RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information MRK02653 - Vaccine Summit - Driving Growth, Creating Fri, 16-Oct-2015 Fri, 23-Oct-2015 Space and Sleeping Rooms ZYNFJJ5PGVZ *High profile internal meeting for Merck.* *Please advise if any other pharmas and/or medically related groups are in-house.* *If cannot accommodate all specs noted on the RFP, such as # of B/Os, s, set up, square footage, etc, please still continue to respond with what you can accommodate (rather than responding as unavailable) - please note your limitations in your RFP response.* American Express Corporate Card will be used as form of payment method. Key Contact Information Contact Name Patty Lai Email Address patty.lai@aexp.com Organization American Express s & Events Phone 0 Title Preferred Contact Method Address Additional Information Senior Sourcing Manager Cvent, Email Virtual Philadelphia, PA USA For status updates, please contact your NSO and/or email me. Organization Information Organization Name Organization Type Corporate Industry Healthcare, Pharmaceuticals, and Biotech Address Events / Year 0 2000 Galloping Hill Road Kenilworth, NJ 07033 USA Event Information Event Name Total Attendees 150 Commission Yes - 10.00% Event History Vaccine Summit - Driving Growth, Creating The planner has indicated that this event is being held for the first time. Dates Flexible? Event Dates Notes Yes Wed, 27-Jan-2016 - Fri, 29-Jan-2016 + 1 alternate dates *If cannot accommodate all specs noted on the RFP, such as # of B/Os, s, set up, square footage, etc, please still continue to respond with what you can accommodate (rather than responding as unavailable) - please note your limitations in your RFP response.* *Sourcing for the dates of Jan 27- Date Type Date Options Notes Planner Preferred Wed, 27-Jan-2016 - Fri, 29-Jan-2016 *If cannot accommodate all specs noted on the RFP, such as # of B/Os, s, set up, square footage, etc, please still continue to respond with what you can accommodate (rather than responding as Page 1 of 9
Alternate Date Contract Signature Location Business Objectives Destinations Under Consideration Additional Information Sun, 14-Feb-2016 - Tue, 16-Feb-2016 Philadelphia, PA unavailable) - please note your limitations in your RFP response.* *Sourcing for the dates of Jan 27- Sourcing for the dates of Jan 27-30, 2016 ONLY at this time. Dates are not flexible. (For whatever reason, I cannot remove the Feb dates listed on the RFP, so pls disregard as the ONLY dates being considered are Jan 27-30, 2016.) US and Canada *If cannot accommodate all specs noted on the RFP, such as # of B/Os, s, set up, square footage, etc, please still continue to respond with what you can accommodate (rather than responding as unavailable) - please note your limitations in your RFP response.* *Sourcing for the dates of Jan 27-30, 2016 ONLY at this time. Dates are not flexible. (For whatever reason, I cannot remove the Feb dates listed on the RFP, so pls disregard as the ONLY dates being considered are Jan 27-30, 2016.) Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Mon, 25-Jan-2016 10 Tue, 26-Jan-2016 10 10 Wed, 27-Jan- 2016 150 10 Thu, 28-Jan-2016 150 10 Fri, 29-Jan-2016 150 10 Sat, 30-Jan-2016 75 10 Check-in Date Mon, 25-Jan-2016 Total Room Nights 595 Peak Room Nights 160 Additional Information Requesting for all rooms to be single, king bedded guest rooms for entire room block. Page 2 of 9
