RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Description Billing Information Concessions / Contractual Requirements 2019 Annual Symposium Fri, 17-Mar-2017 Fri, 16-Jun-2017 Meeting Space and Sleeping Rooms (Citywide) HZNC5MFYXRN The is the largest society dedicated to the advancement and growth of microelectronics and electronics packaging technologies through professional education. The Society s portfolio of technologies is disseminated through symposia, conferences, workshops, professional development courses and other efforts. Rooming list and individual call-in for reservations. F&B and other event charges to Master account. The RFP organization accepts rebates and incentives. -1 comp room per 40 cumulative -2 comp suites with welcome amenity -5 staff rooms at discounted rate -10 room upgrades at group rate -Comp guest room internet -15% AV discount -15% F&B discount -80% attrition - Rebate to cover convention center costs if using convention center -Group rate good 3 days pre and post meeting dates -Meeting Planner Points for both client and HB Key Contact Information Contact Name Preferred Contact Method Stacey Wood, CMP on behalf of Amy Martell Email Address swood@helmsbriscoe.com Organization HelmsBriscoe Phone 850-399-0860 Title Manager, Global Accounts Fax 888-503-3210 Address Additional Information Cvent 198 Somerset Bridge Road Unit 101 Santa Rosa Beach, FL 32459 USA Please contact Stacey Wood ONLY with any questions regarding this RFP as she is handling on behalf of Amy Martell. Organization Information Organization Name Organization Type Address Events / Year 4 Association 79 T.W. Alexander Drive 4401 Research Commons, Suite 115 Research Triangle Park, NC 27709 Page 1 of 11
Event Information Event Name Total Attendees 1,000 Commission Event History Dates Flexible? Event Dates IMAPS 2019 Annual Symposium Yes The planner has indicated that this event has been held before. Yes Sat, 05-Oct-2019 - Fri, 11-Oct-2019 + 2 alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Alternate Date Contract Signature Location Sat, 05-Oct-2019 - Fri, 11-Oct-2019 Sat, 12-Oct-2019 - Fri, 18-Oct-2019 Sat, 28-Sep-2019 - Fri, 04-Oct-2019 Destinations Under Consideration Additional Information Raleigh, NC New England Lake Tahoe/Reno, NV Raleigh, NC Orlando, FL Dallas/Ft. Worth, TX Austin, TX San Diego, CA Atlanta, GA Group will consider using a convention center and up to three hotels. If convention center is used, a rebate will need to be included in the guest room rate to offset the convention center costs. 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 Hilton Pasadena Pasadena California Oct. 2016 500 475 Sheraton Pasadena California Oct. 2016 1,000 800 589 Pasadena Rosen Centre Orlando Florida Oct. 2015 1,500 1,117 1,356 Page 2 of 11
Sleeping Room Requirements Day Any (Run Of House) Fri, 04-Oct-2019 10 Single (1 Bed) Double (2 Beds) Suite Staff Sat, 05-Oct-2019 40 Sun, 06-Oct-2019 170 Mon, 07-Oct-2019 350 Tue, 08-Oct-2019 350 Wed, 09-Oct- 2019 310 Thu, 10-Oct-2019 125 Fri, 11-Oct-2019 25 Check-in Date Fri, 04-Oct-2019 Total Room Nights 1,380 Budgeted Room Rate USD $250.00 Peak Room Nights 350 Additional Information Room rate of $250 or less. Destinations that can offer the lowest rates over the group's preferred dates will be given the highest preference. Room rates should include a rebate per room, used to offset convention center rental if a convention center is used. The block can be split between a maximum of three properties if needed. Page 3 of 11
