Cancun Quintana Roo, January 09 th, 2017. Kayla Stidger Director of Meetings and Events Organization for Human Brain Mapping kaylastidger@llmsi.com Event: OHBM 2020 Date: June 2020 (Friday to Thursday sessions + set-up) Dear Kayla Stidger, Thank you for considering CANCUN ICC, as a possible hosting venue for such important event. Be sure that we are at your total disposal for any information or any kind of assistance you might need. Requirements: BACALAR 1: Office, 5 pax, set to be defined, 6 days BACALAR 2: Internet Cafe, custom set for charging spaces and 4 computer stations, 6 days BACALAR 3: Speaker Ready Room, custom set with 6 computer stations, 6 days 1-3: Hackathon room, 70 pax, round tables, 5 days 4: Pop up meeting room, 20 pax, round tables, 1 day 4,3,2, A: FMRI course,300 pax, 5, 1: Educational course 2, 200 pax, AUDITORIO: Educational course 3, 150 pax, COBA: Educational course 4, 150 pax, COSTA MAYA 5, 1: Educational course 5, 100 pax, COSTA MAYA 4, 3: Educational course 6, 100 pax, XCARET: Educational course 7, 80 pax, TULUM: Educational course 8, 80 pax, CONTOY: OHBM Committee Meeting, 25 pax, U-shape, 5 days GRAN CANCUN: General Session, 3000 pax, theater setup, 5 days EXHIBIT AREA: 1250 poster boards set in linear style, 4 days TERRAZA AKUMAL: Welcome reception, 1250 pax, cocktail setup, 1 day MITAD 1: Oral session and morning workshop, 600 pax, theater setup, 4 days MITAD 2: Symposia & oral session, 500 theater setup, 4 days COSTA MAYA MITAD 1: Symposia & oral session, 300 pax, theater setup, 4 days Cancun ICC offers: Renting of the meeting facilities. Furniture required in all session rooms. Air conditioning. Standard lightning service. General cleaning service (excepting inside the booths). Permanent assistance on behalf of Cancun ICC s personnel before, during and after the meeting holding days. Nota bene: The rates above mentioned will apply only for the present estimate. Should you require any modification, please contact the sales department for a new one.
3rd Level GRAN CANCUN: General Session, 3000 pax, theater setup, 5 days 2nd Level 1-3: Hackathon room, 70 pax, round tables, 5 days 4: Pop up meeting room, 20 pax, round tables, 1 day 4,3,2, A: FMRI course,300 pax, 5, 1: Educational course 2, 200 pax, COBA: Educational course 4, 150 pax, classroom setup, 1 day XCARET: Educational course 7, 80 pax, classroom setup, 1 day TULUM: Educational course 8, 80 pax, classroom setup, 1 day CONTOY: OHBM Committee Meeting, 25 pax, U- shape, 5 days TERRAZA AKUMAL: Welcome reception, 1250 pax, cocktail setup, 1 day MITAD 1: Oral session and morning workshop, 600 pax, theater setup, 4 days MITAD 2: symposia & oral session, 500 theater setup, 4 days 1st Level BACALAR 1: Office, 5 pax,, 6 days BACALAR 2: Internet Café, custom set for charging spaces and 4 computer stations, 6 days BACALAR 3: Speaker Ready Room, custom set with 6 computer stations, 6 days COSTA MAYA 5, 1: Educational course 5, 100 pax, COSTA MAYA 4, 3: Educational course 6, 100 pax, COSTA MAYA MITAD 1: Symposia & oral session, 300 pax, theater setup, 4 days Ground Level AUDITORIO: Educational course 3, 150 pax, EXHIBIT AREA: 1250 poster boards set in linear style, 4 days REGISTRATION AREA
