RFP Details RFP Name Red Hat Presidents Club 2017 Response Due Date Fri, 05-Aug-2016 Decision Date Fri, 02-Sep-2016 RFP Type Meeting Space and Sleeping Rooms RFP Code GZNGTKRTNTW Description Incentive trip for top achievers Decision Factors Budget Billing Information Room & Tax to Master / Incidentals on own Concessions / Contractual Requirements Group events to Master Only Hotels/Destinations offering best overall value will make the 'short list' Budget is a concern, so please present best offer. Key Contact Information Contact Name Monica Fasse Email Address mfasse@itagroup.com Organization ITA Group Phone 515-326-3097 Title Preferred Contact Method Address Additional Information Buyer Cvent, Email 4600 Westown Parkway West Des Moines, IA 50266 USA Please submit any/all questions via EMAIL as it will yield a much quicker response time. We thank you in advance for your cooperation. Organization Information Organization Name Organization Type Corporate Industry Software & Internet Address Events / Year 0 c/o ITA NW in San Francisco Raleigh, NC Event Information Event Name Total Attendees 400 Event Type 2017 Presidents Club Incentive Travel Commission Yes - 10.00% Event History The planner has indicated that this event has been held before. Dates Flexible? No Event Dates Thu, 08 Jun 2017 - Mon, 12 Jun 2017 Contract Signature Location Raleigh, NC Business Objectives Reward top achievers Additional Information Looking for best overall value Page 1 of 10
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 Fairmont Mayakoba Riviera Maya, Mexico 2016 Fairmont Whistler Whistler British Columbia 2014 Grand Wailea Resort Wailea Hawaii 2015 Page 2 of 10
Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Tue, 06-Jun-2017 8 Wed, 07-Jun- 2017 75 8 Thu, 08-Jun-2017 193 7 8 Suite breakdown: - 2 Presidential or equivalent - 5 One bedroom PLEASE PROVIDE PRICING FOR ALL Fri, 09-Jun-2017 193 7 8 Suite breakdown: - 2 Presidential or equivalent - 5 One bedroom PLEASE PROVIDE PRICING FOR ALL Sat, 10-Jun-2017 193 7 8 Suite breakdown: - 2 Presidential or equivalent - 5 One bedroom PLEASE PROVIDE PRICING FOR ALL Sun, 11-Jun-2017 193 7 8 Mon, 12-Jun- 2017 Room Occupancy Suite breakdown: - 2 Presidential or equivalent - 5 One bedroom PLEASE PROVIDE PRICING FOR ALL Double - - Double Single Check-in Date Tue, 06-Jun-2017 Total Room Nights 931 Budgeted Room Rate USD $300.00 Peak Room Nights 208 Additional Information Request: - Staff rooms at 50% of group rate - ROH must include 15 club level upgrade - Suites at group rate 8 Page 3 of 10
Meeting Room Requirements Start Date Tue, 06-Jun-2017 Day Time Agenda Item Room Request Tue, 06-Jun-2017 6:00 AM-11:45 PM Storage Tue, 06-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Tue, 06-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Wed, 07-Jun-2017 6:00 AM-11:45 PM Storage Wed, 07-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Wed, 07-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Thu, 08-Jun-2017 6:00 AM-11:45 PM Storage Thu, 08-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Thu, 08-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Thu, 08-Jun-2017 7:00 AM-7:00 PM Registration/Hospitality Registration Thu, 08-Jun-2017 8:00 AM-5:00 PM Business Meeting -Teambuilding Meeting Notes or Exceptions: Setup on June 2 Thu, 08-Jun-2017 3:00 PM-6:30 PM Welcome Reception - Set-up Reception Notes or Exceptions: Outdoors; Request access of area as early as possible Thu, 08-Jun-2017 6:30 PM-10:00 PM Welcome Reception Reception Fri, 09-Jun-2017 6:00 AM-3:00 PM Meal Room Breakfast Notes or Exceptions: Breakfast/Lunch for Business Meeting Day 2 Fri, 09-Jun-2017 6:00 AM-11:45 PM Storage Classroom (Room Required) 200 people Reception (Room Required) Reception (Room Required) Page 4 of 10
Fri, 09-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Fri, 09-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Fri, 09-Jun-2017 7:00 AM-5:00 PM Meeting - Guests Meeting Fri, 09-Jun-2017 7:00 AM-7:00 PM Registration/Hospitality Registration Fri, 09-Jun-2017 8:00 AM-5:00 PM Business Meeting -Teambuilding Meeting Sat, 10-Jun-2017 6:00 AM-11:45 PM Storage Sat, 10-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Sat, 10-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Sat, 10-Jun-2017 7:00 AM-7:00 PM Registration/Hospitality Registration Sat, 10-Jun-2017 8:00 AM-11:45 PM Awards Dinner Dinner Notes or Exceptions: Setup as early as possible Dinner at 7:30pm Indoors Sat, 10-Jun-2017 12:00 PM-10:00 PM Awards Reception Reception Notes or Exceptions: - Set-up as early as possible - Reception 6:30pm Sun, 11-Jun-2017 6:00 AM-11:45 PM Storage Sun, 11-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Sun, 11-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Sun, 11-Jun-2017 7:00 AM-7:00 PM Registration/Hospitality Registration Sun, 11-Jun-2017 6:30 PM-10:00 PM Group Dinner Dinner Rounds (Room Required) 200 people Classroom (Room Required) 200 people Rounds (Room Required) Reception (Room Required) Rounds (Room Required) Page 5 of 10
