Printing 18 April Continuous Improvement

Transcription

1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements Printing 18 April Continuous Improvement Mon, 24-Apr-2017 Fri, 28-Apr-2017 Space and Sleeping Rooms GSNKNWWQ65W I must receive proposals through Cvent and will give those proposals priority because it allows me to respond more easily. Price, Service, Quality, Location. Prefers to have lots of dining options outside of the hotel within a short walking distance. ALL protective clauses will be in our contract. Individuals to pay for own rooms/tax/incidentals. Group will have a master. Attached is an addendum that we go off of for the protective clauses. May be a little negotiable but the majority must be included so please turn down if you cannot agree to the majority. Rate Parity, Audit & credit for the rooms outside the block are absolutes. - Room rate of $150 or less per night - 3% off the master bill - 1 per 40 revenue generating rooms that can be credited to master - Room attrition based on net profit (75%) - No F&B minimum or attrition - Cut-off 2 weeks prior to the start of the program - 3 days pre/post at group rate based on availability - 20% off F&B - Current menu prices guaranteed upon contract signing; if hotel menu prices exceed organizations budgeted F&B, hotel will work with planner to develop menu's within organizations budget parameters - Client can utilize alternative AV company and/or own AV equipment (i.e. LCD projectors) with no additional fees - Client may utilize their own in-house AV company at no additional cost - 20% off AV if in-house company is used - 5 complimentary suite upgrades at lowest conference rate - 5 staff rate rooms at 50% off lowest conference rate - 3 staff rooms on a complimentary basis - In-room internet at $5 per day for all designated attendees (if in-room internet fees apply) - 60 tabletops (6ft draped tables and 2 chairs each) complimentary - Complimentary handling of up to 25 boxes, both incoming and outgoing. After 25 boxes, a handling fee of $2 per box will be assessed - Complimentary internet and power at registration and in meeting rooms - All attendees at hotel will count towards room block regardless of how reservation was made or at what rate - 5 complimentary parking passes - 1 complimentary spa treatment - planner points (if hotel offers/participates in such program) - Complimentary roundtrip coach airfare and 2 night's accommodations for meeting planner site visit Key Contact Information Contact Name Denise Adam Address dadam@helmsbriscoe.com Organization HelmsBriscoe Phone Title Preferred Contact Method Address Website Additional Information Director, Global Accounts Cvent, , Phone 40 Dunes Lane Port Washington, NY USA PLEASE SEND ALL QUESTIONS VIA as early as possible. I will be traveling for the next several weeks and not able to return phone calls so please only. PROPOSALS SHOULD BE ENTERED INTO CVENT.*** Page 1 of 10

2 Organization Information Organization Name Organization Type Address Events / Year 0 Association 200 Deer Run Rd Sewickley, PA Event Information Event Name Total Attendees 220 Commission Event History Dates Flexible? Event Dates Printing 18 Continuous Improvement Yes The planner has indicated that this event has been held before. Yes Sun, 08 Apr Wed, 11 Apr alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Sun, 08-Apr Wed, 11-Apr-2018 Sun, 15-Apr Wed, 18-Apr-2018 Business Objectives Destinations Under Consideration Additional Information is the world's largest graphic arts trade association representing an industry with approximately one million employees. It serves the interests of more than 10,000 member companies., along with its affiliates, delivers products and services that enhance the growth, efficiency, and profitabillity of its members and the industry through advocacy, education, research, and technical information. Miscellaneous Cities About the Continuous Improvement Conference... This is the only educational meeting of its kind for the printing and graphic arts industry, focusing on operational excellence and lean manufacturing. It serves to assist both companies just getting started with a structured improvement program or those with an established program to sustain and improve existing efforts. To view the 2012 promotional brochure online, please visit These programs also features unique tour options to the attendee. In the past, the group toured Harley-Davidson and Hallmark to see first-hand the continuous improvement programs being implemented at these organizations. Though not set in stone, the tours are traditionally conducted at the close of the conference on Wednesday. The venue must be located in an area that features an easy walking distance to a variety of restaurants and shops. 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 Marriot Minneapolis Minnesota Minneapolis Fairmont Dallas Dallas Texas Page 2 of 10

