Clearside CLS NA Investigator Meeting

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Alan Fletcher
5 years ago
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1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements Clearside CLS NA Investigator Meeting Tue, 18-Apr-2017 Fri, 05-May-2017 Meeting Space and Sleeping Rooms LJN536YWKJB Currently sourcing property for Pharmaceutical Investigator Meeting. Room Rate Discounted F&B No compete Will provide credit card for master bill to include sleeping room/tax/parking (incidentals IPO) for all attendees and all conference/banquet charges. Will require non-compete (pharma) and no-walk clause. Key Contact Information Contact Name Tina Tkach Address tina.tkach@incresearch.com Organization Phone +1 (919) Title Preferred Contact Method Address Senior Clinical Education Specialist Cvent 3201 Beechleaf Ct. Raleigh, NC USA Organization Information Organization Name Organization Type Corporate Industry Healthcare, Pharmaceuticals, and Biotech Address 3201 Beechleaf Court Suite 600 Raleigh, NC USA Employees 5,001-10,000 Avg. Attendees / Event Events / Year 100 Avg. Room Nights / Event Organization Information CRO - Clinical Research Organization Total Attendees / Year 5,001-10,000 Total Room Nights / Year 10,001-20,000 Page 1 of 5

2 Event Information Event Name Clearside CLS NA IM Total Attendees 85 Event Type Reference Number Other NTNBK96LWFP Commission Yes % Event History The planner has indicated that this event is being held for the first time. Dates Flexible? Event Dates Contract Signature Location Destinations Under Consideration No Wed, 12-Jul Sat, 15-Jul-2017 Raleigh, NC San Antonio Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Tue, 11-Jul Wed, 12-Jul Thu, 13-Jul Fri, 14-Jul Sat, 15-Jul Room Occupancy Single Single Check-in Date Tue, 11-Jul-2017 Total Room Nights 148 Budgeted Room Rate USD $ Peak Room Nights 89 Additional Information Budgeted rate inclusive of taxes/fees. Must be commissionable to. Page 2 of 5

3 Meeting Room Requirements Start Date Wed, 12-Jul-2017 Day Time Agenda Item Room Request Wed, 12-Jul :00 AM-7:00 PM materials, printer, room for to work Thu, 13-Jul :00 AM-7:00 PM materials, printer, room for to work Thu, 13-Jul :00 AM-6:00 PM CRA/Study Team Registration Desk Registration Notes or Exceptions: 2 6' tables and 2 chairs set up in or near Hotel Lobby. Light snacks/beverages. 25 ppl arriving today. Thu, 13-Jul :00 PM-8:00 PM Wet Lab Training out out Friday PM and Saturday PM Thu, 13-Jul :00 PM-8:00 PM CRA/Study Team Training Set-up Meeting beverage station, AV/Tech Table for 3 people. Set room 2 ppl per 6' table. Thu, 13-Jul :30 PM-9:30 PM Study Team Dinner Dinner Notes or Exceptions: Often off-site location or hotel restaurant chosen. Fri, 14-Jul :00 AM-1:00 PM Set-Up beverage station and AV/Tech table for 3 people. Set-up 2 ppl per 6' table. Fri, 14-Jul :00 AM-7:00 PM materials, printer, room for to work Fri, 14-Jul :00 AM-6:00 PM CRA/Study Team Training Meeting Notes or Exceptions: All day beverage station, AM and PM snack breaks. Set-up 2 ppl per 6' table. Fri, 14-Jul :00 AM-6:00 PM Investigator Meeting Registration Desk Notes or Exceptions: 2 6' tables and 2 chairs set up in or near Hotel Lobby. Light snacks/beverages. 62 ppl arriving today. Fri, 14-Jul :00 AM-10:15 AM AM Fri, 14-Jul :00 PM-1:00 PM CRA/Study Team lunch Lunch 2 people U-Shaped (Room Required) 1 Tabletop 20 people U-Shaped (Room Required) 1 2 people 32 people Page 3 of 5

4 Fri, 14-Jul :00 PM-6:00 PM Speaker Rehearsals Speaker Room Notes or Exceptions: All day beverage break, same room as Saturday GS Fri, 14-Jul :00 PM-8:00 PM Wet Lab Training out out Friday PM and Saturday PM Fri, 14-Jul :00 PM-2:15 PM PM Fri, 14-Jul :30 PM-9:30 PM Welcome Reception & Dinner Reception Notes or Exceptions: Rounds of 8 with scattered high-tops near bar area. Bar to include beer and wine selections only. Food displays and action stations located separately around perimeter of space. Outdoor space, space with unique atmosphere or aesthetic view preferred. Sat, 15-Jul :00 AM-7:00 PM materials, printer, room for to work Sat, 15-Jul :00 AM-8:00 AM Investigator Meeting fast fast Sat, 15-Jul :00 AM-6:00 PM /Investigator Meeting beverage station and AV/Tech table for 3 people. Set-up 2 ppl per 6' table. Sat, 15-Jul :00 AM-10:15 AM AM Sat, 15-Jul :00 PM-1:00 PM Investigator Meeting Lunch Lunch Sat, 15-Jul :00 PM-8:00 PM Wet Lab Training out out Friday PM and Saturday PM Sat, 15-Jul :00 PM-2:15 PM PM 10 people Rounds (Room Required) A/V Needs A/V will be subcontracted by our preferred provider. Please advise if you are a union property. If so please advise labor rates. Podium with Riser needed in. Internet/WiFi needed in office for staff throughout event. May need WiFi for limited number of attendees. Please provide rates/discount. Page 4 of 5

5 Additional Questions 1. What is your property's Star/Diamond Rating? 2. What is the Distance from your property to nearby Airports? 3. What is the Standard Room Rate over our meeting dates? 4. What is the Room Rate you are able to offer Inclusive of all Taxes & Fees? (Resort Fee, Hospitality Tax, etc.) 5. What is the Staff Room Rate you are able to offer Inclusive of all Taxes & Fees? (Resort Fee, Hospitality Tax, etc.) 6. What is the Room Tax Rate? 7. What is the Attrition Rate? 8. How many Suite Upgrades are you able to offer? 9. How many Comp Rooms Per Sold Rooms are you able to offer? 10. What is the Meeting Room Rental Rate? 11. What are the Meeting Room Taxes/Fees? 12. What is the function Service Charge? 13. Are you able to offer an F&B Discount? If so, please provide the percentage or amount. 14. Is your property a Union Property? RE:AV We will bring our National Preferred Provider. Please provide labor rates if this is a Union Property. 15. Are you able to offer Free Wi-Fi in the Guestrooms & Meeting Rooms? 16. Do you offer In-Room Refreshments? 17. What Other Amenities, rebates or concessions are you able to offer? 18. When was the Date of your Last Renovations and what updates were included? 19. Do you anticipate any Renovations of private/public space During our Meeting dates? If yes, please describe. 20. Will there be any Other Pharma Companies in house During our Meeting dates? If yes, please describe as best as you can to determine if this will fall under no-compete clause. Page 5 of 5

RVP-AVP-SSE Meeting

RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Billing Information 18273 - RVP-AVP-SSE Meeting Fri, 02-Sep-2016 Fri, 16-Sep-2016 Meeting Space and Sleeping Rooms V6NXQ8X44B7 Invoice