2021 OWAA CONFERENCE BID QUESTIONNAIRE

Transcription

1 AGENCY SUBMITTING BID 2021 OWAA CONFERENCE BID QUESTIONNAIRE The completed bid questionnaire must be returned Bids submitted without the completed questionnaire will be rejected. Bid Deadline November 9, 2018 Convention & Visitors Bureau: Point of contact: Address: City, State Zip: Phone: Fax: Website: DATES What primary dates are you offering? What alternate dates are you offering? If not selected for this conference, are you interested in bidding again? Yes No LOCAL CHAIR A local OWAA member usually serves as the chair of a local committee formed to handle on-site coordination and support. Have you contacted an OWAA member to serve in this capacity? Yes No Name TRANSPORTATION Nearest airport(s): Airlines serving your city: Cities flying direct from/to: Distance from airport to proposed conference site: What transportation is available between airport/train/bus stations and the conference resort/hotel? Taxi fare to hotel from: Airport Is free shuttle service available through the resort/hotel to/from the local airport? Yes No If no, are there any other shuttle options to/from the local airport? Yes No Rate Is free shuttle service available between headquarters hotel, overflow hotel(s) and meeting facility, if meeting accommodations are not provided on-site? Yes No CAN TAX EXEMPT STATUS BE OBTAINED? Yes No Please provide contact information for the agency responsible for this: 2019 Conference Bid, Page 1 of 6

2 HEADQUARTERS RESORT/HOTEL: Property name: Point of contact: Number of rooms to be blocked: Rates (specify rack rate and conference rate for year conference will be held; if rates cannot be specified, guarantee a percentage increase above which rates will not rise): Single: rack rate conference rate Double: rack rate conference rate Triple: rack rate conference rate Suite: rack rate conference rate Taxes: Sales Room/Bed Total tax Are there any other taxes or fees not listed above? Yes No Rate Comp room ratio: Cumulative? Yes No Staff-Rate rooms: Yes No If Yes, Rate: Number Available: Will room rates be extended three days before/after conference? Yes No Will OWAA s Board President's room be comped? Yes No Does hotel offer a booking rebate? Yes No If Yes, Percentage/Rebate Per Room Night: Parking rates: cars RVs Discount/Comp offered by hotel: Yes No Rate: Can parking facility handle over-sized vehicles and trailers? Yes No Can parking facility reasonably accommodate 100 cars for attendees? Yes No In-room internet access fee: Discount/Comp offered by hotel: Yes No Rate: Walking distance to meeting facility (if not in headquarters hotel): OVERFLOW HOTEL, ALTERNATIVE HOTEL OR LOCAL BUDGET LODGING OPTION: Property name: Point of contact: Number of rooms to be blocked: Rates (specify rack rate and conference rate for year conference will be held; if rates cannot be specified, guarantee a percentage increase above which rates will not rise): Single: rack rate conference rate Double: rack rate conference rate Triple: rack rate conference rate Suite: rack rate conference rate Taxes: Sales Room/Bed Total tax Are there any other taxes or fees not listed above? Yes No Rate Comp room ratio: Cumulative? Yes No Staff-Rate rooms: Yes No If Yes, Rate: Number Available: Will room rates be extended three days before/after conference? Yes No Will OWAA s Board President's room be comped? Yes No 7/ Conference Bid, Page 2 of 6

3 Does hotel offer a booking rebate? Yes No If Yes, Percentage/Rebate Per Room Night: Parking rates: cars RVs Discount/Comp offered by hotel: Yes No Rate: Can parking facility handle over-sized vehicles and trailers? Yes No Can parking facility reasonably accommodate 100 cars for attendees? Yes No In-room internet access fee: Discount/Comp offered by hotel: Yes No Rate: Walking distance to meeting facility (if not in headquarters hotel): Walking distance to headquarters hotel: (Attach additional pages if more space is needed for Overflow Hotels or Local Budget Lodging Options) CAMPING A few members travel in motor homes or use campers. Are there parking facilities for RVs at the headquarters and overflow hotels? Yes No Cost per day: Are campgrounds available locally? Yes No Distance from headquarters hotel: Costs: Number of sites: HOSPITALITY SUITES OWAA supporting organizations offer hospitality suites in the headquarters hotel. What facilities are available for this purpose (prefer areas that outside food and beverage can be brought in such as large hotel rooms)? Cost per room/night? Can sleeping rooms/suites be used as hospitality suites Yes No Is there a furniture removal charge? Yes No Cost: May corporate members provide their own beverages and dry snacks to be served in their hospitality suites? Yes No (If no, provide menus and bartender costs, to include tax and gratuities.) MEETING FACILITIES Property name: Location: Are the following rooms available? Banquet room capable of seating 250 (rounds): Yes No Charge (3) Session rooms capable of seating 75 (1,000 sq. ft. ea.): Yes No Charge Registration area: Yes No Charge (2) Auxiliary rooms (750 sq. ft.): Yes No Charge Photo exhibit area (500 sq. ft.): Yes No Charge Board meeting room (1,000 sq. ft.): Yes No Charge Display Area for Hallway Displays Yes No Charge (Preferably near Registration Area, an open area such as a hallway, NOT in a ballroom) 2019 Conference Bid, Page 3 of 6

