RFP Details RFP Name OraPharma/ECR National Sales Meeting - GCI 83354 Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements Tue, 17-May-2016 Fri, 03-Jun-2016 Meeting Space and Sleeping Rooms G8N9T43D42X Pharmaceutical National Sales Meeting for OraPharma and ECR Pharma, two divisions of Valeant Pharmaceuticals. The hotel that earns this business will be willing to work with an addendum, has ample meeting space with good flow and will offer the clients the best overall value for this meeting in terms of budget, concessions and risk management. Hotel must allow outside A/V vendor at no penalty to clients. Great outdoor space for lunches is a huge plus. Room, tax, resort fee, parking and all banquet functions to master. Incidentals IPO. Direct Bill Application to be completed by Gray Consulting. Please see attached addendum and concession requirements. Most important to this group: 1:40 Comp Room Ratio CUMULATIVE 1 Presidential @ COMP 10 1-bedroom suites @ group rate Comp Meeting Space with F&B Minimum Comp Wifi in Guest Sleeping Rooms and Meeting Space 15 Complimentary VIP Welcome Amenities (hotel choice) 20% Attrition Allowance on CUMULATIVE basis 6 Staff Rooms per night at 50% negotiated group rate Key Contact Information Contact Name Natalie Spacco Email Address nspacco@gcimi.com Organization Preferred Contact Method Gray Consulting Intl Meetings and Incentives Phone 215-413-7889 Title Strategic Sourcing Manager Fax 215-413-1824 Address Website Additional Information Cvent, Email, Phone 833 Chestnut East Suite 1200 Philadelphia, PA 19107 USA www.gcimi.com Gray Consulting International Meetings & Incentives (Gray) is a B2B provider of corporate meeting and event planning services. Organization Information Organization Name Organization Type Corporate Industry Healthcare, Pharmaceuticals, and Biotech Address Events / Year 0 Organization Information 400 Somerset Corporate Boulevard Bridgewater, NJ 08807 USA OraPharma is a specialty pharmaceutical company that develops and commercializes products that help improve and maintain oral health. We are dedicated to delivering scientifically and technologically advanced products to dental professionals and their practices. ECR Pharma is a division procured by Valeant in June 2014, engaged in the development, manufacture and marketing of multi-source and branded pharmaceutical products in various therapies. Page 1 of 10
Event Information Event Name Total Attendees 280 Event Type OraPharma/ECR National Sales Meeting Business Meeting Commission Yes - 10.00% Event History Dates Flexible? Event Dates The planner has indicated that this event has been held before. Yes Mon, 30-Jan-2017 - Fri, 03-Feb-2017 + 3 alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Alternate Date Alternate Date Destinations Under Consideration Mon, 30-Jan-2017 - Fri, 03-Feb-2017 Sun, 29-Jan-2017 - Thu, 02-Feb-2017 Mon, 13-Feb-2017 - Fri, 17-Feb-2017 Sun, 12-Feb-2017 - Thu, 16-Feb-2017 Orlando, Dallas 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 Hyatt Regency Grand Orlando Florida 2/8-12/15 280 1,230 1,147 165,000 Cypress Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Fri, 27-Jan-2017 2 6 Sat, 28-Jan-2017 10 4 6 Sun, 29-Jan-2017 20 11 6 Mon, 30-Jan-2017 280 11 6 Tue, 31-Jan-2017 280 11 6 Wed, 01-Feb-2017 280 11 6 Thu, 02-Feb-2017 280 11 6 Fri, 03-Feb-2017 2 2 Room Occupancy Single - - Single Single Check-in Date Fri, 27-Jan-2017 Total Room Nights 1,257 Budgeted Room Rate USD $200.00 Peak Room Nights 297 Additional Information Requesting Presidential Suite on comp basis for Sat - Thu. Requesting 10 bedroom suites at group rate. Please advise of suite catagories in RFP response. Page 2 of 10
