Siemens Financial Global Offsite (Phoenix & San Francisco)

Transcription

1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Siemens Financial Global Offsite (Phoenix & San Wed, 13-Jan-2016 Fri, 29-Jan-2016 Meeting Space and Sleeping Rooms L9NQLKF6V5M * Global Event *Contract to be signed out of New Jersey *Hotel selected will need to utilize a Siemens standard agreement; revisions can be requested *We are looking for a Tues-Fri patter any week in April 2016 only (avoiding holidays). *This is a third availability search for this event; the options in Arizona & San Francisco. Billing Information *We have searched on this RFP some hotels that will not be able to accommodate the full room block, we are willing to split the room block if one hotel can accommodate the meeting space; please propose your best offer for the space and the highest number of rooms you can accommodate *Billing will be handled by a Siemens purchase order Key Contact Information Contact Name Damian Pisanelli Address damian.pisanelli@conference direct.com Organization ConferenceDirect, LLC Phone Title Global Account Manager Preferred Contact Method Cvent, Mobile Address Lake City Way NE Seattle, WA USA Organization Information Organization Name Organization Type Corporate Industry Financial Services Address 170 Wood Avenue South Iselin, NJ USA Employees Prefer not to answer Avg. Attendees / Event Prefer not to answer Events / Year 600 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 7

2 Event Information Event Name Total Attendees 200 Event Type Reference Number Siemens Financial Global Offsite Corporate Event GFNLD4GXKB2 Commission Yes % Event History The planner has indicated that this event has been held before. Dates Flexible? Event Dates Notes Yes Tue, 10-Nov Fri, 13-Nov alternate dates Attendees will be from all global Siemens destinations; airlift will be important as well as ease on ground transportation. Flexible pattern during the week Need to find the right property. Site visits will be conducting in January. Date Type Date Options Notes Planner Preferred Tue, 10-Nov Fri, 13-Nov-2015 Attendees will be from all global Siemens destinations; airlift will be important as well as ease on ground transportation. Alternate Date Contract Signature Location Destinations Under Consideration Additional Information Sun, 15-Nov Fri, 22-Apr-2016 New Jersey Various Flexible pattern during the week Need to find the right property. Site visits will be conducting in January. Attendees will be from all global Siemens destinations; airlift will be important as well as ease on ground transportation. Flexible pattern during the week Need to find the right property. Site visits will be conducting in January. 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 Majestic Barcelona 11/4/ Hotel Page 2 of 7

3 Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Tue, 10-Nov Wed, 11-Nov Pre-Night will change depending on location and flights Thu, 12-Nov Fri, 13-Nov Check-in Date Tue, 10-Nov-2015 Total Room Nights 410 Peak Room Nights 175 Additional Information *We are searching for a room block around 175; exact numbers will be determined in January 2016 (between 150 and 200 peak). *RM/TX will be split; some to master; some on own *Reservations will be via rooming list (at this time) *Complimentary WIFI in sleeping rooms required *Resort fees should be included in room rate or waived Page 3 of 7

4 Meeting Room Requirements Start Date Mon, 18-Apr-2016 Day Time Agenda Item Room Request Tue, 19-Apr :00 AM-11:45 PM Office Office Tue, 19-Apr :00 AM-5:00 PM Registration Registration Tue, 19-Apr :00 AM-5:00 PM General Session General Session Wed, 20-Apr :00 AM-11:45 PM Office Office Wed, 20-Apr :00 AM-9:00 AM Breakfast Breakfast Wed, 20-Apr :00 AM-5:00 PM General Session General Session Wed, 20-Apr :00 AM-10:30 AM AM Break Break Wed, 20-Apr :00 PM-1:00 PM Lunch Lunch Thu, 21-Apr :00 AM-11:45 PM Office Office Thu, 21-Apr :00 AM-9:00 AM Breakfast Breakfast Thu, 21-Apr :00 AM-1:00 PM 2 Notes or Exceptions: will be 50 to Thu, 21-Apr :00 AM-1:00 PM 1 Notes or Exceptions: will be 50 to Thu, 21-Apr :00 AM-1:00 PM 3 Notes or Exceptions: will be 50 to Thu, 21-Apr :00 AM-1:00 PM 4 Notes or Exceptions: will be 50 to Thu, 21-Apr :00 AM-5:00 PM General Session General Session Thu, 21-Apr :00 AM-10:30 AM AM Break Break 5 people 5 people Flow (Room Required) 5 people Flow (Room Required) Page 4 of 7

5 Thu, 21-Apr :00 PM-1:00 PM Lunch Lunch Additional Information *Room rental should be waived with F&B minimum *Prefer meal venues with natural light, possible outside locations for meals if available *Meeting space location is important; prefer condensed and not spreadout *A dinner maybe added on night 1 or 2; undecided at this time *Number of breakouts will be determined by final room block count Page 5 of 7

6 Additional Questions 1. Cut off date of 21 days prior to groups peak arrival day? (Single choice) (Required) 2. Group rate will be available three days pre and post event dates. (Single choice) (Required) 3. Hotel will grant a minimum 20% allowable attrition and all attrition damages will be based on a room profit maximum of 80%. (e.g. 80% of total block x room rate x 80% profit = attrition amount) (Single choice) (Required) 4. Hotel will offer One (1) per 40 comp cumulative total room nights. (Single choice) (Required) 5. Hotel will offer a minimum of One (1) per 40 upgrade. (Single choice) (Required) 6. Hotel will offer a minimum of One (1) per 40 staff rate of 50% off group rate. (Single choice) (Required) 7. One (1) complimentary room night for every 25 rooms for one site inspection and one pre-planning meeting; site inspections and pre-planning meetings should not exceed # rooms nights each. Numeric value only. (Single choice) (Required) 8. One (1) additional comp room for staff, on evenings where Siemens realizes performance of 100 revenue room nights. (Single choice) (Required) 9. Hotel will offer a minimum discount of 10% on Food & Beverage. (Single choice) (Required) 10. Hotel will offer a minimum Audio & Visual Discount of 10%. (Single choice) (Required) 11. Hotel will offer a minimum of 1 complimentary easel and flip chart in each meeting room. (Single choice) (Required) 12. Hotel will offer complimentary high-speed internet in meeting rooms, not to include installation and set-up fees. (Single choice) (Required) 13. Hotel will offer complimentary high-speed internet in sleeping rooms. (Single choice) (Required) 14. Hotel will offer complimentry office phone with local and 800 calls, not to include installation and set-up fees. (Single choice) (Required) Page 6 of 7

7 15. VIP Roundtrip Airport transfer, based on a ratio of 1 per 80. (Single choice) (Required) 16. Hotel will offer complimentary self-parking (Single choice) (Required) 17. Hotel will offer complimentary fitness center. (Single choice) (Required) 18. Hotel will provide complimentary meeting space. (Single choice) (Required) 19. Is the hotel willing and able to utilize a Siemens standard agreement? (Single choice) (Required) 20. Will there be any construction / renovations during the meeting dates? (Single choice) (Required) 21. If there is any construction or renovations taking place, please describe. (Comment) Page 7 of 7