Introduction The Independent Textile Rental Association _ITRA_ is

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Introduction The Independent Textile Rental Association _ITRA_ is Powered By Docstoc
The Independent Textile Rental Association (ITRA) is seeking a hotel/resort/golf/spa property of at least a
four star rating at which to hold its 10th Annual Convention in early fall of 2013.

ITRA is an international trade association whose members are independently owned and operated textile
services companies, industrial launderers and related industry suppliers. ITRA became officially active as a
not-for-profit corporation on January 1, 2004. ITRA enjoys steady growth in membership and represents
the largest international association of independent textile services operations in the world today.

ITRA holds two meetings per year, one of which is the annual convention specifically for the owners of our
member companies. Executives of the industry supplier members attend this convention however this
event does not include a supplier exhibition. In addition to providing an educational experience with
industry expert speakers, our goals for the annual convention include providing fun and exciting activities in
a resort environment and a relaxing atmosphere for the owners and supplier executives to network,
develop business relationships and socialize.

ITRA is governed by a Board of Officers and Directors and managed by an Executive Director. The ITRA
President, Treasurer and Sergeant at Arms (3) are considered VIPs for this proposal.

I. Event Contact Information
Event Name: ITRA 2013 Annual Convention
Event Organizer: RJ Evans & Associates, Inc.
Key Contact: Suzette Evans, Director Meetings/Events
Mailing Address: PO Box 190
                  Hogansville, GA. 30230
Phone: (706) 637-6552
Fax: (706) 637-8875
Mobile: (706) 302-5745
Billing Company: Independent Textile Rental Association
Billing Address: Same as above
Billing Contact: Same as above

II. Event Profile
Attendee Profile
Expected total event attendance: 110-120
Independent Textile Rental Association
Request for Proposal - 2013 Annual Convention
Page: 2

Attendee Demographics Profile
Most of our Operator members will travel from Texas, the Mid-West, Northeast and Southern regions. We
have a few attendees from Western areas such as California and Colorado. Depending on the location of
the convention, many Suppliers typically send reps from that specific region so there may be a few
attendees that will drive to the event. A small percentage of the members will bring their families but the
mix is typically 25-30% singles, 70-75% couples and the age range is about 35-65. Rooms typically
requested are king, non-smoking but there are occasional requests for double and smoking rooms.

Accessibility/Special Needs
The site must be in compliance with the Americans with Disabilities Act. Some members may have
difficulty maneuvering stairs so there must be first floor sleeping accommodations and elevators. In your
response, please outline what medical facilities are on site or very nearby and how the staff is prepared to
deal with a guest’s medical emergency.

Event History
        Name                                                 Location
2004 Annual Convention           The Westin Resort & Spa, Los Cabos
2005 Annual Convention           The Ritz-Carlton, Amelia Island, FL
2006 Annual Convention           Loews South Beach, Miami, FL
2007 Annual Convention           The Hyatt Grand Champions Resort & Spa, Indian Wells, CA
2008 Annual Convention           Hyatt Coconut Point, Bonita Springs, FL
2009 Annual Convention           Casa Marina Resort, Key West, FL
2010 Annual Convention           Atlantis, Paradise Island, Bahamas

Location Requirements
Preferred resort location will be easily accessible from/to major airport that is serviced by multiple major
airlines and national car rental companies. Ideally the convention site will have hotel-provided airport
shuttle transportation. If not, please provide information on available options for roundtrip airport transfers.

Event Dates
                          Year                  Month                Start Date             Group Departures
Preferred                 2013                  October              Fri. 10/4/13           Wed. 10/9/13
Alternate #1              2013                  September            Fri. 9/27/13           Wed. 10/2/13
Alternate #2              2013                  September            Fri. 9/20/13           Wed. 9/25/13

Facility Requirements
   □ Conference, meeting and indoor/outdoor banquet facilities
   □ Onsite meeting planners, AV experts and catering
   □ Full service business center
   □ High-Speed wireless internet access in guest rooms and meeting rooms
   □ Professional Concierge staff
   □ Golf course on property or very nearby
   □ Outdoor swimming pools with poolside dining
   □ Onsite Fitness Center and Spa
   □ Multiple Onsite Restaurants
   □ Rooms: Suites, singles, doubles
   □ Valet and Self-Parking
   □ Bell Service
Independent Textile Rental Association
Request for Proposal - 2013 Annual Convention
Page: 3