Meeting Room Requirements Start Date Fri, 27-Jan-2017 Day Time Agenda Item Room Request Fri, 27-Jan-2017 6:00 AM-11:45 PM GCI Operations Sat, 28-Jan-2017 6:00 AM-11:45 PM GCI Operations Sat, 28-Jan-2017 6:00 AM-11:45 PM OraPharma /Pop-up Sat, 28-Jan-2017 6:00 AM-11:45 PM Production Sat, 28-Jan-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. Sat, 28-Jan-2017 7:00 AM-11:45 PM Photography Room Other Sun, 29-Jan-2017 6:00 AM-11:45 PM GCI Operations Sun, 29-Jan-2017 6:00 AM-11:45 PM OraPharma /Pop-up Sun, 29-Jan-2017 6:00 AM-11:45 PM Production Sun, 29-Jan-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. 600 Sq. Ft. Sun, 29-Jan-2017 7:00 AM-11:45 PM Photography Room Other 600 Sq. Ft. Page 3 of 10
Sun, 29-Jan-2017 7:00 AM-11:45 PM VIP Boardroom Sun, 29-Jan-2017 7:15 AM-11:45 PM Workshops Sun, 29-Jan-2017 8:00 AM-9:00 PM Mon, 30-Jan-2017 6:00 AM-11:45 PM GCI Operations Mon, 30-Jan-2017 6:00 AM-11:45 PM OraPharma /Pop-up Mon, 30-Jan-2017 6:00 AM-11:45 PM Production Mon, 30-Jan-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. Mon, 30-Jan-2017 7:00 AM-11:45 PM Photography Room Other Mon, 30-Jan-2017 7:00 AM-11:45 PM VIP Boardroom Mon, 30-Jan-2017 7:00 AM-11:45 PM Pop-up Meeting Room Meeting Notes or Exceptions: Nice to have - close to G/S and offices Mon, 30-Jan-2017 7:15 AM-11:45 PM Workshops Mon, 30-Jan-2017 7:15 AM-11:45 PM Additional Small s Notes or Exceptions: Fifteen (15) additional small breakouts set for 12-15 ppl each. Converted suites may be used. Total breakouts on Tuesday through Friday should be twenty-tree (23). Monday setup day, setup time flexible. 600 Sq. Ft. Page 4 of 10
Mon, 30-Jan-2017 8:00 AM-9:00 PM Mon, 30-Jan-2017 8:00 AM-11:45 PM ECR Notes or Exceptions: Monday Load-in and Setup. Tuesday through Friday. Load-out Friday by 5 PM. Classroom 2 per 6 for 100. Rear screen projection, staging and production. Setup time flexible on Monday. Mon, 30-Jan-2017 6:30 PM-9:30 PM Welcome Reception Reception Notes or Exceptions: Heavy Hors D'Ouerves, stations and bars. This will be their dinner. Outdoor option is preferred, but a nice indoor backup is critical since they may add a short welcome address. Tue, 31-Jan-2017 6:00 AM-11:45 PM GCI Operations Tue, 31-Jan-2017 6:00 AM-11:45 PM OraPharma /Pop-up Tue, 31-Jan-2017 6:00 AM-11:45 PM Production Tue, 31-Jan-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. 4,000 Sq. Ft. / 100 people Reception (Room Required) Tue, 31-Jan-2017 7:00 AM-8:00 AM fast fast Notes or Exceptions: Close proximity to the G/S. Indoor. Tue, 31-Jan-2017 7:00 AM-11:45 PM VIP Boardroom Tue, 31-Jan-2017 7:00 AM-11:45 PM Pop-up Meeting Room Meeting Notes or Exceptions: Nice to have - close to G/S and offices Tue, 31-Jan-2017 7:15 AM-11:45 PM Workshops Page 5 of 10
