Docstoc

RFP Template - Meetings Conventions

Document Sample
RFP Template - Meetings Conventions Powered By Docstoc
					NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
          2019 ANNUAL CONVENTION

                    REQUEST FOR PROPOSALS

                                      CONTENTS


  2 ...................................................................................................CONTENTS

  3 ..............................................................................................COVER MEMO

  4 ................................................................SPECIFICATIONS AT A GLANCE

  6..................................ADDITIONAL SITE SELECTION CONSIDERATIONS

  9 .......... 2007–2012 CONVENTION SITES AND REGISTRATION HISTORY

 10..........CONVENTION ARRIVAL/DEPARTURE PATTERN AND ROOM MIX

 11 ............2008–2012 CONVENTION SLEEPING ROOM PICK-UP HISTORY

 12 .............................. 2008–2018 CONVENTION SLEEPING ROOM RATES

 13................................ ANTICIPATED FUNCTION SPACE REQUIREMENTS

 20............................................ 2006–2012 FOOD AND BEVERAGE SPENDS

 21….….………………..……… NASP CONVENTION FUTURE SITES/DATES

 (Attachment)…..…..… NASP HOTEL INFORMATION COMPARISON FORM




                                                                                                                  2
      NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
         2019 ANNUAL CONVENTION RFP COVER MEMO
To:                                     Convention and Visitors Bureaus
                                        Hotel National Sales Offices

Event:                                  NASP 51st ANNUAL CONVENTION

Preferred Dates:                        February 2019 (later weeks in month preferable)

Required Information:                   ▪ Proposal (with first option dates only, confirmed 2019
                                          sleeping room rates, and meeting room availability);
                                        ▪ Hotel Information Comparison Chart (see attached copy); and
                                        ▪ Hotel information packet (containing floor plans, current
                                          catering menus, etc.)

Proposal Submission Deadline:           June 1, 2012

Submissions Should be Sent to:          Glenn M. Reighart, CAE, CMM, CMP
                                        Director, Meetings and Conventions
                                        National Association of School Psychologists
                                        4340 East West Highway, Suite 402
                                        Bethesda, MD 20814
                                        Direct: (301) 347-1666, Fax: (301) 657-0275
                                        E-mail: greighart@naspweb.org


NASP will be pleased to receive proposals from destinations/hotel chains that fit the attached specifications
only. Please instruct individual properties NOT to submit any proposals or inquiries directly to NASP.
I would appreciate your collecting responses on my behalf and submitting them to me as part of a
single, consolidated proposal sent by you. Please be sure to submit your best offer within your original
proposal; there may not be any opportunity to revise bids. Submissions from individual properties,
incomplete submissions, submissions without first option dates and confirmed 2019 sleeping room rates, and
those received after the submission deadline cannot be considered. If you do not intend to submit a bid, I
would appreciate your letting me know and indicating the reason for that decision.

Cities receiving this RFP and an invitation to submit a proposal include Atlanta, GA; Baltimore, MD; Boston,
MA; Charlotte, NC; New York City, NY; Phoenix, AZ; Salt Lake City, UT; and Tampa, FL. Other cities may be
considered, upon request. The tentative decision schedule is as follows:

                Distribution of Request for Proposals             May 3, 2012
                Proposal Submission Deadline                      June 1, 2012
                Semi-Finalists Announced                          August 2012
                Site Visits Performed                             September/October 2012
                Finalist Site Recommendation Determined           November 2012
                Exec. Cmte. Ratifies Recommended Site             Mid December 2012
                Destination Announced                             Mid December 2012
                Letter(s) of Intent Signed                        Late December 2012
                Contracts Finalized                               May 2013 (NOT earlier, or in 2012!)

Thank you for your consideration. We look forward to the possibility of working with you …

                    PROPOSAL SUBMISSION DEADLINE: June 1, 2012


                                                                                                          3
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
               ANNUAL CONVENTION

                   SPECIFICATIONS AT A GLANCE
ATTENDEES:           School Psychologists

PURPOSE:             Education/Association business/Networking

TIME OF YEAR:        February

TIME OF MONTH:       3rd or 4th week preferred

PEAK ARRIVALS:       Monday and Tuesday

PEAK DEPARTURES:     Friday (additional heavy departures on Saturday)

PEAK ROOM BLOCK:     1,650 – Wednesday
                     (36% Single, 58% Double, 3% Triple, 3% Quad)

                     60% of NASP's sleeping rooms must have 2 beds/each

ROOM BLOCK:          Fri (5); Sat (25); Sun (85); Mon (725); Tues (1,400);
                     Wed (1,650); Thurs (1,525); Fri (550); Sat (105);
                     Sun (5);Total (6,075).