3 Sleeping Room Requirements Day Any (Run Of House) Thu, 05-Apr Single (1 Bed) Double (2 Beds) Suite Staff Fri, 06-Apr Sat, 07-Apr Sun, 08-Apr Mon, 09-Apr Tue, 10-Apr Wed, 11-Apr Thu, 12-Apr Check-in Date Thu, 05-Apr-2018 Total Room Nights 527 Peak Room Nights 160 Additional Information Looking for rate $150 or less. Page 3 of 10

4 Room Requirements Start Date Thu, 05-Apr-2018 Day Time Agenda Item Room Request Thu, 05-Apr :00 AM Staff Notes or Exceptions: Starting 8am. 6ft draped tables. Thu, 05-Apr :30 PM-3:30 PM Off Site Tours Notes or Exceptions: Will Coach to offsite locations for plant tours Fri, 06-Apr :00 AM Staff Notes or Exceptions: Starting 8am. 6ft draped tables. Fri, 06-Apr :00 AM-11:45 PM Sat, 07-Apr :00 AM Staff Sat, 07-Apr :00 AM-11:45 PM Sat, 07-Apr :00 PM-3:00 PM PreCon Sun, 08-Apr :00 AM General Session Setup General Session 225. Riser & Skirted stage towards front of room with stairs on each side, 1 standing podium, 1 small draped cocktail round next to podium,, 2 small cocktail rounds for projectors, 1 podium microphone, 2 wireless handhelds, 3 wireless lav's, 2 BOR, 2 6ft tables in back, water. Sun, 08-Apr :00 AM Staff Sun, 08-Apr :00 AM Tabletop Resource Setup Notes or Exceptions: 7am. 25 (Twenty five) 6ft draped tables 2 chairs, a waste baskets, & extension cord per table with scattered highboys and cocktail rounds down the middle. Can be prefunction space. 5 large trashcans and water station. Sun, 08-Apr :00 AM-11:45 PM 225 people 25 people Page 4 of 10

5 Sun, 08-Apr :00 AM-11:45 PM 3 75 with additional 25 theater chairs in back of room. Skirted stage, podium, microphone, covered & skirted table for speaker, AV cart, screen, projector PLUS 25 theater seats in the back of the room. Sun, 08-Apr :00 AM-11:45 PM 1 Notes or Exceptions: Crescent rounds. Skirted stage, podium, microphone, covered & skirted table for speaker, AV cart, screen, projector PLUS 25 theater seats in the back of the room. Sun, 08-Apr :00 AM-11:45 PM 2 75 with additional 25 chairs in theater in back of room. Skirted stage, podium, microphone, covered & skirted table for speaker, AV cart, screen, projector. Sun, 08-Apr :00 AM-11:45 PM Workshop 1 Sun, 08-Apr :00 AM-11:45 PM Workshop 2 Sun, 08-Apr :00 AM-5:00 PM & Information Notes or Exceptions: 6ft draped tables, extension cord, 2 waste baskets & 2 chairs. Sun, 08-Apr :00 PM-6:00 PM CI Advisory Committee Notes or Exceptions: 14 U Shape, water service Sun, 08-Apr :00 PM-7:00 PM CI Welcome Reception Reception Mon, 09-Apr :00 AM General Session Setup General Session 225. Riser & Skirted stage towards front of room with stairs on each side, 1 standing podium, 1 small draped cocktail round next to podium,, 2 small cocktail rounds for projectors, 1 podium microphone, 2 wireless handhelds, 3 wireless lav's, 2 BOR, 2 6ft tables in back, water. Mon, 09-Apr :00 AM Staff U-Shaped 14 people 100 people 225 people Page 5 of 10