Tue, 31-Jan-2017 7:15 AM-11:45 PM Additional Small s Notes or Exceptions: Fifteen (15) additional small breakouts set for 12-15 ppl each. Converted suites may be used. Total breakouts on Tuesday through Friday should be twenty-tree (23). Monday setup day, setup time flexible. Tue, 31-Jan-2017 8:00 AM-9:00 PM Tue, 31-Jan-2017 8:00 AM-11:45 PM ECR Notes or Exceptions: Monday Load-in and Setup. Tuesday through Friday. Load-out Friday by 5 PM. Tue, 31-Jan-2017 10:00 AM-10:30 AM AM Classroom 2 per 6 for 100. Rear screen projection, staging and production. Setup time flexible on Monday. Tue, 31-Jan-2017 12:00 PM-1:00 PM OraPharma Lunch Lunch Notes or Exceptions: Close proximity to G/S. Outdoor preferred with weather backup. Tue, 31-Jan-2017 12:00 PM-1:00 PM ECR Lunch Lunch Notes or Exceptions: Working lunch in ECR G/S. Tue, 31-Jan-2017 3:00 PM-3:30 PM PM Tue, 31-Jan-2017 6:00 PM-10:00 PM ECR Reception and Awards Dinnner Dinner Notes or Exceptions: 6:00-6:40 PM Reception nearby and 6:40 PM - 10:00 PM Awards Dinner. Standard AV front-screen production set. Preferably not close to OraPharma dinner. Tue, 31-Jan-2017 6:30 PM-10:00 PM OraPharma Awards Dinner Dinner Notes or Exceptions: Takes place in the G/S room. 6:30 PM - 7:30 PM Reception in foyer followed by Awards Dinner in meeting room. G/S can be reset in rounds after lunch. Wed, 01-Feb-2017 6:00 AM-11:45 PM GCI Operations Wed, 01-Feb-2017 6:00 AM-11:45 PM OraPharma /Pop-up Wed, 01-Feb-2017 6:00 AM-11:45 PM Production 4,000 Sq. Ft. / 100 people 170 people Buffet 85 people Rounds 85 people Rounds 170 people Page 6 of 10
Wed, 01-Feb-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. Wed, 01-Feb-2017 7:00 AM-8:00 AM fast fast Notes or Exceptions: Close proximity to the G/S. Indoor. Wed, 01-Feb-2017 7:00 AM-11:45 PM VIP Boardroom Wed, 01-Feb-2017 7:00 AM-11:45 PM Pop-up Meeting Room Meeting Notes or Exceptions: Nice to have - close to G/S and offices Wed, 01-Feb-2017 7:15 AM-11:45 PM Workshops Wed, 01-Feb-2017 7:15 AM-11:45 PM Additional Small s Notes or Exceptions: Fifteen (15) additional small breakouts set for 12-15 ppl each. Converted suites may be used. Total breakouts on Tuesday through Friday should be twenty-tree (23). Monday setup day, setup time flexible. Wed, 01-Feb-2017 8:00 AM-9:00 PM Wed, 01-Feb-2017 8:00 AM-11:45 PM ECR Notes or Exceptions: Monday Load-in and Setup. Tuesday through Friday. Load-out Friday by 5 PM. Wed, 01-Feb-2017 10:00 AM-10:30 AM AM Classroom 2 per 6 for 100. Rear screen projection, staging and production. Setup time flexible on Monday. Wed, 01-Feb-2017 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Close proximity to G/S. Outdoor preferred with weather backup. Wed, 01-Feb-2017 3:00 PM-3:30 PM PM Wed, 01-Feb-2017 6:30 PM-10:00 PM Dinner / Team Building Dinner Notes or Exceptions: Hold large indoor space for team-building over dinner, TBA. 4,000 Sq. Ft. / 100 people Page 7 of 10
Thu, 02-Feb-2017 6:00 AM-11:45 PM GCI Operations Thu, 02-Feb-2017 6:00 AM-11:45 PM OraPharma /Pop-up Thu, 02-Feb-2017 6:00 AM-11:45 PM Production Thu, 02-Feb-2017 6:30 AM-11:45 PM OraPharma G/S Tuesday through Friday. Thu, 02-Feb-2017 7:00 AM-8:00 AM fast fast Notes or Exceptions: Close proximity to the G/S. Indoor. Thu, 02-Feb-2017 7:00 AM-11:45 PM VIP Boardroom Thu, 02-Feb-2017 7:00 AM-11:45 PM Pop-up Meeting Room Meeting Notes or Exceptions: Nice to have - close to G/S and offices Thu, 02-Feb-2017 7:15 AM-11:45 PM Workshops Thu, 02-Feb-2017 7:15 AM-11:45 PM Additional Small s Notes or Exceptions: Fifteen (15) additional small breakouts set for 12-15 ppl each. Converted suites may be used. Total breakouts on Tuesday through Friday should be twenty-tree (23). Monday setup day, setup time flexible. Thu, 02-Feb-2017 8:00 AM-9:00 PM Thu, 02-Feb-2017 8:00 AM-11:45 PM ECR Notes or Exceptions: Monday Load-in and Setup. Tuesday through Friday. Load-out Friday by 5 PM. Thu, 02-Feb-2017 10:00 AM-10:30 AM AM Classroom 2 per 6 for 100. Rear screen projection, staging and production. Setup time flexible on Monday. 4,000 Sq. Ft. / 100 people Page 8 of 10