Conference Area AREA SQM SET UP START ENDS $ PER SQM DAYS TOTAL USD SET UP BACALAR 1 OFFICE 44 TO DEFINE 05/06/2020 05/06/2020 $5.00 1 $220.00 INTERNET CAFÉ BACALAR 2 39 WORKSTATIONS 05/06/2020 05/06/2020 $5.00 1 $195.00 SPEAKERS READY ROOM BACALAR 3 35 TO DEFINE 05/06/2020 05/06/2020 $5.00 1 $175.00 HACKATHON ROOM 1-3 130 WORKSTATIONS 06/06/2017 06/06/2017 $5.00 1 $650.00 POP UP MEETING ROOM 4 44.5 ROUND TABLES 06/06/2017 06/06/2017 $5.00 1 $222.50 4, 3 FMRI COURSE 431 THEATER 06/06/2017 06/06/2017 $5.00 1 $2,155.00 EDUCATIONAL COURSE 2 5, 1 384 THEATER 06/06/2017 06/06/2017 $5.00 1 $1,920.00 EDUCATIONAL COURSE 3 AUDITORIO 667 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $3,335.00 EDUCATIONAL COURSE 4 COBA 265 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $1,325.00 EDUCATIONAL COURSE 5 COSTA MAYA 5, 1 287 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $1,435.00 EDUCATIONAL COURSE 6 COSTA MAYA 4, 3 308 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $1,540.00 EDUCATIONAL COURSE 7 XCARET 200 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $1,000.00 EDUCATIONAL COURSE 8 TULUM 185 CLASSROOM 06/06/2017 06/06/2017 $5.00 1 $925.00 OHBM COMMITTEE MEETING CONTOY 245.5 U SHAPE 06/06/2017 06/06/2017 $5.00 1 $1,227.50 GENERAL SESSION GRAN CANCUN 2680 THEATER 06/06/2017 06/06/2017 $5.00 1 $13,400.00 WELCOME RECEPTION TERRAZA AKUMAL 752 COKTAIL 07/06/2017 07/06/2017 $0.00 1 $0.00 MORNING WORKSHOP// SYMPOSIA & ORAL SESSION 600 PAX MITAD 1 645 THEATER 07/06/2017 07/06/2017 $5.00 1 $3,225.00 SYMPOSIA & ORAL SESSION 500 PAX MITAD 2 645 THEATER 07/06/2017 07/06/2017 $5.00 1 $3,225.00 SYMPOSIA & ORAL SESSION 500 PAX COSTA MAYA MITAD 1 440 THEATER 07/06/2017 07/06/2017 $5.00 1 $2,200.00
EVENT OFFICE // INTERNET CAFÉ // SPEAKERS READY ROOM BACALAR 118 WORKSTATIONS 06/06/2020 11/06/2020 $5.00 6 $3,540.00 HACKATHON ROOM 1,2,3 130 WORKSTATIONS 07/06/2017 11/06/2017 $5.00 5 $3,250.00 POP UP MEETING ROOM 4 44.5 ROUND TABLES 07/06/2017 07/06/2017 $5.00 1 $222.50 FMRI COURSE // EDUCATIONAL COURSE 2 // MORNING WORKSHOP// SYMPOSIA & ORAL SESSION 1290 THEATER 07/06/2017 11/06/2017 $5.00 5 $32,250.00 EDUCATIONAL COURSE 3 AUDITORIO 667 CLASSROOM 07/06/2017 07/06/2017 $5.00 1 $3,335.00 EDUCATIONAL COURSE 4 COBA 265 CLASSROOM 07/06/2017 07/06/2017 $5.00 1 $1,325.00 EDUCATIONAL COURSE 5 // EDUCATIONAL COURSE 6 COSTA MAYA 4,3 / 5,1 595 CLASSROOM 07/06/2017 07/06/2017 $5.00 1 $2,975.00 SYMPOSIA & ORAL SESSION COSTA MAYA MITAD 1 440 THEATER 08/06/2017 11/06/2017 $5.00 4 $8,800.00 EDUCATIONAL COURSE 7 XCARET 200 CLASSROOM 07/06/2017 07/06/2017 $5.00 1 $1,000.00 EDUCATIONAL COURSE 8 TULUM 185 CLASSROOM 07/06/2017 07/06/2017 $5.00 1 $925.00 OHBM COMMITTEE MEETING CONTOY 245.5 U SHAPE 07/06/2017 11/06/2017 $5.00 5 $6,137.50 GENERAL SESSION GRAN CANCUN 2680 THEATER 07/06/2017 11/06/2017 $5.00 5 $67,000.00 WELCOME RECEPTION TERRAZA AKUMAL 752 COKTAIL 07/06/2017 07/06/2017 $0.00 1 $0.00 TOTAL BEFORE VAT 0% VAT TOTAL AFTER VAT $ 169,135.00 $0.00 $169,135.00 P R I C E S I N U S D Exhibition Area AREA SQM SET UP START ENDS $ PER SQM DAYS TOTAL USD SET UP EXHIBITION AREA GROUND LEVEL 1250 POSTER 06/06/2020 06/06/2020 $3.50 1 $4,375.00 EVENT EXHIBITION AREA GROUND LEVEL 1250 POSTER 07/06/2020 11/06/2020 $3.50 5 $21,875.00 TOTAL BEFORE VAT 0% VAT TOTAL AFTER VAT $ 26,250.00 $0.00 $26,250.00 P R I C E S I N U S D