Room Requirements Start Date Mon, 25-Jan-2016 Day Time Agenda Item Room Request Mon, 25-Jan-2016 6:00 AM-11:45 PM Staff Mon, 25-Jan-2016 6:00 AM-11:45 PM Set-Up Tue, 26-Jan-2016 6:00 AM-11:45 PM Staff Tue, 26-Jan-2016 6:00 AM-11:45 PM Set-Up Tue, 26-Jan-2016 6:00 AM-11:45 PM Merck Staff Tue, 26-Jan-2016 6:00 AM-11:45 PM Pop-Up Room Tue, 26-Jan-2016 6:00 AM-11:45 PM Executive #1 Tue, 26-Jan-2016 6:00 AM-11:45 PM Executive #2 Wed, 27-Jan-2016 6:00 AM-11:45 PM Staff Wed, 27-Jan-2016 6:00 AM-11:45 PM Set-Up Wed, 27-Jan-2016 6:00 AM-11:45 PM Merck Staff Wed, 27-Jan-2016 6:00 AM-11:45 PM Pop-Up Room Wed, 27-Jan-2016 6:00 AM-11:45 PM Executive #1 6,000 Sq. Ft. / 170 people 6,000 Sq. Ft. / 6,000 Sq. Ft. / Page 3 of 9
Wed, 27-Jan-2016 6:00 AM-11:45 PM Executive #2 Wed, 27-Jan-2016 6:00 PM-10:00 PM Welcome Reception Reception Notes or Exceptions: Buffet stations, seating for entire group Thu, 28-Jan-2016 6:00 AM-11:45 PM Staff Thu, 28-Jan-2016 6:00 AM-11:45 PM Thu, 28-Jan-2016 6:00 AM-11:45 PM #1 Thu, 28-Jan-2016 6:00 AM-11:45 PM #2 Thu, 28-Jan-2016 6:00 AM-11:45 PM #3 Thu, 28-Jan-2016 6:00 AM-11:45 PM #4 Thu, 28-Jan-2016 6:00 AM-11:45 PM #5 Thu, 28-Jan-2016 6:00 AM-11:45 PM #6 Thu, 28-Jan-2016 6:00 AM-11:45 PM Merck Staff Reception (Room Required) 6,000 Sq. Ft. / Page 4 of 9
Thu, 28-Jan-2016 6:00 AM-11:45 PM Pop-Up Room Thu, 28-Jan-2016 6:00 AM-11:45 PM Executive #1 Thu, 28-Jan-2016 6:00 AM-11:45 PM Executive #2 Thu, 28-Jan-2016 7:00 AM-8:00 AM fast Buffet fast room for breakfast. Can use the same room for lunch. Thu, 28-Jan-2016 10:00 AM-10:15 AM AM Thu, 28-Jan-2016 12:00 PM-1:00 PM Lunch Buffet Lunch room for lunch. Request same room as bfast. Thu, 28-Jan-2016 3:00 PM-3:15 PM PM Thu, 28-Jan-2016 6:00 PM-7:00 PM Reception Reception Notes or Exceptions: Buffet stations, cocktail rounds. Thu, 28-Jan-2016 7:00 PM-10:00 PM Gala Dinner Dinner Notes or Exceptions: Gala dinner with presentations and awards. Dinner to be held in the room. Fri, 29-Jan-2016 6:00 AM-11:45 PM Staff Fri, 29-Jan-2016 6:00 AM-11:45 PM Fri, 29-Jan-2016 6:00 AM-11:45 PM #1 Fri, 29-Jan-2016 6:00 AM-11:45 PM #2 Reception (Room Required) 6,000 Sq. Ft. / Page 5 of 9
Fri, 29-Jan-2016 6:00 AM-11:45 PM #3 Fri, 29-Jan-2016 6:00 AM-11:45 PM #4 Fri, 29-Jan-2016 6:00 AM-11:45 PM #5 Fri, 29-Jan-2016 6:00 AM-11:45 PM #6 Fri, 29-Jan-2016 6:00 AM-11:45 PM Merck Staff Fri, 29-Jan-2016 6:00 AM-11:45 PM Pop-Up Room Fri, 29-Jan-2016 6:00 AM-11:45 PM Executive #1 Fri, 29-Jan-2016 6:00 AM-11:45 PM Executive #2 Fri, 29-Jan-2016 7:00 AM-8:00 AM fast Buffet fast room for breakfast. Can use the same room for lunch. Fri, 29-Jan-2016 10:00 AM-10:15 AM AM Fri, 29-Jan-2016 12:00 PM-1:00 PM Lunch Buffet Lunch room for lunch. Request same room as bfast. Fri, 29-Jan-2016 3:00 PM-3:15 PM PM Sat, 30-Jan-2016 6:00 AM-5:00 PM #1 600 Sq. Ft. / 1 Page 6 of 9
Sat, 30-Jan-2016 6:00 AM-5:00 PM #2 Sat, 30-Jan-2016 6:00 AM-5:00 PM #3 Sat, 30-Jan-2016 6:00 AM-5:00 PM #4 Sat, 30-Jan-2016 6:00 AM-5:00 PM #5 Sat, 30-Jan-2016 6:00 AM-5:00 PM total of 75ppl. Rear screen projection and Sat, 30-Jan-2016 6:00 AM-5:00 PM Merck Staff Sat, 30-Jan-2016 6:00 AM-5:00 PM Pop-Up Room Sat, 30-Jan-2016 6:00 AM-5:00 PM Executive #1 Sat, 30-Jan-2016 6:00 AM-5:00 PM Executive #2 Sat, 30-Jan-2016 6:00 AM-11:45 PM Staff Sat, 30-Jan-2016 7:00 AM-8:00 AM fast Buffet fast room for breakfast. Can use the same room for lunch. Sat, 30-Jan-2016 10:00 AM-10:15 AM AM Sat, 30-Jan-2016 12:00 PM-1:00 PM Lunch Buffet Lunch room for lunch. Request same room as bfast. Sat, 30-Jan-2016 3:00 PM-3:15 PM PM 600 Sq. Ft. / 1 600 Sq. Ft. / 1 600 Sq. Ft. / 1 600 Sq. Ft. / 1 2,000 Sq. Ft. / 7 7 7 7 7 Page 7 of 9
