MEETINGS & EVENTS AUSTRALIA ANNUAL NATIONAL CONFERENCE 2011 TENDER DOCUMENT Conference Destination Deadline for Submission: November 20, 2009
MEETINGS & EVENTS AUSTRALIA ANNUAL NATIONAL CONFERENCE 2011 TENDER DOCUMENT Conference Destination Deadline for Submission: November 20, 2009 INFORMATION AND BID GUIDELINES Background The MEA National Conference has become the pre-eminent business events industry conference in Australia. As conferences represent the very heart of the association's industry, the responsibility to deliver a well-organised and managed conference of a high standard is an exciting challenge to a destination. A high standard in all aspects of meetings management is expected venues, programming, marketing, theming, social activities, logistical arrangements, and so on. Although each conference has its own distinctive flavour, it is inevitable that comparisons are made between one conference and the next and every effort needs to be made to ensure that these standards are progressively improved upon. The conference attracts strong media coverage from the trade press and local media. VIP speakers such as government Ministers attract publicity in their own right. Apart from this ability to generate publicity, the event offers the destination the opportunity to showcase itself to the industry delegates something that most MEA conference destinations have treated in a similar way to a famil - with the important exception that the delegates pay to attend. Meetings & Events Australia has adopted a set of bid guidelines and operational procedures for the tender process and the successful tenderer. The year 2011 destination bid is now open, and bids from all states and territories of Australia, as well as overseas bids will be considered. This tender therefore aims to identify an appropriate venue or series of venues suitable to host this important conference. Given the range of activities involved in the MEA Conference, members are encouraged to work with other members on a collective bid, either through their bureau or otherwise. However, individual venues should not feel precluded from submitting. Page 2 of 12
Previous events ACE and MIAA (as MEA was formerly known) has held conferences since it was first established in 1975. A complete list of ACE/MIAA/MEA conferences is listed below, including early events (some of which were considered "national" when ACE was first established): 1977 Hilton, Sydney "national" 1978 Melbourne "national" 1979 Canberra "national" 1982 Melbourne ACE (Vic) 1983 Hilton, Sydney ACE (NSW) 1984 Centrepoint, Sydney 6th ACE National Conference 1986 Gold Coast (July 13-16) 7th ACE National Conference 1988 Fairmont, Blue Mts ACE (NSW) 1989 Peppers, Terrigal ACE (NSW) 1990 Convention Centre, Adelaide National (host: MIAA SA) 1991 Northbeach, Wollongong MIAA (NSW) 1992 Gold Coast, Queensland National MIAA (host: MIAA QLD) 1993 Opal Cove, Coffs Harbour MIAA (NSW) 1994 Burswood, Perth National MIAA (host: MIAA WA) 1995 Hilton, Sydney MIAA (NSW) 1995 Brisbane Convention and Exhibition Centre (host MIAA Qld) 1996 Tasmania National 1997 Townsville, Qld National 1998 Darwin NT National (host NT) 1999 Melbourne National 2000 Hong Kong National 2001 Canberra National 2002 Hamilton Island National 2003 Newcastle/Hunter Valley National 2004 Melbourne National 2005 Perth National 2006 Gold Coast National 2007 Hobart National 2008 Alice Springs National 2009 Adelaide National 2010 Melbourne National Page 3 of 12
Submission of Bids To assist the Committee and the tenderers, guidelines and a pro forma questionnaire have been devised (and are attached), based on a number of criteria. Although criteria listed in the assessment are important, they should not be regarded as exhaustive or exclusive. From time to time, there may be other special circumstances or extraordinary items to be taken into consideration. Decision process A specially convened sub-committee appointed by the MEA Board of Directors shall consider the bids. Each tenderer up to a maximum of five tenderer(s) will be afforded time for a brief presentation to the destination selection committee. If more than five destinations/venues tender for the conference, then a short listing process will occur. All parties involved in submitting a bid (all suppliers and committee members) must be financial MEA members. Date and duration of Conference The national conference is usually held between the months of February and May, inclusive. It is normally a three-day event, held at least partially over a weekend. Preferred months for the conference are April or May. When suggesting dates for the conference care should be taken not to clash with: Major public holidays/school holidays e.g. Easter Major industry events e.g. ISES, ATC (Dreamtime), AIME, ITB, EIBTM, PATA and Entech. The destination should bring to the attention of the committee other large and/or events held at the venue or destination within 3 months of the MEA conference proposed dates. Location There is no ideal venue or venues, but the following should be taken into account: In general, the main venues should be easily accessible- regular air services, easy transfers, etc. Cost is also an important factor - special discounts on airfares become more important if the travel costs are expensive. Qantas traditionally offers discounted full economy airfares for this industry conference, subject to seat availability. Industry discounts should be negotiated by the tenderers and included in the bid The venue needs to be logistically sound for staging of such an event including availability of logistics in place for the provision of superior audio visual staging dt h i l i Page 4 of 12
