RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements National Marine Lenders Association Mon, 20-Mar-2017 Wed, 31-May-2017 Meeting Space and Sleeping Rooms K8NV7PQC99S NMLA 2018 Annual Conference SERVICE, Rate/F&B Cost, Size and Quality of Resort, Meeting Space, Proximity to Golf Individuals responsible for their own Room, Tax, Incidentals and all other charges not authorized by the Group. The Master Account is limited to charges for the Meeting/Function Space Rental, Meeting/Function F&B charges and other services requested by Group. Please list all concessions being offered: Key Contact Information Contact Name Angela Colletta Email Address angela.colletta@conferencedi rect.com Organization ConferenceDirect Phone 480-699-9663 Title Global Account Executive Preferred Contact Method Cvent, Email, Phone Mobile 760-343-6868 Address Website 3912 S. Cox Court Chandler, AZ 85248 USA www.conferencedirect.com Organization Information Organization Name Organization Type Association Industry Financial Services Address Events / Year 0 Organization Information 1 Melvin Avenue Annapolis, MD 21401 USA The National Marine Lenders Association (NMLA) was formed in 1979. It was created, and continues today, to educate current and prospective lenders in marine financing procedures, promote the extension of credit to consumer and trade borrowers, maintain alliances with industry partners, measure and report on the vitality of the marine lending market, and actively maintain networking and communication benefits for its members. The National Marine Lenders Association is made up of banks, loan origination companies (service companies), finance companies, credit unions and other industry professionals. Event Information Event Name NMLA 2018 Annual Conference Total Attendees 100 Event Type Conference / Convention Total Space Required 8,000 Sq. Ft. (800 Sq. Mtr.) Largest Room Required 4,000 Sq. Ft. (400 Sq. Mtr.) Page 1 of 8
Commission Yes - 10.00% Event History Dates Flexible? Event Dates The planner has indicated that this event has been held before. Yes Sun, 26-Aug-2018 - Tue, 28-Aug-2018 + 1 alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Sun, 26-Aug-2018 - Tue, 28-Aug-2018 Sun, 09-Sep-2018 - Tue, 11-Sep-2018 Contract Signature Location Business Objectives Destinations Under Consideration Additional Information MD Attendees consist of consumer lenders and business support companies - mostly smaller independently owned companies. Demographics are 60% males and most over 50. On average about 20 spouses attend. Park City, UT only at this time Either set of dates are preferred, however please offer rates for both. 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 Indian Indian Wells California 10/17 100 267 $30,000 Wells Naples Grand Beach Naples Florida 9/15 108 250 263 $38,146 Resort King & Prince Saint Simons Island Georgia 9/16 115 250 258 $37,111 Sleeping Room Requirements Day Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff Fri, 24-Aug-2018 8 1 4 Sat, 25-Aug-2018 38 3 4 Sun, 26-Aug-2018 73 3 4 Mon, 27-Aug- 2018 73 3 4 Tue, 28-Aug-2018 43 3 4 Wed, 29-Aug- 2018 Check-in Date Fri, 24-Aug-2018 Total Room Nights 268 Budgeted Room Rate USD $200.00 Peak Room Nights 80 Additional Information Requested ROH Rate no more than $200.00 inclusive (1) Comp 2BR Suite for President for (5) Nights (2) 1BR Suites at Group ROH rate for (4) nights (4) Preferred View rooms for Staff at 50% ROH group rate Page 2 of 8