                     *Sleeping room rates to be commissionable at 5%

EXHIBIT SPACE:       Minimum 50K GSF (Space for 100 10x10 booths
                     plus 3,000 sq. ft. NASP Village area and potential posters)

MOVE IN DAYS:        Monday, Tuesday, Wednesday until noon

EXHIBIT DAYS:        12:30 p.m., Wednesday–3:00 p.m., Friday

MOVE OUT DAYS:       3:00–11:00 p.m., Friday; 8:00 a.m.–12:00 p.m., Saturday

CONVENTION DAYS:     Monday–Friday

MEETING ROOMS:       10 Workshop rooms for 50–200 schoolroom style
                     35 Educational session rooms for 50–200 theater style
                     10 meeting rooms for 10–50 conf/theater style
                     10 special event rooms for 50–200 theater style
                     7 Offices in headquarters facility; 4 Offices in overflow hotel

LARGEST SESSION:     2,500 theatre seating (minimum) – Wednesday morning

                                                                                       4
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
               ANNUAL CONVENTION

              SPECIFICATIONS AT A GLANCE (Cont.)

LARGEST RECEPTION: 1,500 people
                   Opening/Welcome Reception (Tuesday Night)

AFFILIATE SPONSORED
FUNCTIONS:          Approximately 25 (Must be approved by show management)

F&B DOLLARS
GENERATED:            $100,000 (This figure includes revenue from affiliate ICW
                      events. There also is an opportunity to generate an additional
                      $15,000–20,000 in attendee cash-and-carry revenue, in
                      addition to the $100,000 NASP/affiliate F&B spend)




                                                                                   5
               NASP 2019 ANNUAL CONVENTION
         ADDITIONAL SITE SELECTION CONSIDERATIONS

NASP would like to secure as many of the following amenities and considerations as
possible. Proposals from facilities that can provide all or most of the following will be
evaluated more favorably:

Required:

■ All items incidental to and typically required for, convention-type meetings, such
  as risers, skirting, tables, chairs, etc.

■ One per forty (40), cumulatively, complimentary sleeping room ratio throughout the
  convention (higher ratio may be considered).

■ For full convention week (Sunday arrival through following Sunday departure):

       ■ Five (5) complimentary suites beyond the complimentary room units earned as
         follows: One (1) two-bedroom Presidential Suite, Two (2) two-bedroom Deluxe
         Suites, and Two (2) one-bedroom Deluxe suites.

       ■ Thirty (30) complimentary single/double sleeping room upgrades to the
         club/concierge floor.

       ■ Fifty percent (50%) discount off the single convention rate for twenty five (25)
         NASP staff’s sleeping rooms.

       ■ Thirty-five percent (35%) discount off the single/double/triple/quad room rates
         for one hundred (100) NASP Delegates’ sleeping rooms.

■ Fifteen (15) complimentary sleeping rooms for three (3) nights along with
  complimentary meeting space (15 people conference style) for first Convention
  Committee planning meeting.

■ Five (5) complimentary sleeping rooms for three (3) nights along with
  complimentary meeting space (10 people conference style) for second Convention
  Committee planning meeting.

■ Two (2) complimentary sleeping rooms for three (3) nights during one (1) site visit.

■ Ten (10) complimentary roundtrip VIP airport transfers.

■ No charges for standard meeting room set-ups/changes during the convention.

■ No extra food & beverage charges for functions of fewer than any standard
  Minimum number (i.e. 25).

                                                                                            6
             NASP 2019 ANNUAL CONVENTION
    ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.)

Desired:

■ Complimentary function and exhibit hall space during the convention.

■ One (1) free microphone, signage easel, and standing lectern per meeting room per
  day.

■ One (1) complimentary two-hour reception for 200 people to include full service
  bar and stationed and passed hors d’oeuvres/miniature desserts.

■ One (1) complimentary full bar in Presidential Suite to include complimentary refresh
  of set-ups daily.

■ Complimentary bartenders and cashiers for all food and beverage events at which
  alcohol is served.

■ Complimentary set-ups of breakfast and lunch cash and carry stations in designated
  public areas with no minimum catering guarantees.

■ Complimentary continental breakfast for 20 people in the NASP convention
  management office Tuesday through Friday of the convention week.

■ Complimentary high-speed Internet connections for twenty five (25) computers within
  NASP Cyber Center and one (1) computer within NASP convention management
  office.

■ Complimentary sound patches for audio recording purposes in up to twelve (12)
  designated meeting rooms.

