Fri, 12-May-2017 Fri, 02-Jun-2017 Meeting Space and Sleeping Rooms ZZNFNHZ7PNN Please send all correspondence to Stephanie ONLY!! location and international airport close by Call-in on own 1 PER 35 COMP CUMM 3 days pre and post Comp Parking, Comp Wifi in guest rooms and meeting space waived rental low F&B minn 20 Comp Tables for Vendors Comp Suite for President 7 upgrades at group rate for Exec committee Facility to receive Convention material and store them a day or two prior at no extra cost, rate to Breakfast included bring own AV at no penalty discount on AV & F&B FOR CVB - client asked - look for a grant or a sponsor from the Tourism board - they could offer the community a free show in the park for the residents. Stephanie Gutierrez Torok on behalf of Amy Martell storok@helmsbriscoe.com HelmsBriscoe 407-654-0815 Manager, Global Accounts Cvent, Email, Phone P.O. Box 2845 Windermere, FL 34786 USA Please Send all Correspondence to STEPHANIE ONLY!! Association xxxxx xxx 0 Media & Entertainment The World Clown Association exists to serve the needs of the members of the Association, to serve the needs of local affiliate clown alleys, and to promote the art of clowning throughout the world. 1/9
200 Yes The planner has indicated that this event has been held before, but did not provide event history details. Planner Preferred Yes Sat, 02-Mar-2019 - Sat, 09-Mar-2019 + 5 alternate dates Sat, 02-Mar-2019 - Sat, 09-Mar-2019 Sat, 09-Mar-2019 - Sat, 16-Mar-2019 Sat, 16-Mar-2019 - Sat, 23-Mar-2019 Sat, 23-Mar-2019 - Sat, 30-Mar-2019 Sat, 30-Mar-2019 - Sat, 06-Apr-2019 Sat, 06-Apr-2019 - Sat, 13-Apr-2019 IA Western US with major international airport - CA - San Fran, Los Angeles area, San Diego area OR - Portland WA - Seattle AZ- Phoenix CO - Denver Expanded search on 11/10 to include: ABQ, NM, WY, MT, UT, NV (but no casino properties), Tucson CVB - Client asked for assistance -for a grant or a sponsor from the Tourism board- they could offer the community a free show in the park for the residents. Attendees coming from US cities, SE Asia and Europe - so need easy flights from international destinations. Looking for hotel with airport shuttle History - 2017 Bangkok Thailand rate 2700 BHT -= 77.37 USD s/d 2018 Minneapolis 2/9
Day Any (Run Of House) Sat, 02-Mar-2019 20 Single (1 Bed) Double (2 Beds) Suite Staff Sun, 03-Mar-2019 60 Mon, 04-Mar-2019 60 Tue, 05-Mar-2019 60 Wed, 06-Mar-2019 60 Thu, 07-Mar-2019 60 Fri, 08-Mar-2019 20 Sat, 02-Mar-2019 340 rate range $100-120 - not able to go above this rate range looking for - if possible airport shuttle rate with breakfast Call-in and on own 60 3/9
Sat, 02-Mar-2019 Day Time Agenda Item Room Request Sat, 02-Mar-2019 8:00 AM-9:00 AM Board Meeting Meeting Notes or Exceptions: Time for this meeting can change depending on arrivals also they plan on 30 min but it could last up to 2 hours Need to be flexible Sun, 03-Mar-2019 6:00 PM-8:00 PM Board Meeting Meeting Sun, 03-Mar-2019 6:00 PM-11:45 PM Vendor Setup (lockable) Setup Notes or Exceptions: 20 Table Tops Need to be a lockable room have vendors sell clown stuff to delegates. There needs to be space for the delegates to move around. Sun, 03-Mar-2019 6:00 PM-11:45 PM Notes or Exceptions: Needs to be lockable space Mon, 04-Mar-2019 4:30 AM-11:45 PM Notes or Exceptions: for duration Mon, 04-Mar-2019 5:30 AM-11:45 PM Photographer Area Mon, 04-Mar-2019 5:30 AM-11:45 PM Vendor s(lockable) Notes or Exceptions: for duration Mon, 04-Mar-2019 6:00 AM-11:45 PM #1 (Junior Joey Room) Mon, 04-Mar-2019 7:00 AM-11:45 PM #2 Mon, 04-Mar-2019 7:00 AM-11:45 PM #3 would like if possible Mon, 04-Mar-2019 7:00 AM-11:45 PM #4 if possible Conference Conference 4/9