Meeting Room Requirements Start Date Fri, 24-Aug-2018 Day Time Agenda Item Room Request Fri, 24-Aug-2018 6:30 AM-11:45 PM Sat, 25-Aug-2018 6:30 AM-11:45 PM Sun, 26-Aug-2018 6:30 AM-11:45 PM Sun, 26-Aug-2018 8:00 AM-12:00 PM Board Meeting Meeting Notes or Exceptions: (1) Power Strip (large enough to handle 8-10 computer charges) Sun, 26-Aug-2018 3:00 PM-5:00 PM General Session Set-up Setup Notes or Exceptions: All set & tested w/onsite AV tech at 3:00 PM Screen (10x10) Front Screen Projector Wireless Clicker/Remote Computer (possibly please have available) 10 HDMI cord Podium/hand-held mic (1) Wireless Lavalier On-site AV technician (depends on Sunday s on-site test Sun, 26-Aug-2018 6:00 PM-9:00 PM Opening Reception Reception Notes or Exceptions: Main F&B Event Mic for needed for brief announcements Nature lighting or room with terrace a plus Mon, 27-Aug-2018 6:30 AM-11:45 PM Mon, 27-Aug-2018 7:00 AM-8:00 AM Breakfast Buffet Breakfast Mon, 27-Aug-2018 8:00 AM-4:00 PM (2) Breakouts Breakout Notes or Exceptions: 30 ppl ea B/O No AV required Mon, 27-Aug-2018 8:00 AM-4:00 PM General Session General Session Notes or Exceptions: Screen (10x10) Projector Wireless Clicker/Remote Computer (possibly please have available) 10 HDMI cord Podium/hand-held mic (1) Wireless Lavalier On-site AV technician (depends on Sunday s on-site test Mon, 27-Aug-2018 10:00 AM-10:15 AM AM Break Break Notes or Exceptions: Outside General Session Room Conference (Room Required) 750 Sq. Ft. / 14 people Classroom (Room Required) 4,000 Sq. Ft. / 100 people Reception (Room Required) 1,500 Sq. Ft. / 100 people Rounds of 8 (Room Required) 1,500 Sq. Ft. / 100 people School Room (Room Required) 600 Sq. Ft. / 30 people Classroom (Room Required) 4,000 Sq. Ft. / 100 people Reception (Room Required) 500 Sq. Ft. / 100 people Page 3 of 8
Mon, 27-Aug-2018 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Prefer outdoor location Mon, 27-Aug-2018 3:00 PM-3:15 PM PM Break Break Notes or Exceptions: Outside General Session Room Mon, 27-Aug-2018 6:00 PM-9:00 PM BBQ or Poolside Dinner Dinner Notes or Exceptions: DINNER (unless it is outside e.g. BBQ at poolside or outside) Possible live entertainment Tue, 28-Aug-2018 6:30 AM-11:45 PM Tue, 28-Aug-2018 7:00 AM-8:00 AM Breakfast Coupons Breakfast Notes or Exceptions: Coupons to be used in restaurant or outlets Tue, 28-Aug-2018 8:00 AM-12:00 PM General Session General Session Notes or Exceptions: Screen (10x10) Projector Wireless Clicker/Remote Computer (possibly please have available) 10 HDMI cord Podium/hand-held mic (1) Wireless Lavalier On-site AV technician (depends on Sunday s on-site test Tue, 28-Aug-2018 10:00 AM-10:15 AM AM Break Break Notes or Exceptions: Outside General Session Room May or may not have AM Break on Tuesday Tue, 28-Aug-2018 12:00 PM-5:00 PM Golf Tournament Other Notes or Exceptions: Prefer on-property, but no more than 20 min shuttle from resort. Provide estimated green fees 36-40 players Rounds of 10 (Room Required) 2,000 Sq. Ft. / 100 people Reception (Room Required) 500 Sq. Ft. / 100 people Rounds of 10 (Room Required) 2,000 Sq. Ft. / 100 people Flow 100 people Classroom (Room Required) 4,000 Sq. Ft. / 100 people Reception (Room Required) 500 Sq. Ft. / 100 people Other 40 people F&B Budget USD $30,000.00 Peak Meeting Rooms 5 A/V Needs Annual Conference - BASIC AV. Provide AV costs within your Cvent proposal: Friday Tuesday OFFICE/supply room must have a minimum of 4 Sunday BOARD MEETING (1) power strip (large enough to handle 8-10 computer chargers) GENERAL SESSION All projection equipment set up and tested with on-site AV technician at 3pm Screen (10x10) Projector Wireless Clicker/Remote Computer (possibly please have available) 10 HDMI cord EVENING RECEPTION Page 4 of 8
Mic for opening night reception (most inexpensive available needed for brief announcements during reception) Monday GENERAL SESSION Same projection equip as tested Sunday afternoon. Podium with mic (1) Wireless Lavalier On-site AV technician (depends on Sunday s on-site testing) DINNER (unless it is outside e.g. BBQ or poolside) Projector and screen for photo slide presentation(s) o Not sure we need the screen/possibly project on the wall? o No sound/mixers needed. Tuesday GENERAL SESSION Same projection equip as tested Sunday afternoon. Podium with mic (1) Wireless lavalier Additional Information May or may not require Laptop computer (depending on how well our laptop works during Sunday s testing of equipment) hand held mics on either Monday, Tuesday or both days Provide quote for AV and basic WiFi Page 5 of 8