■ Discounts on daily parking for overnight hotel guests and drive-in attendees.




                                                                                          7
             NASP 2019 ANNUAL CONVENTION
    ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.)
Minimum Green Meeting Initiatives:

■ Hotels will provide documentation of environmental initiatives that have been
 undertaken or a green meetings program that is in place.

■ Hotels will offer paperless check-in and check-out systems.

■ Hotels will provide a recycling program to include paper, plastic, glass, aluminum
 cans, and cardboard at no cost to NASP.


■ Hotels will provide clearly marked recycling containers in all meeting rooms and
 throughout public space areas.

■ Hotels will have water conservation fixtures in guest rooms.

■ Hotels will offer a linen reuse program.

■ Hotels will offer menus with in-season and local food selections.

■ Hotels will use cloth napkins and silverware in lieu of paper and plastic for all food
 functions.

■ Hotel will provide condiments in serving containers, and not individual packets, for all
  food functions (to include sweeteners for coffee stations).




                                                                                             8
      NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

                   CONVENTION REGISTRATION HISTORY


  #
Weeks   New York      New      Boston   Chicago      San      Philadelphia
 Out      2007       Orleans    2009     2010     Francisco       2012
                      2008                          2011
 12                                                              3,502

 11                                                              3,600

 10                                                              3,654

  9                                                              3,687

  8                                                              3,730

  7                                                              3,771

  6                                                              3,868

  5                                                              4,014

  4                                                              4,221

  3                                                              4,659

  2                                                              4,731

  1                                                              4,829

Final                                                            5,175




                                                                         9
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

         DESIRED 2019 ANNUAL CONVENTION
DESIRED ARRIVAL/DEPARTURE PATTERN & ROOM TYPES


          DAY                 # OF ROOMS             % of TOTAL BLOCK


FRIDAY                                                      0%

SATURDAY                                                    0%

SUNDAY                                                      1%

MONDAY                                                      12%

TUESDAY                                                     23%

WEDNESDAY                                                   27%

THURSDAY                                                    25%

FRIDAY                                                      10%

SATURDAY                                                    2%

SUNDAY                                                      0%

TOTAL                                                      100%




                 ROOM TYPE
                                       % of TOTAL BLOCK
                   SINGLE
                                               38%
                   DOUBLE
                                               56%
                    TRIPLE
                                               3%
                    QUAD
                                               3%
                    TOTAL                     100%

   60% of the sleeping rooms within NASP's block must have 2 beds/each

                                                                         10
        NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

       ANNUAL CONVENTION SLEEPING ROOM PICK-UP HISTORY


Day       February     February    March       February       February
            2008         2009      2010          2011            2012
        New Orleans,   Boston,    Chicago,        San        Philadelphia,
             LA           MA         IL      Francisco, CA        PA
 Fri

Sat

Sun

Mon

Tue

Wed

Thu

 Fri

Sat

Sun

Total




                                                                             11
     NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
           CONVENTIONS SLEEPING ROOM RATES

          PROPERTY                       DATES            SINGLE      DOUBLE

New Orleans Marriott                February 6–9, 2008       $             $
Sheraton New Orleans                February 6–9, 2008       $             $
Astor Crowne Plaza                  February 6–9, 2008       $             $
InterContinental                    February 6–9, 2008       $             $
Westin New Orleans                  February 6–9, 2008       $             $
*Boston Marriott Copley Place      February 24–28, 2009      $             $
*Sheraton Boston                   February 24–28, 2009      $             $
*Hyatt Regency Chicago               March 2–6, 2010         $             $
*San Francisco Hilton              February 22–26, 2011      $             $
*Nikko San Francisco               February 22–26, 2011      $             $
**Philadelphia Marriott            February 21–25, 2012      $             $
**Marriott Courtyard               February 21–25, 2012      $             $
**Loews Philadelphia               February 21–25, 2012      $             $
*Sheraton Seattle                  February 12–16, 2013      $             $
*Hyatt at Olive 8                  February 12–16, 2013      $             $
*Marriott Wardman Park             February 18–22, 2014      $             $
*Omni Shoreham                     February 18–22, 2014      $             $
*Disney Swan/Dolphin               February 17–21, 2015      $             $
*New Orleans Marriott              February 10–14, 2016      $             $
*Sheraton New Orleans              February 10–14, 2016      $             $
**Grand Hyatt San Antonio          February 21–24, 2017      $             $
**Marriott Riverwalk/Rivercenter   February 21–24, 2017      $             $
**Hilton Palacio                   February 21–24, 2017      $             $
*Hyatt Regency Chicago             February 13–17, 2018      $             $


 2019 Sleeping room rates must be commissionable at 5%
       * Rate includes commission ** Rate includes commission and rebate

                                                                               12
   NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
     ANTICIPATED FUNCTION SPACE REQUIREMENTS

*Please indicate specific space recommended for each activity listed
below within proposal.