A/V Needs Additional Information Rear screen, staging *Requesting for a min of 5000-6000 sq ft for the room for 150ppl w/rear screen and *Requesting for a min of 2000 sq ft for the room for 75ppl. *Separate and private meal function rooms. *If cannot accommodate all specs noted on the RFP, such as # of B/Os, s, set up, square footage, etc, please still continue to respond with what you can accommodate (rather than responding as unavailable) - please note your limitations in your RFP response.* Page 8 of 9
Additional Questions 1. Please confirm that you are providing availability for the dates of Jan 27-30, 2016. (Single choice) (Required) 2. Do you accept the terms and conditions of the Merck/MSD Addendum? (Single choice) (Required) 3. Are there any other groups within the Pharmaceutical Industry currently contracted or holding space? If yes, provide the group or business entity name, size of group and program dates. (Comment) (Required) 4. Please provide the name, title, direct dial and email address of the Sales Manager responding/handling this RFP. (Comment) (Required) 5. Please assign meeting/function rooms and note any applicable meeting room rental fees. If the floor plans and capacity charts in Cvent are not up to date please send them electronically. (Comment) (Required) 6. Does meeting space offer any natural lighting? (Single choice) (Required) 7. Please list any limitations with your proposed availability. I.E. - Can only accommodate some B/Os (if not all), s, set up, square footage, meal rooms, etc. (Comment) (Required) 8. Is gratuity taxable? (Single choice) (Required) 9. Is there a resort fee? Please specify the charge and what it includes. (Comment) (Required) 10. Are rates quoted applicable 3 days pre and 3 days post meeting? (Single choice) (Required) 11. Do you offer any Incentive or Rebate Programs over the dates of our? List any amenities and/or enhancements that your hotel is offering over the program dates. (Comment) (Required) 12. Are there any anticipated renovation or construction projects at your hotel or surrounding vicinity, including any roadway construction currently or planned over the dates of our? (Comment) (Required) 13. When were your rooms, meeting space & public space last renovated? Provide specific information regarding the renovations done and the dollar amount spent. Note also any future renovations planned, especially those over program dates. (Comment) (Required) 14. What is the name of the closest airport and the distance, in miles and minutes, to it from your property? (Comment) (Required) 15. Is there a shuttle service to/from the airport? If so, what is the fare each way? (Comment) (Required) 16. Please note if the property has High Speed Internet Access in both guest rooms and meeting rooms. If not available in both, specify which area does have access. Additionally note if access is wired or wireless and if cost is included with meeting room rental and/or room rate. (Comment) (Required) 17. What are your current Mobil Star and AAA ratings? (Comment) (Required) 18. What practices does your property participate in to support Green s? (Comment) (Required) 19. The American Express Card is a required form of payment, do you accept this as the form of payment without adding any merchant fees or surcharges? (Single choice) (Required) 20. Is there a surcharge for using an outside AV vendor? (Single choice) (Required) 21. Please list any applicable taxes such as occupancy tax, city tax, service charge, etc. (Comment) (Required) Page 9 of 9