Meeting Room Requirements Start Date Sat, 05-Oct-2019 Day Time Agenda Item Room Request Sat, 05-Oct-2019 6:00 AM-11:30 PM Show Management. Sat, 05-Oct-2019 6:00 AM-11:30 PM installation/set up theater for 500. Willing to have this in two separate rooms if they are in close proximity to each other. Ideally a room of about 38-40k Sq. Ft. Sat, 05-Oct-2019 6:00 AM-11:30 PM Computer Storage Sun, 06-Oct-2019 6:00 AM-11:30 PM installation/set up theater for 500. Sun, 06-Oct-2019 6:00 AM-11:30 PM Show Management. Sun, 06-Oct-2019 6:00 AM-11:30 PM Computer Storage Sun, 06-Oct-2019 7:00 AM-5:00 PM Registration Setup Registration Mon, 07-Oct-2019 6:00 AM-5:00 PM Registration open Registration Mon, 07-Oct-2019 6:00 AM-11:30 PM Computer Storage Mon, 07-Oct-2019 6:00 AM-11:30 PM Show Management. Mon, 07-Oct-2019 6:00 AM-11:30 PM Hall Move In theater for 500 and stage. Can have theater/stage in adjoining room if needed. Page 4 of 11
Mon, 07-Oct-2019 6:30 AM-8:00 AM PDC Speakers breakfast fast Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC s (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 8:00 AM-5:00 PM PDC (8 concurrent) Mon, 07-Oct-2019 10:00 AM-10:30 AM AM Mon, 07-Oct-2019 12:00 PM-1:00 PM PDC Lunch Lunch Rounds (Room Required) 3 300 people Rounds (Room Required) 3 Page 5 of 11
Mon, 07-Oct-2019 3:00 PM-3:30 PM PM Mon, 07-Oct-2019 5:00 PM-7:30 PM Welcome Reception Reception Notes or Exceptions: Cocktail rounds, highboys. Microphone on riser. In foyer: (3) draped 6' tables in L shape with (4)chairs, large bowl/basket for raffle tickets Tue, 08-Oct-2019 6:00 AM-11:30 PM Show Management. Tue, 08-Oct-2019 6:00 AM-11:30 PM Computer Storage Tue, 08-Oct-2019 6:00 AM-11:30 PM Hall OPEN theater for 500 and stage. Scattered banquet rounds for lunch- group will do buffet for 400 ppl Tue, 08-Oct-2019 6:30 AM-8:00 AM Speaker breakfast fast Notes or Exceptions: Rounds in back of exhibit hall. 300 people Reception (Room Required) Rounds Tue, 08-Oct-2019 7:00 AM-5:00 PM Speaker Ready Room Notes or Exceptions: 4 rounds of (10), 2 schoolroom tables at front Tue, 08-Oct-2019 7:00 AM-5:00 PM Press Room Notes or Exceptions: Tables along perimeter, conference table in center with 10 seats Tue, 08-Oct-2019 7:00 AM-5:00 PM Registration open Registration Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Page 6 of 11
Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Tue, 08-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Tue, 08-Oct-2019 9:00 AM-9:30 AM Coffee Tue, 08-Oct-2019 12:30 PM-2:00 PM Press luncheon Lunch Tue, 08-Oct-2019 3:30 PM-5:30 PM Student chapter meeting/reception Reception Tue, 08-Oct-2019 4:00 PM-5:00 PM Coffee Tue, 08-Oct-2019 6:30 PM-7:30 PM President's Party Reception Notes or Exceptions: Cocktail rounds - can use a foyer near dinner Tue, 08-Oct-2019 6:30 PM-10:30 PM Foundation Reception Dinner Notes or Exceptions: Reg tables outside of door in foyer. Cocktail rounds, draped tables for prizes. Podium and microphone. Wed, 09-Oct-2019 6:00 AM-11:30 PM Hall OPEN theater for 500 and stage. Banquet rounds scattered-group will do buffet lunch for 400 ppl Wed, 09-Oct-2019 6:00 AM-11:30 PM Computer Storage Wed, 09-Oct-2019 6:00 AM-11:30 PM Show Management. Hollow Square (Room Required) Hollow Square (Room Required) Reception (Room Required) 100 people Reception (Room Required) 100 people Page 7 of 11
Wed, 09-Oct-2019 6:30 AM-8:00 AM Speaker breakfast fast Notes or Exceptions: Rounds in back of exhibit hall. Rounds (Room Required) Wed, 09-Oct-2019 7:00 AM-5:00 PM Speaker Ready Room Notes or Exceptions: 4 rounds of (10), 2 schoolroom tables at front Wed, 09-Oct-2019 7:00 AM-5:00 PM Press Room Notes or Exceptions: tables along perimeter, conference table in center with 10 seats Wed, 09-Oct-2019 7:00 AM-5:00 PM Registration open Registration Wed, 09-Oct-2019 8:00 AM-5:00 PM s (6 concurrent) Wed, 09-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Wed, 09-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Wed, 09-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Wed, 09-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Wed, 09-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Wed, 09-Oct-2019 9:00 AM-9:30 AM Coffee Wed, 09-Oct-2019 9:00 AM-5:30 PM Meeting Meeting Hollow Square (Room Required) Page 8 of 11