              TIME                           DESCRIPTION
      SATURDAY
         7 a.m. to 7 a.m.   (7) Headquarters Offices (HQ Hotel)
           24 hour hold     (4) Headquarters Offices (Overflow Hotel)
                            Registration Area
                             - To accommodate 23 registration counters



              TIME                           DESCRIPTION
      SUNDAY
         7 a.m. to 7 a.m.   (7) Headquarters Offices (HQ Hotel)
           24 hour hold     (4) Headquarters Offices (Overflow Hotel)
                             - Same as previous day
                            Registration Area
                             - Same as previous day



              TIME                           DESCRIPTION
      MONDAY
         7 a.m. to 7 a.m.   (7) Headquarters Offices (HQ Hotel)
           24 hour hold     (4) Headquarters Offices (Overflow Hotel)
                             - Same as previous day
                            Registration Area
                            - Same as previous day

                            Exhibit Hall
                             - Space to accommodate 100 10’ x 10’ booths,
                               NASP Village, Publications Center (and ideally
                               40 2-sided poster boards)
                              (Minimum 50,000 GSF)

                                                                                13
TIME                   DESCRIPTION

       General Session Hall
       - 2,500 + theater style (Minimum 25,000 GSF)




                                                      14
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)


         TIME                             DESCRIPTION
  TUESDAY
    7 a.m. to 7 a.m.     (7) Headquarters Offices (HQ Hotel)
      24 hour hold       (4) Headquarters Offices (Overflow Hotel)
                         - Same as previous day
                        Registration Area
                         - Same as previous day
                        General Session Hall
                         - Same as previous day
                        Exhibit Hall
                         - Same as previous day
    7 a.m. to 9 p.m.    (10) Workshop Rooms
                         - Each with schoolroom seating for 50–200
                         - Could be in overflow hotel
    10 a.m. to 6 p.m.   Featured/Documented Sessions Room
                         - 500–600 theater style
                        (10) Committee Meeting Rooms
                         - Each with conference style seating for 10–50
                         - Could be in overflow hotel
                        (10) Special Event Rooms
                         - Each with space for 50–200 Theater style
                         - Could be in overflow hotel
                        (35) Presentation Rooms
                          - Each with theater style seating for 50–200
      4 to 12 p.m.      Welcome Reception
    (Start at 8 p.m.)    - Flow for 1,200
                         - Scattered Rounds for 800
                         - Riser for Entertainment
                         - Dance floor




                                                                          15
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)



         TIME                             DESCRIPTION
  WEDNESDAY
    7 a.m. to 7 a.m.    (7) Headquarters Offices (HQ Hotel)
      24 hour hold      (4) Headquarters Offices (Overflow Hotel)
                         - Same as previous day
                        Registration Area
                         - Same as previous day
                        Exhibit Hall
                         - Same as previous day
    7 a.m. to 6 p.m.    (10) Committee Meeting Rooms
                         - Each with conference style seating for 10–50
                         - Could be in overflow hotel
                        (10) Special Event Rooms
                         - Each with space for 50–200 Theater style
                         - Could be in overflow hotel
                        (35) Presentation Rooms
                          - Each with theater style seating for 50–200
                        (10) Workshop Rooms
                          - Each with schoolroom seating for 50–200
                          - Could be in overflow hotel
                        Featured/Documented Sessions Room
                          - 500–600 theater style
   10 a.m. to 12 p.m.   General Session
                         - Same as previous day
    2 p.m. to 7 a.m.    Poster Session Space
      24 hour hold       - Minimum of 40 2-sided poster boards
                         - Approx. 6,000 GSF
                        Career Service
                         - Minimum 6,000 GSF
      6 to 10 p.m.      (3) Receptions (Tentative)
                         - Flow for 50–300, each