6 Mon, 09-Apr :00 AM Tabletop Resource Setup Notes or Exceptions: 7am. 25 (Twenty five) 6ft draped tables 2 chairs, a waste baskets, & extension cord per table with scattered highboys and cocktail rounds down the middle. Can be prefunction space. 5 large trashcans and water station. Mon, 09-Apr :00 AM-11:45 PM Mon, 09-Apr :00 AM-11:45 PM Workshop 1 Mon, 09-Apr :00 AM-11:45 PM Workshop 2 Mon, 09-Apr :00 AM-8:30 AM Continental Breakfast Breakfast Notes or Exceptions: Flow in the Table Top Resource Area Mon, 09-Apr :00 AM-5:00 PM & Information Mon, 09-Apr :00 AM-5:00 PM Peer Exchange 1 Notes or Exceptions:. Mon, 09-Apr :00 AM-5:00 PM Peer Exchange 2 Notes or Exceptions: Conference style. Mon, 09-Apr :00 AM-5:00 PM Peer Exchange 3 Mon, 09-Apr :00 AM-5:00 PM 3 Notes or Exceptions: Crescent rounds. Mon, 09-Apr :00 AM-5:00 PM Peer Exchange 4 Mon, 09-Apr :00 AM-5:00 PM Peer Exchange 5 Notes or Exceptions:. 25 people 200 people Hollow Square (Room Required) Hollow Square (Room Required) Hollow Square (Room Required) Page 6 of 10

7 Mon, 09-Apr :00 AM-5:00 PM 1 Mon, 09-Apr :00 AM-5:00 PM 2 Mon, 09-Apr :00 AM-10:30 AM AM Break Break Notes or Exceptions: Table Top Resource Area Mon, 09-Apr :30 AM-1:00 PM Tabletop Lunch Lunch Notes or Exceptions: To be held in the tabletop resource area Mon, 09-Apr :00 PM-3:30 PM PM Break Break Notes or Exceptions: Table Top Resource Area Tue, 10-Apr :00 AM General Session Setup General Session 225. Riser & Skirted stage towards front of room with stairs on each side, 1 standing podium, 1 small draped cocktail round next to podium,, 2 small cocktail rounds for projectors, 1 podium microphone, 2 wireless handhelds, 3 wireless lav's, 2 BOR, 2 6ft tables in back, water. Tue, 10-Apr :00 AM Staff Tue, 10-Apr :00 AM Tabletop Resource Setup Notes or Exceptions: 7am. 25 (Twenty five) 6ft draped tables 2 chairs, a waste baskets, & extension cord per table with scattered highboys and cocktail rounds down the middle. Can be prefunction space. 5 large trashcans and water station. Tue, 10-Apr :00 AM-11:45 PM Tue, 10-Apr :00 AM-11:45 PM Workshop 1 Tue, 10-Apr :00 AM-11:45 PM Workshop 2 Buffet (Room Required) 225 people 25 people Page 7 of 10

8 Tue, 10-Apr :00 AM-8:30 AM Continental Breakfast Breakfast Notes or Exceptions: Flow in the Table Top Resource Area Tue, 10-Apr :00 AM-5:00 PM & Information Tue, 10-Apr :00 AM-5:00 PM 3 Tue, 10-Apr :00 AM-5:00 PM Peer Exchange 2 Tue, 10-Apr :00 AM-5:00 PM Peer Exchange 1 Tue, 10-Apr :00 AM-5:00 PM 2 Tue, 10-Apr :00 AM-5:00 PM Peer Exchange 3 Tue, 10-Apr :00 AM-5:00 PM 1 Tue, 10-Apr :00 AM-5:00 PM Peer Exchange 5 Notes or Exceptions:. Tue, 10-Apr :00 AM-5:00 PM Peer Exchange 4 Tue, 10-Apr :00 AM-10:30 AM AM Break Break Notes or Exceptions: Table Top Resource Area Tue, 10-Apr :30 AM-1:00 PM Tabletop Lunch Lunch Notes or Exceptions: To be held in the tabletop resource area Tue, 10-Apr :00 PM-3:30 PM PM Break Break Notes or Exceptions: Table Top Resource Area Tue, 10-Apr :00 PM-7:00 PM Dinner-Off Property Notes or Exceptions: Those not attending the reception will have dinner off property. Wed, 11-Apr :00 AM Staff 200 people Rounds (Room Required) 12 people Rounds (Room Required) 12 people Rounds (Room Required) 12 people Hollow Square (Room Required) Hollow Square (Room Required) Buffet (Room Required) Page 8 of 10