Food & Beverage SERVICE NO.PAX UNIT COST DAYS / SERVICES TOTAL USD COFFEE BREAK Beverages:Regular coffee, tea, bottled water, soft-drinks. Food: Fresh fruit, freshly homemade cookies, toasted and rustic bread (whole grain and soft white), honey and jam assortment. Pepito Box lunch A half of a beef steak baguette. Salad. Fresh fruit. Pineapple cake. Bottled water or soda. National Open Bar Bacardi White Rum, Bacardi Dark Rum, Terry Centenary Brandy, Smirnoff Vodka, J&B Whiskey, Jimador Tequila Aged, Simplicity Red Wine, Cabernet Sauvignon, Simplicity Chardonnay White Wine, Beers and Soft-drinks Gourmet Canapés (six per pesron) Shrimp aguachile little spoon (Shrimp cooked in lemon and pepper). Smoked salmon roll with cream cheese. Roast beef and cucumber roll. Asparagus with Iberian ham. Chicken mini skewer. Tomato and chesse bruschetta 3000 $ 11.72 10 $ 351,600.00 200 $ 14.33 5 $ 14,330.00 2500 $ 29.70 3 $ 222,750.00 2500 $ 15.63 1 $ 39,075.00 TOTAL BEFORE TAX 0% VAT TOTAL AFTER TAX AND SERVICE $ 627,755.00 $ - $ 627,755.00 SUMMARY OF SERVICES Price in conference & exhibition area before VAT $ 195,385.00 0% VAT $ 0.00 Price in conference & exhibition area after VAT $ 195,385.00 Price in F&B before VAT $ 627,755.00 0% VAT $ 0.00 Price in F&B after service & VAT $ 627,755.00 Discount in conference & exhibition area for F&B consumption before VAT $ 86,605.58 Preferential price in conference & exhibition area before VAT $ 108,779.43 0% VAT $ 0.00 Preferential price in conference & exhibition area after VAT for F&B consumption TOTAL FOR CONFERENCE & EXHIBITOON AREA AND F&B AFTER SERVICE & VAT PRICES IN USD $ 108,779.43 $ 736,534.43 In order to make easier the total payment of the event, CANCUN ICC offers to you the next deposit schedule:
DESCRIPTION % AMOUNT IN USD (TAXES INCLUDED) DAY OF PAYMENT Payment 1 / 4 10% $ 73,653.44 Feb 01st, 2017 Payment 2 / 4 30% $ 220,960.33 June 15th, 2017 Payment 3 / 4 30% $ 220,960.33 June 15th, 2018 Payment 4 / 4 30% $ 220,960.33 June 15th, 2019 100% $ 736,534.43 It is my pleasure to confirm you the tentative booking of the facilities requested for your event. According to our booking policies the dates requested by you will be available for the following three weeks. After this booking period -if any other client has the same request as you do, you will be immediately informed. Important considerations: Accordingly with the 0% VAT exemption on Meetings, Conventions and Exhibitions organized by foreign companies in Mexico; in case of a domestic organizer, VAT is 16%. The VAT showed in this quote is based on the current laws in Mexico, which can be modified by authorities anytime, and as a consequence there is a possibility of a change of the final amount. For deposits our bank account information is as following: Banco: BANCOMER Mexican Pesos Account No. 0149008748 Clabe Interbancaria No. 012 691 00149008748 2 Bank: BANCOMER American Dollars Account No. 0149009108 Standardized Bank Code: 012 691 00149009108 3 SWIFT: BCMRMXMMPYM ABA: 121000358 Please send us by fax a copy of the wire transfer invoice to + 52 1 998 881 0444, in attention to international sales department aperez@cancunicc.com. We will not respond to any wire transfer without this subject. It will be my task to be in touch with you in a very often frequency. It sure might be useful for you to take a look of our facilities. Please, if you have any doubts, do not hesitate to contact me. Welcome to CANCUN ICC! Best regards, I Accept Ariadna Pérez Coronel Event Manager Cancun ICC Kayla Stidger Director of Meetings and Events Organization for Human Brain Mapping