Thu, 02-Feb-2017 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Close proximity to G/S. Outdoor preferred with weather backup. Thu, 02-Feb-2017 3:00 PM-3:30 PM PM Thu, 02-Feb-2017 4:00 PM-11:00 PM Offsite Event Notes or Exceptions: Offsite Event Fri, 03-Feb-2017 6:00 AM-11:45 PM GCI Operations Fri, 03-Feb-2017 6:00 AM-11:45 PM OraPharma /Pop-up Fri, 03-Feb-2017 6:00 AM-11:45 PM Production Fri, 03-Feb-2017 6:30 AM-5:00 PM Luggage Storage Storage Room Fri, 03-Feb-2017 6:30 AM-6:00 PM OraPharma G/S Tuesday through Friday. Fri, 03-Feb-2017 7:00 AM-8:00 AM fast fast Notes or Exceptions: Close proximity to the G/S. Indoor. Fri, 03-Feb-2017 7:00 AM-5:00 PM Pop-up Meeting Room Meeting Notes or Exceptions: Nice to have - close to G/S and offices Fri, 03-Feb-2017 7:00 AM-5:00 PM VIP Boardroom Fri, 03-Feb-2017 7:15 AM-1:00 PM Additional Small s Notes or Exceptions: Fifteen (15) additional small breakouts set for 12-15 ppl each. Converted suites may be used. Total breakouts on Tuesday through Friday should be twenty-tree (23). Monday setup day, setup time flexible. Fri, 03-Feb-2017 7:15 AM-1:00 PM Workshops Page 9 of 10
Fri, 03-Feb-2017 8:00 AM-5:00 PM ECR Notes or Exceptions: Monday Load-in and Setup. Tuesday through Friday. Load-out Friday by 5 PM. Fri, 03-Feb-2017 8:00 AM-9:00 PM Fri, 03-Feb-2017 10:00 AM-10:30 AM AM Classroom 2 per 6 for 100. Rear screen projection, staging and production. Setup time flexible on Monday. Fri, 03-Feb-2017 12:00 PM-1:00 PM Boxed Lunches Lunch Notes or Exceptions: Boxed lunches outside G/S. Specify location for limted seating in rounds, set for half the group only (135) 4,000 Sq. Ft. / 100 people F&B Budget USD $180,000.00 A/V Needs Outside AV Provider (Freeman) will be utilized. No penalty for bringing in own AV provider. Additional Questions 1. Does your hotel have any promotions that this group is eligible for? (Comment) 2. Are there any renovations/construction projects at your property or in it s immediate vicinity during these dates? Has your hotel undergone any recent renovations? (Comment) 3. Distance from airport? (Comment) 4. List the names/dates of any citywide conventions in your city over these dates. (Comment) 5. Please comment on all concessions requested, and add any others you are willing to offer to win the business! 1:40 Comp Room Ratio CUMULATIVE 1 Presidential @ COMP 10 1-bedroom suites @ group rate Comp Meeting Space with F&B Minimum Comp Wifi in Guest Sleeping Rooms and Meeting Space 15 Complimentary VIP Welcome Amenities (hotel choice) 20% Attrition Allowance on CUMULATIVE basis 6 Staff Rooms per night at 50% negotiated group rate (Comment) (Required) 6. Who is your on-site AV Company? Client will allow them to bid but will not pay a penalty for bringing own. (Comment) (Required) 7. Please name all 23 breakouts for Monday - Friday with their room rental. We can use the existing 8 large workshop breakouts in this total. Airwalls/flexible space is appreciated. Converted suites may be used for the "additional" fifteen. (Comment) (Required) Additional Files File Name Type Size Upload Date 2017 Requested Concessions.doc Document (.doc) 23 KB Mon, 29-Feb-2016 GCI Addendum 2015_FINAL.doc Document (.doc) 224 KB Mon, 29-Feb-2016 ScheduleOfEvents_2016_Home _APPROVED_75 COPI.doc Document (.doc) 114 KB Mon, 29-Feb-2016 Page 10 of 10