Accompanying material It is suggested that the tender document be restricted to include the required information as stated. However, the document may be accompanied by explanatory material, videos, etc about the location and any special facilities or services. A maximum of two representatives from each bid will be invited to present their bids personally. This will offer the Committee the opportunity of asking questions about any aspect of the bid. Travel, accommodation and ancillary costs of attendance are to be covered by the tenderer. Theme and programme Tenders may include a provisional theme to suit the destination or a topical event or issue in the meetings industry. Decisions on the final programme, including business sessions and social events, rest with MEA and its appointed conference committees. Conference Committees - structure and responsibilities Local Host Committee The bid should include the names of people willing to serve on the host committee. If the tender is successful, the core host committee members need to be members of MEA. MEA National Office and the MEA Board will select the Chair of the Host Committee. The local committee is responsible for liaison with local venues and suppliers, local sponsorship and logistics, input into the social programme and pre and post tours. Conference Program Committee The Board of Directors will appoint a national program committee, which will include representation from the local host committee. The main role of the Program Committee is to work on the content of the conference ensuring that MEA conference program includes the most relevant to the industry topics delivered by the most suitable and qualified speakers. Meeting space Ideally, the event should be housed and staged in the one main venue. It is possible, indeed preferable, to take some activities off-site e.g. social functions. Off-site functions enable the delegates to experience more of what the destination has to offer. It also allows for local facilities to sponsor an event by hosting the function and spreads the workload and sponsorship opportunities. Page 5 of 12
Conference facilities are required to accommodate: Min 600 pax theatre style for plenary sessions, including room for rear projection Adequate breakout space (min 4 rooms x 150 pax) Speaker preparation room, secretariat office and boardroom for special meetings Banquet facilities for a gala dinner with staging and a dance floor for a minimum of 600 pax. Exhibition space for a minimum of 25 standard 3m x 3m booths, plus space to accommodate catering within the exhibition area (approx. 900 sqm). Should components of the programme be held in nearby venues, allowance needs to be made for transfers and wet weather alternatives. Newer properties are highly regarded by the destination selection committee as the conference venue because of the fresh appeal to industry delegates. However, no venue or destination is precluded on this alone. It is usual for the main venue to be a major sponsor of the conference, through provision of attractive industry rates, support of a major social function (eg conference dinner), upgrades of F&B, FOC conference and meeting space, FOC allocation for speakers, pillow gifts, and so on. Accommodation requirements A full range of accommodation options should be included in the tender including 5 star, 4 star and budget. The selection of the hotel is generally by delegates' own choice and will obviously be influenced by factors such as room price and nearby competition. Room rates must be quoted in the tender, and should be net of commission, as MEA doesn t earn commission from accommodation bookings. Hotel rates and the number of rooms available for MEA delegates must be stated in an official letter of offer from the included properties. Factors to be considered are image, appeal and appropriateness. The following should be observed: A total of at least 400 accommodation rooms must be available The room rate should be substantially below the rack rate (e.g. 50% discount) An allocation of complimentary rooms to house speakers and staff Financial arrangements MEA holds fiscal responsibility for the conference, underwriting any losses and retaining any profits. The conference budget is not disclosed to conference committees at any time. Page 6 of 12
Board of Directors and National Council Debrief Complimentary meeting space should be provided to the Board of Directors and National Council for a one-day meeting preceding or following the conference, plus a room for the executive or sub-committees to meet for the duration of the conference. Sponsorship The very nature of the meetings industry and its players dictate that sponsorship plays a critical part in the running of the conference and bids should include cash and in-kind commitments from the local operators. Such commitments should be documented and verifiable. Once the location for the next conference has been determined and announced, MEA will lend support wherever possible in encouraging sponsors to participate in the event. In short, the annual conference provides a unique forum for the host venue and the local infrastructure to showcase itself to both Australian and international industry delegates. Key sponsorship items which should be addressed in the bid: Local sponsorship of social functions e.g. AMM/AIMM,AFMEA cocktail reception, Welcome Reception, Casual Dinner, Gala Dinner, day delegate package. Local sponsorship of audio-visual equipment and labour (in main conference venue as well as at offsite events) Venue sponsorship by way of FOC conference space Local sponsorship of transfers Sponsorship of accommodation (deep discounting of room rate, and FOC rooms for speakers) Sponsorship of Exhibition stand build It is a requirement of the successful bidder to provide a venue and receive sponsorship for the AMM/AIMM/AFMEA Cocktail function, generally held the evening before the conference Promotion at Prior Conference The tender must include a commitment to sponsor a promotion of the destination and conference at the conference immediately prior e.g. promotion of the 2011 destination at the Melbourne 2010 conference. The promotion is often linked to the farewell function at the conference immediately prior. Traditionally it has involved a cash sponsorship of $4,000 plus in-kind to cover relevant giveaways or promotional collateral. Page 7 of 12
