AM-9:00 AM Seminar Other 10 people Rounds 100 people Fri, 10-Aug :00 AM-8:00 PM Fri, 10-Aug :00 AM-9:30 AM Wake Up Announcements Fri, 10-Aug :30 AM-12:00 PM AM Seminar #1 Fri, 10-Aug :30 AM-12:00 PM AM Seminar #2 Fri, 10-Aug :30 AM-12:00 PM AM Seminar #3 Fri, 10-Aug :30 AM-12:00 PM AM Seminar #4 Fri, 10-Aug :30 PM-2:45 PM Early PM Seminar #1 Fri, 10-Aug :30 PM-2:45 PM Early PM Seminar #2 150 people Page 4 of 6

5 Fri, 10-Aug :30 PM-2:45 PM Early PM Seminar #3 Fri, 10-Aug :00 PM-4:15 PM Late PM Seminar #1 Fri, 10-Aug :00 PM-4:15 PM Late PM Seminar #2 Fri, 10-Aug :00 PM-4:15 PM Late PM Seminar #3 Fri, 10-Aug :00 PM-10:00 PM Main Gathering Sat, 11-Aug :00 AM-9:00 AM Morning Devotional Sat, 11-Aug :00 AM-8:00 PM Sat, 11-Aug :00 AM-12:00 PM Main Gathering Sat, 11-Aug :30 PM-2:45 PM Early PM Seminar #1 Sat, 11-Aug :30 PM-2:45 PM Early PM Seminar #2 Sat, 11-Aug :30 PM-2:45 PM Early PM Seminar #3 Sat, 11-Aug :00 PM-4:15 PM Late PM Seminar #1 Sat, 11-Aug :00 PM-4:15 PM Late PM Seminar #2 Sat, 11-Aug :00 PM-4:15 PM Late PM Seminar #3 Sat, 11-Aug :15 PM-5:30 PM Expo Exhibit Notes or Exceptions: This event is usually held in the pre-function space or in the ballroom lobby area. Sat, 11-Aug :00 PM-10:00 PM Main Gathering Other 24-hour hold Page 5 of 6

6 Sun, 12-Aug :00 AM-10:00 AM Sun, 12-Aug :00 AM-12:00 PM Main Gathering A/V Needs s will require full sound and stage lighting. rooms will vary in A/V needs. Some will require no A/V support at all. Ability to bring in outside A/V. Shoulder dates for sleeping rooms will be necessary - at least 3 days prior to conference and 3 days post-conference. Will need set up time on Wednesday afternoon/evening for sound/tech in space. Page 6 of 6