Wed, 09-Oct-2019 4:00 PM-5:00 PM Coffee Wed, 09-Oct-2019 7:00 PM-9:00 PM Reception Reception Thu, 10-Oct-2019 6:00 AM-11:30 PM Show Management. Thu, 10-Oct-2019 6:00 AM-11:30 PM Computer Storage Thu, 10-Oct-2019 6:00 AM-11:30 PM Hall OPEN and Move Out theater for 500 and stage. Banquet rounds scattered (No lunch Thursday) Move out in afternoon Thu, 10-Oct-2019 6:30 AM-8:00 AM Speaker breakfast fast Notes or Exceptions: Rounds in back of exhibit hall. Rounds (Room Required) Thu, 10-Oct-2019 7:00 AM-5:00 PM Speaker Ready Room Notes or Exceptions: 4 rounds of (10), 2 schoolroom tables at front Thu, 10-Oct-2019 7:00 AM-5:00 PM Registration open Registration Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Page 9 of 11
Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Thu, 10-Oct-2019 8:00 AM-5:00 PM (6 concurrent) Thu, 10-Oct-2019 9:00 AM-9:30 AM Coffee Thu, 10-Oct-2019 9:00 AM-5:30 PM Meeting Meeting Thu, 10-Oct-2019 12:00 PM-1:30 PM Committee lunch Lunch Notes or Exceptions: Chairs around perimeter for extra seating Thu, 10-Oct-2019 4:00 PM-5:00 PM Coffee Thu, 10-Oct-2019 4:00 PM-7:00 PM Executive Council Meeting Fri, 11-Oct-2019 7:00 AM-5:30 PM Executive Council Meeting Notes or Exceptions: Executive Council meeting with breakfast and lunch Hollow Square (Room Required) F&B Budget USD $80,000.00 Additional Information Can consider holding PDC s on Monday in hotel and use a convention center for the rest of the program. Need a ballroom/exhibit hall with at least 35,000 sq.ft., but preferably no more than 45,000 sq. ft. Client is willing to be flexible with some of the meeting space requirements. Page 10 of 11
Additional Questions 1. Rates quoted are applicable days pre-meeting. (Comment) (Required) 2. Rates quoted are applicable days post-meeting. (Comment) (Required) 3. Hotel web site address? (Comment) (Required) 4. Web address for meeting space detail? (Comment) (Required) 5. Total number of rooms on property? (Comment) (Required) 6. What is your property's current Mobile Rating? (Comment) (Required) 7. What is your property's current Star Rating? (Comment) (Required) 8. Will the meeting room rentals be waived? If not, what rates will apply? (Comment) (Required) 9. 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? (Comment) (Required) 10. What are your current average F&B prices for fast, Lunch, Dinner, s and Receptions? As applicable please detail buffet vs. plated service. (Comment) (Required) 11. What are your additional charges (ie Maid, porterage, resort fees, etc.)? Please include with amounts and inclusions. (Comment) (Required) 12. Is there a charge for self and/or valet parking per day? Please indicate amounts. (Comment) (Required) 13. 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) 14. What amenities and activities does your hotel have on or near the property? (Comment) (Required) 15. Are there any special concessions and/or incentives you would like to offer this group? (Comment) (Required) 16. What renovations have your property either recently completed or has on schedule? (Comment) (Required) 17. 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 18. Indicate your agreement to the placement fee by providing your name, title and the date of your response in the area below. (Comment) (Required) 19. Accounts Payable Contact First & Last Name: (Comment) (Required) 20. Accounts Payable Phone Number: (Comment) (Required) 21. Accounts Payable Email Address: (Comment) (Required) 22. Accounts Payable Fax: (Comment) (Required) 23. 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) Page 11 of 11