Awards The conference program contains a gala dinner, which includes the presentation of the National Meetings Industry Awards. Therefore, at least one of the social venues needs to be suitable for the staging of this prestigious event. Creativity Creative meetings and events are important and expected by members of the meetings industry. It is suggested bids demonstrate innovation in: Suggestions for theme/s Locations and facilities Leading edge technology or stage production Special social events Stage Production Comment should be made on the capacity of the nominated venue to cater for audio-visual presentations and the ability of local suppliers to deliver superior service. Site inspection It is likely that nominated MEA members will need to conduct site visits to view all facilities and follow-up on arrangements. Bidding destinations should include provision for a minimum of two such visits for up to three (3) representatives, at no cost to MEA. If the destination tender consideration comes down to a close choice of two destinations, a site visit may be necessary to finalise the decision. Tenderers will need to budget for this. Ground Transport All transport to and from the airport and hotels and to official off-site functions must be listed in the bid document, plus details of sponsorship available. Air Travel Tenderers are strongly advised to seek the support of domestic and/or international airlines by way of agreement to provide special fares for conference delegates to reach the destination. Details of any such offers should be included in the bid. Page 8 of 12
Pre or post-conference tours Suggested tours for before or after the event are welcomed. Details in the bid should cover: Tour programme Minimum/maximum numbers Special industry rates and total package price Any special airfares associated with the tour Submissions Please contact the MEA National Chief Executive Officer Linda P. Gaunt should you wish additional explanation on any point. Tel: (02) 9929 5400 Fax: (02) 9929 5600 Seven (7) copies of a printed (i.e. Hardcopy) bid document should be lodged with MEA National Office - one for each board member and two for the office records. Please forward them to: Linda P. Gaunt Chief Executive Officer Meetings & Events Australia Suite 5 & 6, Level 1 1 McLaren Street North Sydney NSW 2060 As part of the overall submission, the attached pro forma assessment questionnaire must be completed retaining the same table format provided. An electronic copy of the prepared bid (not necessarily including supporting letters and collateral) inclusive of the assessment questionnaire/table should be sent by the tender close date to the Chief Executive Officer at lgaunt@mea.org.au. Deadline for bids: November 20, 2009 MEA reserves the right to call for additional information if necessary prior to making a final decision regarding the destination. Page 9 of 12
MEA NATIONAL CONFERENCE - ASSESSMENT CRITERIA Destination/Location Year tenderer wishes to be considered for 2011 Principal contact name and address Main conference Venue MEA member/s involved in bid 1. Proposed dates 1st option 2nd option 3rd option Dates for EIBTM Dates for AIME Dates for IMEX 2. Names of principal supporting bodies for bid (e.g. bureau, national tourist office, airline, venue) 3. Names and official positions of host committee members 4. Main Conference Venue meeting space details Maximum capacity of ballroom (theatre and classroom style) Number and size of breakout rooms 5. Other venues suggested for social functions 6. Accommodation (include at least one 4-5 star and one budget option) Additional areas for functions, morning teas and lunches (floor plans should be included in bid) Capacity cocktail and sit down dinner Relevant facilities Hotel Name Number of standard rooms @ $... rate Number of suites @ $... rate Hotel Name Number of standard rooms @ $... rate Number of suites @ $... rate Hotel Name Number of standard rooms @ $... rate Number of suites @ $... rate Page 10 of 12
7. Location and logistics Travelling time from nearest airport... Access to other forms of transport Coach company in support of bid (if any) Name & bus capacity... 8. AV/Staging Company involved 9. Travel concession Detail any arrangements made with airlines for domestic and international delegate travel Estimate the cost of a return airfare in YEAR dollars from the key delegate origin points: Sydney Melbourne Brisbane Adelaide Canberra New Zealand 10. Site Visit Allowance made for min. of two site visits for up to three 11. Sponsored items This is a key part of the table people YES/NO Indicate if the element is part sponsored (what percentage) or fully sponsored (i.e. 100%). Where only part sponsored, a dollar amount should be provided on a per head basis. Conference space main 100% Yes/No If no, $ which is x% discount conference venue Rooms for speakers 100% Yes/No If no, $ which is x% discount Coach transfers 100% Yes/No If no, $ MEA Board of Directors and National Council meeting rooms 100% Yes/No If no, $ which is x% discount Day 1 - Welcome Reception Day delegate package for Day 2 and Day 3 of the conference 100% Yes/No If no, $ per head which is x% discount 100% Yes/No If no, $ per head which is x% discount Day 2- Casual Dinner 100% Yes/No If no, $ per head which is x% discount Day 3 Gala Dinner 100% Yes/No If no, $ per head which is x% discount Refreshment breaks for Day 1 (tea, coffee, sandwich lunches for small meetings) 100% Yes/No If no, $ per head which is x% discount Stage Production A/V 100% Yes/No If no, $ which is x% discount Travel for Speakers 100% Yes/No If no, $ which is x% Page 11 of 12
Promotion at the previous Conference discount $ cash sponsorship plus inkind: (a list of additional sponsored items and letters of support may be attached) 12. Pre & post conference tours (details should be attached) Page 12 of 12