Typical Rooming Pattern
Day                                         Room Nights        Comments
Thursday                                    1                  Staff arrives
Friday                                      10                 Some guests arrive
Saturday                                    34                 Board of Officers and Directors arrive
Sunday                                      65                 Remaining guests arrive, typically peak night
Monday                                      65
Tuesday                                     65
Total                                       240

    □ Room list is maintained by ITRA and provided to the Hotel incrementally as members register for
         the convention. Members are responsible for all their room costs, incidentals and other personally
         incurred charges. ITRA Master Account pays only for staff and speaker room nights, audio visual,
         scheduled food and beverage events and other scheduled functions as applicable to the final

Typical Convention Program
       Day          Time of Day                      Description               Set Up                  Exp
Friday            AM or Afternoon               Pre Conference                                 ITRA Staff and
                                                Meeting                                        Hotel Planners
Saturday                 Afternoon              Conf Registration        Registration          3
Saturday                 PM                     Past Presidents          Reception             45
                                                Reception (Heavy)

Sunday                   AM                     Continental Breakfast    Conference            20
Sunday                   AM                     Committee Meetings       Conference            10
Sunday                   AM                     Board Meeting            Hollow Square         20
Sunday                   Afternoon              Conf Registration        Registration          3
Sunday                   PM                     Cocktail Reception       Cocktail Rounds       120
Sunday                   PM                     Dinner Buffet            Bqt Rounds of 8/10    120

Monday                   AM                     Breakfast Buffet         Bqt Rounds of 8/10    80
Monday                   AM                     Educational Seminars     Classroom 2 per 6’    80
Monday                   AM                     Ladies Breakfast         Small Rounds          40
Monday                   Afternoon              Golf Tournament                                40
Monday                   AM/Afternoon           Optional Activities
Monday                   PM                     Cocktail Hour            Cocktail Rounds       120
Monday                   PM                     Dinner on Own

Tuesday                  AM                     Breakfast Meeting        Bqt Rounds of 8/10    120
Tuesday                  AM                     Educational Seminar      Classroom 2 per 6’    80
Tuesday                  AM/Afternoon           Optional Activities
Tuesday                  PM                     Cocktail Reception       Cocktail Rounds       120
Tuesday                  PM                     Dinner Buffet            Bqt Rounds of 8/10    120

Wednesday                AM                     Group Departures
Independent Textile Rental Association
Request for Proposal - 2013 Annual Convention
Page: 4
III. Proposal Content
Facility Information
City, State, Zip:
Web Site:
General Manager:

Primary Sales Contact
Full Name:
Job Title:
City, State, Zip:
E-mail Address:

Dates and Guest Rooms
Describe the room categories available, the dates available and the applicable rates for each (i.e. single
and double occupancy, extra person, taxes, other fees).

Function Space
Describe the space available for each function, including the function room name, maximum capacity for
set up indicated, if 24 hour hold is available and available indoor space as backup for outdoor venues.

Please detail which of the following (or other) concessions are offered in your proposal:
   □ Group room rates available (3) days pre/post
   □ Complimentary meeting space
   □ Discount on Audio Visual services
   □ Food/Beverage discount
   □ Complimentary Upgrades to suites and other deluxe rooms or club levels at Group rate for ITRA
   □ ITRA VIP and Planner amenities
   □ Complimentary/discounted room nights for ITRA staff
   □ Complimentary room nights for paid room nights
   □ Complimentary/discounted wireless internet access in guest rooms
   □ Complimentary/discounted self/valet parking
   □ Discount on golf fees for tournament and additional rounds during event dates
   □ Planner award points
   □ Complimentary Airport transfers for VIPs/Staff

In addition to answering the questions embedded in the RFP, please include the following with the proposal:
          Standard sales kit for the hotel
          Insurance Requirements
          Recent or current renovations (type, date range, estimated budget)
          Plans for future renovation (type, date range, estimated budget)
          Exclusive and/or Preferred AV, DMC, Transportation, Golf, Offsite Activities Vendor List
          Prices for
              Room Rates and Applicable Taxes %
              Standard Service Charge % and Sales Tax % for Food and Beverage
              Food/Beverage Minimum (exclusive of service charge/tax)
Independent Textile Rental Association
Request for Proposal - 2013 Annual Convention
Page: 5
                  Resort fees (per person, per room, etc.)
                  Parking
                  Valet Parking
                  Porterage/Baggage
                  Fitness Center
                  Internet Access
                  Room Drops
                  Shipping and Receiving (include detailed instructions for shipping to the hotel)
                  Other

Union Labor
Please note in proposal if any of the hotel staff or associated services are union and if so, in what

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