HOST HOTEL/RESORT REQUIREMENTS Revised April 2018

Transcription

1 COUNCIL OF ENGINEERING AND SCIENTIFIC SOCIETY EXECUTIVES (CESSE) CEO MEETING HOST HOTEL/RESORT REQUIREMENTS Revised April 2018 WHO CESSE, the Council of Engineering and Scientific Society Executives, is a professional society comprised of 1200 association executives from 200+ science and engineering societies, whose combined memberships total five (5) million. This meeting brings together CESSE CEOs, and provides host resorts an extraordinary opportunity to showcase their property to key executives in the association industry. The combined memberships of the CESSE member societies represent over $1.3 billion in annual meeting and convention business. The societies encourage the advancement of knowledge, technological development and/or continuing education in their respective fields. The Council is organized to increase the effectiveness and professionalism of these associations. TYPE OF MEETING AND PURPOSE: The CESSE CEO meeting is a three (3) day annual meeting open for attendance by senior (CEO/Executive Director level) members only. The meeting is scheduled in late February or early March and follows a Sunday-Wednesday pattern. General sessions, breakout meetings, and networking events are held during the meeting. The attendees are Executive Directors or CEO s from our member organizations, as well as sponsoring partners. The purpose of the meeting is to allow CEO s to interact and learn from like-minded peers, face the same challenges, and share the same successes. *Preferred locations will have temperate February weather (65 degrees plus on average), be of resort or historical status, and have direct flights from Washington, DC and the Beltway. Preferred Dates st : February 23 26, st : February 21 24, nd : March 1 4, nd : February 28 March 3, rd : February 16 19, rd : February 14 17, 2021 *We do our best to avoid Engineers Week (usually 3 rd week in February) & President s Day (February 17, 2020 / February 15, 2021) CEO Guide/Specs 9/15/2016

2 Room Pick-Up History Cape Coral, FL Austin, TX San Diego, CA Mobile, AL Phoenix, AZ The Westin Cape Coral Resort at Marina Village Hyatt Regency Lost Pines Resort and Spa Hilton La Jolla Torrey Pines Battle House Renaissance Mobile Hotel & Spa Sheraton Wild Horse Pass Resort & Spa Santa Ana Pueblo, NM Hyatt Tamaya Fri Sat Sun Mon Tues Wed Thurs Fri Sat Sun TOTAL ANTICIPATED ATTENDANCE: Attendance at the CESSE CEO Meeting is total registrants typically made up of members, 5-10 guests and sponsors (representatives of Convention and Visitor Bureaus, hotels, and affiliate non-hospitality industry related vendors) ROOM BLOCK AND ARRIVAL PATTERN: Friday Saturday Sunday Monday Tuesday Wednesday Thursday REQUESTED CONCESSIONS Complimentary sleeping rooms for CESSE Meetings Team (2 total rooms for the duration of the stay) during the site visit No attrition No resort fee One (1) complimentary Presidential suite for CESSE Chair for the duration of the meeting Saturday Thursday Twelve (12) upgrades at group rate for CESSE Board of Directors & CESSE VIPs for the duration of conference Saturday Thursday