                                                                          16
 NATIONAL ASSOCIATION OF SCHOOL PYCHOLOGISTS
ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)



         TIME                           DESCRIPTION
  THURSDAY
    7 a.m. to 7 a.m.   (7) Headquarters Offices (HQ Hotel)
      24 hour hold     (4) Headquarters Offices (Overflow Hotel)
                        - Same as previous day
                       Registration Area
                        - Same as previous day
                       Exhibit Hall
                        - Same as previous day
                       Poster Session Space
                        - Minimum of 30 2-sided poster boards
                        - Approx. 5,500 GSF
                        - Same as previous day
                       Career Service
                       - Same as previous day
    7 a.m. to 6 p.m.   (10) Committee Meeting Rooms
                        - Each with conference style seating for 10–50
                        - Could be in overflow hotel
                       (10) Special Event Rooms
                        - Each with space for 50–200 Theater style
                        - Could be in overflow hotel
                       (35) Presentation Rooms
                        - Each with theater style seating for 50–200
                       (10) Workshop Rooms
                        - Each with schoolroom seating for 50–200
                        - Could be in overflow hotel
                        Featured/Documented Sessions Room
                          - 500–600 theater style
       3 to 10 p.m.     Children’s Fund Auction
   (Event: 6–7:30 p.m.)   - Minimum 5,000 GSF
       7 to 10 p.m.     (3) Receptions (Tentative)
                         - Flow for 50–300, each




                                                                         17
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)


          TIME                           DESCRIPTION
  FRIDAY
     7 a.m. to 7 a.m.   (7) Headquarters Offices (HQ Hotel)
       24 hour hold     (4) Headquarters Offices (Overflow Hotel)
                         - Same as previous day
                        Registration Area
                         - Same as previous day
                        Exhibit Hall
                         - Same as previous day
     7 a.m. to 6 p.m.   Poster Session Space
                         - Minimum of 30 2-sided poster boards
                         - Approx. 5,500 GSF
                         - Same as previous day
                        Career Service
                        - Same as previous day
                        (10) Committee Meeting Rooms
                         - Each with conference style seating for 10–50
                         - Could be in overflow hotel
                        (10) Special Event Rooms
                         - Each with space for 50–200 Theater style
                         - Could be in overflow hotel
                        (35) Presentation Rooms
                         - Each with theater style seating for 50–200
                        (10) Workshop Rooms
                         - Each with schoolroom seating for 50–200
                         - Could be in overflow hotel
                        Featured Sessions Room
                          - 500–600 theater style
       6 to 10 p.m.     (3) Receptions (Tentative)
                         - Flow for 50–300, each




                                                                          18
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)


        TIME                             DESCRIPTION
 SATURDAY
  7 a.m. to 12 noon     Exhibit Hall Tear Down
                        (2) Headquarters Offices (HQ Hotel)
   7 a.m. to 5 p.m.     (2) Headquarters Offices (HQ Hotel)
                        (2) Headquarters Offices (Overflow Hotel)
  7 a.m. to 5:30 p.m.   (4) Committee Meeting Rooms
                         - Each with conference style seating for 15–25
                        Delegate Assembly Meeting
                         - Hollow square for 90 with Gallery seating for 30
                         and perimeter seating for 30
                         (Minimum 8,000 GSF)
   11 a.m. to 2 p.m.    Delegate Assembly Luncheon
                        - 100 people at banquet rounds
                        - Ideal location via air wall in meeting room




                                                                              19
                             NASP ANNUAL CONVENTIONS
                           FOOD AND BEVERAGE REVENUES


 2006          2007            2008               2009             2010         2011          2012
Anaheim       Hilton       New Orleans      Boston Marriott       Hyatt      Hilton San     Marriott
 Hilton      New York        Marriott        Copley Place        Regency     Francisco
                                                                 Chicago                     Loews
Marriott     Sheraton       Sheraton            Sheraton
Anaheim      New York      New Orleans           Boston                                    Courtyard

                                             Westin Copley
                                                Place
   $             $               $                 $                 $            $             $

       *Figures do not include revenue from ICW affiliate functions, cash-&-carry sales, or outlet
       usage.




                                                                                                 20
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS
       FUTURE CONVENTION SITES/DATES

                             2013
                          Seattle, WA
         Washington State Convention and Trade Center
                    February 12–16, 2013


                             2014
                       Washington, DC
          Marriott Wardman Park and Omni Shoreham
                     February 18–22, 2014


                             2015
                         Orlando, FL
          Walt Disney World Swan and Dolphin Resorts
                     February 17–21, 2015


                             2016
                      New Orleans, LA
        New Orleans Marriott and Sheraton New Orleans
                    February 10–14, 2016


                            2017
                       San Antonio, TX
             Henry B. Gonzalez Convention Center
                    February 21–24, 2017


                             2018
                          Chicago, IL
                    Hyatt Regency Chicago
                    February 13–16, 2018




                                                        21

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:16
posted:9/1/2014
language:Unknown
pages:21