Mon, 12-Jun-2017 6:00 AM-11:45 PM Storage Mon, 12-Jun-2017 6:00 AM-11:45 PM Staff - ITA Group Mon, 12-Jun-2017 6:00 AM-11:45 PM Staff - Red Hat Mon, 12-Jun-2017 7:00 AM-7:00 PM Registration/Hospitality Registration Page 6 of 10
Additional Questions 1. Please provide the hotel Star rating. (Comment) (Required) 2. Please provide the number of Double/Double Rooms in the hotel. (Comment) (Required) 3. Please provide the number of King Rooms in the hotel. (Comment) (Required) 4. Please provide the number of Suites in the hotel. (Comment) (Required) 5. Will any competitive company or companies be in-house over the requested dates or during pre-arrival dates? (Multiple choice) (Required) [ ] If yes, who? 6. Please describe recent renovations -- what, when, and the spend -- in the space below. (Comment) (Required) 7. Can you offer additional Staff at 50% of Group Rate [Net of Commission]? (Multiple choice) (Required) [ ] Comments: 8. Upgrade Policy: (Comment) (Required) 9. Resort Fee Inclusions Describe: (Comment) (Required) 10. Is Resort Fee taxed? (Single choice) (Required) 11. Is Golf on-site? (Single choice) (Required) 12. Please provide Golf rates [green fees, carts & tax] and distance from the hotel. (Comment) (Required) 13. Is there a Baggage Handling Fee for golf clubs? (Multiple choice) (Required) [ ] Cost: 14. Spa on-site? (Single choice) (Required) 15. Nearest Major airport: (Comment) (Required) 16. What is the fee for roundtrip baggage handling? (Comment) (Required) 17. Is the baggage fee taxable? (Single choice) (Required) 18. Is the baggage fee mandatory? (Single choice) (Required) 19. Is F&B gratuity taxable? (Single choice) (Required) 20. Is Maid gratuity mandatory? (Single choice) (Required) 21. Is Maid gratuity taxable? (Single choice) (Required) Page 7 of 10
22. Is turndown standard? (Multiple choice) (Required) [ ] If No, Cost: 23. Room Delivery Charge: (Comment) (Required) 24. Complimentary WiFi Wireless Internet access available in: Public Space (Single choice) (Required) 25. Complimentary WiFi Wireless Internet access available in: Function Space (Single choice) (Required) 26. Complimentary WiFi Wireless Internet access available in: Guest Rooms (Multiple choice) (Required) 27. Please list meeting room rental charges. Detail if a sliding scale or F&B minimum apply (Comment) (Required) 28. Are any of the following concessions tied to actual room pick up? (Single choice) (Required) - Comment 29. Extension rate for rooms and suites honored three (3) days pre/post (Single choice) (Required) 30. Upgrade to Concierge Club Level (Multiple choice) (Required) [ ] Indicate Number of Rooms: 31. Resort Fee waived (Single choice) (Required) 32. Resort Fee waived for Travel Direction staff, Production staff, Entertainment, Speakers, and Client Contact (Multiple choice) (Required) 33. Discount off current banquet pricing. (Multiple choice) (Required) [ ] Year 34. Confirmed food & beverage pricing at time of contract (Single choice) (Required) 35. Welcome beverages dry snacks at check in (Single choice) (Required) 36. Bartender Fees waived. (Multiple choice) (Required) Page 8 of 10
[ ] If not, please specify: 37. Bartender Fees taxable? (Single choice) (Required) [ ] N/A 38. Chef Fees waived. (Multiple choice) (Required) [ ] If not, please specify: 39. Chef fees taxable? (Single choice) [ ] N/A 40. Outdoor Set-up Fees waived? (Multiple choice) (Required) [ ] If not, specify cost: 41. No charge for re-keying rooms. (Single choice) (Required) 42. Complimentary House Phones in Client workroom, ITAGroup and Hospitality Desk. (Multiple choice) (Required) [ ] # of phones OR If other, specify: 43. Phone Hook-up or Maintenance Fees waived for Workroom, ITAGroup, Hospitality Desk. (Multiple choice) (Required) [ ] If other, specify: 44. No Telephone Access Fees charged in Client Workroom, ITAGroup, Hospitality Desk. (Multiple choice) (Required) [ ] If other, specify: 45. Complimentary Internet for Travel Direction staff in guest rooms and Hotel Business Center. (Multiple choice) (Required) [ ] If other, specify: 46. Complimentary VIP Amenities. (Multiple choice) (Required) [ ] Number & Value: 47. Arrival welcome amenity, i.e., cold towels, lei greeting, stamped post cards, etc. (Multiple choice) (Required) [ ] Please indicate which: 48. Complimentary Health Club admission. (Single choice) (Required) Page 9 of 10
49. Discount provided for on-property activities (spa, golf, tennis, etc). (Multiple choice) (Required) [ ] % discount off current pricing: 50. Complimentary storage of boxes shipped to hotel (Multiple choice) (Required) [ ] Indicate number: Page 10 of 10