9 Wed, 11-Apr :00 AM-11:30 AM General Session Setup General Session 225. Riser & Skirted stage towards front of room with stairs on each side, 1 standing podium, 1 small draped cocktail round next to podium,, 2 small cocktail rounds for projectors, 1 podium microphone, 2 wireless handhelds, 3 wireless lav's, 2 BOR, 2 6ft tables in back, water. Wed, 11-Apr :00 AM-11:30 AM Wed, 11-Apr :00 AM-8:30 AM Continental Breakfast Breakfast Notes or Exceptions: Flow in the Table Top Resource Area Wed, 11-Apr :30 PM-3:30 PM Off Site Tours Notes or Exceptions: Will Coach to offsite locations for plant tours 225 people 200 people A/V Needs Additional Information Chairs, waste baskets, extension cords, AV carts, skirted stages, covered and skirted tables for speakers, podiums, microphones, projectors, and screens. Meal room and General Session MUST be Seperate! They cannot be reused as they do have speakers at lunch. Space MUST be ROOMY!!!! NOTE: We will use ALL protective clauses in the contract including Rate Parity and Audit plus credit for ALL rooms outside the block by BOTH Client and HB. Page 9 of 10

10 Additional Questions 1. Rates quoted are applicable days pre/post-meeting. (Comment) (Required) 2. Client was very specific on the concession they are requesting, please list what you are offering (DO NOT leave as TBD). (Comment) (Required) 3. Web address for meeting space detail? (Comment) (Required) 4. Please select your current Forbes and/or AAA Rating? (Multiple choice) (Required) [ ] 1 Star [ ] 2 Star [ ] 3 Star [ ] 4 Star [ ] 5 Star [ ] Not Rated - Star [ ] 1 Diamond [ ] 2 Diamond [ ] 3 Diamond [ ] 4 Diamond [ ] 5 Diamond [ ] Not Rated - Diamond 5. Client will NOT pay meeting room rental. Will you waive rental based on f&b minimum? (Comment) (Required) 6. Client expects comp internet at the reg desk and in the staff offices, will you provide this comp? What charges will there be for any additional lines needed (wireless is acceptable, they do not surf the web, it will only be used to access the HQ Intranet). (Comment) (Required) 7. Do you have enough power strips on hand to accomodate this group? Is there a charge for the use of your power strips? If so, what is the cost? (Comment) (Required) 8. What is your nearest major airport and what is the distance (both miles and time)? What are the round trip shuttle and/or taxi costs? (Comment) (Required) 9. List all the restaurants that are within walking distance of your property: (Comment) 10. What renovations have your property either recently completed or has on schedule? (Comment) (Required) 11. What amenities and activities does your hotel have on or near the property? (Comment) (Required) 12. HelmsBriscoe will be paid a placement fee which is non-cancelable and non transferable to any other party for the booking of this meeting. HelmsBriscoe is acting with full consent and the client is aware of the placement fee payable to HelmsBriscoe by your organization. (Multiple choice) (Required) [ ] I agree that HelmsBriscoe will be paid a placement fee 13. Indicate your agreement to the placement fee by providing your name, title and the date of your response in the area below. (Comment) (Required) 14. Accounts Payable Contact First & Last Name: (Comment) (Required) 15. Accounts Payable Phone Number: (Comment) (Required) 16. Accounts Payable Address: (Comment) (Required) 17. Accounts Payable Fax: (Comment) (Required) 18. Please indicate in the space below your contact name, hotel address, phone number, and address - if it differs from the contact information on the response sheet provided in this RFP. (Comment) 19. Please list all the restaurant options within 1 mile of the hotel that are within walking distance. This is extremely important to the client. (Comment) Additional Files File Name Type Size Upload Date Addendum Printing Industries of Document (.doc) 57 KB Sun, 12-Mar-2017 America.doc Page 10 of 10