Mon, 04-Mar-2019 8:00 AM-11:45 PM Opening Ceremondy General Session Notes or Exceptions: for duration of Mon, 04-Mar-2019 9:00 PM-11:45 PM Hospitality Suite Hospitality Suite Notes or Exceptions: Mon 9PM - Thursday PM 40 ppl will be coming and going throughout evenings. Pesonal Food and beverage needs to be allowed in this room. open to another location in hotel. soda and snacks Tue, 05-Mar-2019 4:30 AM-11:45 PM Notes or Exceptions: for duration Tue, 05-Mar-2019 5:30 AM-11:45 PM Photographer Area Tue, 05-Mar-2019 5:30 AM-11:45 PM Vendor s(lockable) Notes or Exceptions: for duration Tue, 05-Mar-2019 6:00 AM-11:45 PM #1 (Junior Joey Room) Tue, 05-Mar-2019 7:00 AM-11:45 PM #2 Tue, 05-Mar-2019 7:00 AM-11:45 PM #3 would like if possible Tue, 05-Mar-2019 7:00 AM-11:45 PM #4 if possible Tue, 05-Mar-2019 8:00 AM-11:45 PM Themed Party Reception Notes or Exceptions: Banquet and dance floor light food 7pm-12 midnight 200+ppl will need room on Theater 40 people Rounds 5/9
Tue, 05-Mar-2019 9:00 PM-11:45 PM Hospitality Suite Hospitality Suite Notes or Exceptions: Mon 9PM - Thursday PM 40 ppl will be coming and going throughout evenings. Pesonal Food and beverage needs to be allowed in this room. open to another location in hotel. soda and snacks Wed, 06-Mar-2019 4:30 AM-11:45 PM Notes or Exceptions: for duration Wed, 06-Mar-2019 5:30 AM-11:45 PM Photographer Area Wed, 06-Mar-2019 5:30 AM-11:45 PM Vendor s(lockable) Notes or Exceptions: for duration Wed, 06-Mar-2019 6:00 AM-11:45 PM #1 (Junior Joey Room) Wed, 06-Mar-2019 6:30 AM-11:45 PM Featured Performer (Open to Public) General Session Notes or Exceptions: Stage 20x12 theater seattig for 200 Need to be performance 7pm-11pm Wed, 06-Mar-2019 7:00 AM-11:45 PM #2 Wed, 06-Mar-2019 7:00 AM-11:45 PM #3 would like if possible Wed, 06-Mar-2019 7:00 AM-11:45 PM #4 if possible Wed, 06-Mar-2019 9:00 PM-11:45 PM Hospitality Suite Hospitality Suite Notes or Exceptions: Mon 9PM - Thursday PM 40 ppl will be coming and going throughout evenings. Pesonal Food and beverage needs to be allowed in this room. open to another location in hotel. soda and snacks 40 people Theater 40 people 6/9
Thu, 07-Mar-2019 4:30 AM-11:45 PM Notes or Exceptions: for duration Thu, 07-Mar-2019 5:30 AM-11:45 PM Photographer Area Thu, 07-Mar-2019 5:30 AM-11:45 PM Vendor s(lockable) Notes or Exceptions: for duration Thu, 07-Mar-2019 6:00 AM-11:45 PM #1 (Junior Joey Room) Thu, 07-Mar-2019 7:00 AM-11:45 PM #2 Thu, 07-Mar-2019 7:00 AM-11:45 PM #3 would like if possible Thu, 07-Mar-2019 7:00 AM-11:45 PM #4 if possible Thu, 07-Mar-2019 8:00 AM-9:00 AM Skit Competition (Group skits) General Session Notes or Exceptions: Open to Public theater with stage same as day before for 200+ppl until 12 midnight Thu, 07-Mar-2019 9:00 PM-11:45 PM Hospitality Suite Hospitality Suite Notes or Exceptions: Mon 9PM - Thursday PM 40 ppl will be coming and going throughout evenings. Pesonal Food and beverage needs to be allowed in this room. open to another location in hotel. soda and snacks Fri, 08-Mar-2019 4:30 AM-11:45 PM Notes or Exceptions: for duration Fri, 08-Mar-2019 5:30 AM-11:45 PM Photographer Area Theater 175 people 40 people 7/9