Additional Questions 1. Will Hotel hotel offer (1) Complimentary 2BR Suite for 5 nights for NMLA President? (Single choice) (Required) 2. Will Hotel provide (2) 1BR Suites at Group ROH Rate for (4) nights? (Single choice) (Required) 3. Will Hotel provide (4) Staff Rooms at 50% of ROH for 5 nights (Single choice) (Required) 4. 1:40 Complimentary policy, cumulative, including pre/post? (Single choice) (Required) 5. Do you have a Resort Fee? If so, what is the amount? Will you waive or discount this fee? (Comment) (Required) 6. What is your Self/Valet Parking fees? Will you waive or discount for this program? (Comment) (Required) 7. Will you offer 20% Discount off all Spa services? (Single choice) (Required) 8. Is Hotel offering Complimentary Wifi in Guest Rooms? (Single choice) (Required) 9. Can you meet all of the meeting room needs? If there are any limitations, please list them here. (Comment) (Required) 10. Will you waive all set-up and meeting room rental based on $30,000 F&B minimum? (Single choice) (Required) 11. Is Hotel offering Complimentary Wifi in Meeting Space (Single choice) (Required) 12. Have you included a complete AV price proposal? Will you provide an additional 15% Discount? (Single choice) (Required) 13. Who is your on-site AV provider? (Comment) (Required) 14. Will you offer Complimentary usage of Hotel's Business Center? (Single choice) (Required) 15. Will Hotel provide office/storage space on a Complimentary basis? (Single choice) (Required) Page 6 of 8
16. Will you offer Complimentary use of Hotel Fitness Center? (Single choice) (Required) 17. Complimentary Daily Newspaper? (Single choice) (Required) 18. Do you have golf on-property? If not, what is the name and distance to nearest course(s)? (Comment) 19. Complimentary transportation to/from Golf Course? (Single choice) (Required) 20. Will Hotel offer a 10% Discount off 2017 Banquet Menus? (Single choice) (Required) 21. Will Hotel agree to 20% Attrition, meaning group will pick-up 80% of contracted group block on a cumulative basis? (Single choice) (Required) 22. Will Hotel offer group ROH rate 3 days pre/post based on availability? (Single choice) (Required) 23. Will Hotel offer Complimentary Airport Shuttle? (Single choice) (Required) 24. If Complimentary Airport Shuttle is not offered please list pricing - each way. (Comment) (Required) 25. How far is your Hotel from major international airport? (Comment) (Required) 26. Do you offer Hotel Awards Points for Meeting Planner (Single choice) (Required) 27. Do you agree that rate you have offered is Lowest Group Rate extended during this time frame? (Single choice) (Required) 28. Have you addressed all AV needs outlined in this RFP and responded by attaching a separate proposal from your AV provider? (Single choice) (Required) 29. Please confirm there will be no surcharge should the client use an outside AV provider. (Single choice) (Required) Page 7 of 8
30. Will Hotel agree to a 72-Hr individual Cancellation Policy? (Single choice) (Required) 31. Are there any other mandatory fees not listed herein? (Comment) 32. Please list your most recent renovations, how much was invested and what was completed. (Comment) 33. If this group books at your hotel, what is the name and email address for the person in your accounting department that will generate the commission check. Please do not list TBA. (Comment) (Required) Additional Files File Name Type Size Upload Date NMLA Annual AV Document (.docx) 15 KB Tue, 14-Mar-2017 Requirements.docx Page 8 of 8