3 Three (3) complimentary or deeply discounted staff rooms for the duration of the meeting Friday Thursday Two (2) discounted speaker rooms per day (8 room nights total), each day of the meeting Sunday Wednesday Minimum of 1 per 40 complimentary rooms Complimentary meeting space Complimentary use of venue easels for each meeting/event space Guaranteed banquet pricing one-year in advance of meeting Complimentary wireless internet for meeting rooms, registration area, and guest rooms Complimentary handling/storage for minimum of 15 boxes (no pallets or crates) If golf is available on-site, pre-negotiated round rates & green fees Discounted audio-visual equipment Host property will sponsor the Final Dinner (on property) to include food and beverage (open hosted bar), decor, lighting, AV and entertainment for all registered attendees (approximately 120). MEETING SPACE REQUIREMENTS: See Below. Asterisks by various events indicate sponsored events. Items that are marked with double asterisks are sponsored events that are not necessarily held in the hotel. Those events primarily include the evening activities. There should be no charges for meeting rooms. NOTE: Hotel should block and set aside one room as the meal room for sponsored breakfasts and lunches. Sponsors will have the option of utilizing the meal room with a/v or choosing another location for their sponsored meal. FOOD AND BEVERAGE SPEND (not inclusive of sponsored evening dinners) Phoenix, AZ Mobile, AL San Diego, CA Austin, TX Cape Coral, FL Sheraton Wild Horse Pass Resort & Spa Battle House Renaissance Mobile Hotel & Spa Hilton La Jolla Torrey Pines Hyatt Regency Lost Pines Resort and Spa The Westin Cape Coral Resort at Marina Village $49, $51, $61, $68, $63, PRELIMINARY MEETING SPACE REQUIREMENTS SATURDAY Time Function Tentative Set-Up & AV 24-hour hold beginning at 8:00 AM Evening SETUP CESSE Office Registration (SETUP) 6:00 PM 7:00 PM *Board Reception 7:00 PM 9:00 PM *Board Dinner Four (4) 6" skirted tables conference style, in center, with three (3) additional 6' tables around perimeter. Large garbage can and a bin for recycling. The room should be on 24-hour hold Saturday Thursday. Two (2) 6' skirted tables in front for equipment and one (1) 8' skirted table behind for registration materials. One (1) Power Strip Sponsor choice of set/location typically on property in private room. Outdoor reception area preferred. Sponsor choice of set/location typically on property in private room; 3 courses, plated dinner for

4 SUNDAY Time Function Tentative Set-Up 24 Hour Hold CESSE Office Existing One (1) power strip 7:30 AM - 8:30 AM Board Breakfast Heavy continental inside or near Board meeting room. 8:30 AM - 4:00 PM Board Meeting Existing Boardroom set or conference for 24 Three (3) power strips 12:00 PM - 7:00 PM Registration Open Existing 2 easels Noon *Board Lunch Sponsor choice of set in separate, private room; outdoor options appreciated 6:00 PM - 7:00 PM *Welcome Reception Two bars, scattered cocktail rounds, easel for signage 7:00 PM - 10:00 PM *Welcome Dinner Banquet Rounds for approximately 150, Podium, sound, easel for signage MONDAY Rounds for approximately 140, riser to accommodate podium and screen, easel for sign. 7:30 AM - 8:30 AM *Breakfast 7:00 AM - 4:00 PM Registration Existing 8:30 AM - 5:00 PM General Session Banquet crescent for 140. Riser at front of room. Five (5) comfortable chairs and coffee table set in center. Two (2) projectors Two (2) screens Four (4) wireless lavalier microphones 10:00 AM 10:30 AM *Mid-Morning Break Outside of general session room easel for sign

5 Rounds for approximately 140, riser to accommodate podium and screen, easel for sign 12:00 PM -1:00 PM *Lunch 3:00 PM - 3:30 PM *Mid-Afternoon Break Outside of general session room 6:00 PM 9:00 PM Dinner on your own CVB to provide transportation to downtown restaurant blocks TUESDAY 7:30 AM - 8:30 AM *Breakfast Existing 7:30 AM - 5:00 PM Registration Existing 8:30 AM - 5:00 PM General Session Existing Existing Existing Existing 10:00 AM 10:30 AM *Mid-Morning Break Outside of general session room 12:00 PM -1:00 PM *Lunch Existing 6:00 PM 7:00 PM *Final Reception Scattered cocktail rounds and highboys. (2) Bars. 7:00 PM 9:00 PM *Final Banquet Space for approximately 120 banquet rounds. Lounge-type reception setting. Appetizers and (1) bar. May choose to hold 9:00 PM 11:00 PM *Afterglow in same area of dinner if in outside setting. WEDNESDAY 7:30 am - 8:30 am *Breakfast Existing 8:30 am - 12:00 pm General Session Existing 10:00 am 10:30 am *Mid-Morning Break Outside of general session room *Sponsored events sponsor will have input into location based on available choices (indoor and outdoor options.) **Sponsored events; not necessarily conducted in the headquarters hotel. NOTE: Exact times subject to adjustment based on program requirements.