4 What is the total available square footage of event facilities: Are room rental charges waived if meals are purchased from the meeting facility? Yes No Is wireless internet access available? Yes No Cost: Does the meeting facility have storage and drayage service? Yes No Cost: If no, is off-site contract service available? Yes No Name & phone number of off-site drayage company: Audio/visual equipment: Is a/v equipment available for rent? Yes No (Please provide list of prices.) OWAA often provides its own projectors, is there a hook in charge for use of our own equipment? Yes No Cost: MEALS Is meeting facility capable of providing meals: Yes No Provide current average meal costs? (Please attach menus.) Please state current service charges. Breakfast Lunch Dinner HOST CITY SPONSORSHIP: OWAA requests monetary or in-kind sponsorship for a portion of our event. Host cities traditionally sponsor a welcome dinner for attendees. In addition, you may choose to provide funding or underwrite another portion of our conference. Is your city prepared to provide sponsorship? Yes No If yes, please elaborate on your contribution, and any additional concessions: WORKING PRESS ROOM Attendees prepare and file stories during conference, hence the need for a working press room. The room must be equipped with a high capacity printer/copier, two or three personal computers (with Internet access) and appropriate office supplies (paper, staplers, pens, etc.). Will a local entity be found to sponsor the press room? Yes No STORY/PHOTO MATERIAL Many members come to conference to obtain stories and photographs of local and regional outdoor attractions, recreation opportunities and environmental/conservation issues. Are outdoor story and photo opportunities available in your city, region and state? Yes No Are local guides, outfitters and lodges willing to provide complimentary or discounted pre- and post-conference trips to qualified outdoor communicators? Yes No Please provide a list of suggested subjects/locations. These should consist of half-day opportunities that could be done during a half-day breakout as well as multi-day or farther away opportunities for pre- and post-conference trips. 7/ Conference Bid, Page 4 of 6

5 SPOUSE, PARTNER AND FAMILY ACTIVITIES: Many spouses, partners and family members accompany OWAAers attending conference. Can separate programs and activities be provided for them? Yes No Please provide a list of suggested activities. BREAKOUT DAY One half day will be devoted to outdoor activities which may include demo booths for outdoor equipment companies. Ideal sites would have water for boating/casting demos, facilities for shooting and archery demos, access to an area for driving demos with our truck manufacturers plus an open flat area to accommodate up other outdoor booths. We realize that might not all be possible in one site, but please provide information on possibly properties. Preference will be given to facilities that can accommodate as many different types of demos as possible and sites within 20 minutes from the host hotel. Site name: Distance from headquarters hotel: Transportation comped: Yes No If no, what is cost per bus for rental? Can this site be reserved for exclusive use by OWAA? Yes No Rental/Permit Fees: Portable toilet rental required? Yes No Costs: Corporate members displaying during Demo Day will require tables, chairs, canopies and tents to rent from the facility or from a local company? Yes No Company Name: Can a meal be served on-site? Yes No Is a specific caterer required? Yes No If yes, specify: Is the proposed site capable and willing to receive/store shipments from displaying companies? Yes No Additional Site name: Distance from headquarters hotel: Transportation comped: Yes No If no, what is cost per bus for rental? Can this site be reserved for exclusive use by OWAA? Yes No Rental/Permit Fees: Portable toilet rental required? Yes No Costs: Corporate members displaying during Demo Day will require tables, chairs, canopies and tents to rent from the facility or from a local company? Yes No Company Name: Can a meal be served on-site? Yes No Is a specific caterer required? Yes No If yes, specify: Is the proposed site capable and willing to receive/store shipments from displaying companies? Yes No SITE VISITS/BOARD MEETING Should your site make the 2021 short-list would you be willing to provide a complimentary site visit for the conference planner and the executive director in 2018/2019? Yes No 2019 Conference Bid, Page 5 of 6

6 Should your site be selected to host the 2021 conference would you be willing to provide a complimentary site visit for the conference planner and the program chair one year prior to the conference dates to begin the planning process? Yes No Should your site be selected to host the 2021 conference would you be willing to host the winter board meeting in the year leading up to conference (typically January)? (Including hotel rooms and meals for attendees) Yes No AUTHORIZED REPRESENTATIVE Signature: Title: Company/CVB: Date: Acceptance of this bid by OWAA supersedes all other contracts. 7/ Conference Bid, Page 6 of 6