Fri, 08-Mar-2019 5:30 AM-11:45 PM Vendor s(lockable) TEARDOWN Notes or Exceptions: for duration Fri, 08-Mar-2019 6:00 AM-11:45 PM #1 (Junior Joey Room) Fri, 08-Mar-2019 7:00 AM-11:45 PM #2 Fri, 08-Mar-2019 7:00 AM-11:45 PM #3 would like if possible Fri, 08-Mar-2019 7:00 AM-11:45 PM #4 if possible Fri, 08-Mar-2019 8:00 AM-11:45 PM Closing Banquet General Session Notes or Exceptions: Stage with rounds not sure if plated or buffet at this time 7pm-11pm 24 hold on room for duation 200+ppl Sat, 09-Mar-2019 8:00 AM-9:00 AM Board Meeting Meeting Notes or Exceptions: Time may vary but will be in morning on Saturday Rounds Conference bring own projector used only during the award ceremony or for a class. However will require basic stage and Basic sound if possible ALL SPACE 24 HR HOLD GS room - LOCKABLE ROOMS - Vendors,, Junior Joey breakout #1, Photographer room, Stage 20x12 8/9
1. Rates quoted are applicable days pre-meeting. (Comment) (Required) 2. Rates quoted are applicable days post-meeting. (Comment) (Required) 3. Web address for meeting space detail? (Comment) (Required) 4. Please select your current Forbes and/or AAA Rating? (Multiple choice) (Required) [ ] 1 Star [ ] 2 Star [ ] 3 Star [ ] 4 Star [ ] 5 Star [ ] Not Rated - Star [ ] 1 Diamond [ ] 2 Diamond [ ] 3 Diamond [ ] 4 Diamond [ ] 5 Diamond [ ] Not Rated - Diamond 5. Will the meeting room rentals be waived? If not, what rates will apply? (Comment) (Required) 6. Do you have internet access available in the rooms? Is it wireless? What is the cost? What is the type and cost of internet access in meeting rooms? Will any internet costs be waived for this group? (Comment) (Required) 7. What meeting space is available? List meeting room names with square footage, ceiling height, and rental charges (if applicable) (Comment) (Required) 8. What are your additional charges (ie Maid, porterage, resort fees, etc.)? Please include with amounts and inclusions and note which charges are mandatory. (Comment) (Required) 9. Is there a charge for self and/or valet parking per day? Please indicate amounts. (Comment) (Required) 10. What is your nearest major airport and what is the distance (both miles and time)? What are the round trip shuttle and/or taxi costs? (Comment) (Required) 11. What amenities and activities does your hotel have on or near the property? (Comment) (Required) 12. What renovations have your property either recently completed or has on schedule? (Comment) (Required) 13. HelmsBriscoe will be paid a placement fee which is non-cancelable and non transferable to any other party for the booking of this meeting. HelmsBriscoe is acting with full consent and the client is aware of the placement fee payable to HelmsBriscoe by your organization. (Multiple choice) (Required) [ ] I agree that HelmsBriscoe will be paid a placement fee 14. Indicate your agreement to the placement fee by providing your name, title and the date of your response in the area below. (Comment) (Required) 15. Accounts Payable Contact First & Last Name: (Comment) (Required) 16. Accounts Payable Phone Number: (Comment) (Required) 17. Accounts Payable Email Address: (Comment) (Required) 18. Accounts Payable Fax: (Comment) (Required) 19. Please indicate in the space below your contact name, hotel address, phone number, and email address - if it differs from the contact information on the response sheet provided in this RFP. (Comment) 20. Are there any special concessions and/or incentives you would like to offer this group? (Comment) (Required) 21. Please send all info on Airport and Flights into closest airport - client interested in Flights from SE Asia and Europe as this is their biggest concern for those attendees (Comment) (Required) 22. Is your Property Smoking or Nonsmoking? Is you Casino Smoking or Nonsmoking? What are is your Property's regulations on smoking? (Comment) (Required) 9/9