PROPOSAL LETTER
16 July 2007
Mr. Edwin Martin Siam University 235 Petkasem Road Bangkae Bangkok 10160
Tel : 02 4570068 ext. 5304 Fax : 02 8686885 E-mail : edwinrwm@yahoo.com
Dear Mr. Martin, RE: 14th APTA Conference – Asia Pacific Tourism Association / 9-12 July 2008
We are delighted that Siam University is considering the Shangri-La hotel, Bangkok as the venue for the 14th APTA Conference – Asia Pacific Tourism Association. As per your specific requirements, we have outlined the following terms and conditions of the agreement for your kind confirmation: DAILY ROOM BLOCK The Hotel shall reserve a block of guestrooms to meet the requirements of the Organiser as outlined below: Room Categories No. of rooms Total DAILY ROOM RATES Room Category Deluxe Room Executive River View Room Room rate per room per night (Single/Double) THB 5,500++ / THB 6,000++ THB 6,500++ / THB 7,000++ July 2008 10 11 100 100 100 100
9 100 100
12 C/O C/O
The room rates quoted above are: - Subject to seventeen point seven percent (17.7%) service charge and prevailing government taxes. - Inclusive of buffet breakfast - Non-commissionable Should the Thai Government increases the percentage of tax collected on room and / or meal rates, or impose additional tax / levies, the hotel will increase the contract rate accordingly irrespective of the existing contract.
SHANGRI-LA HOTEL PUBLIC COMPANY LIMITED Public Company Registration No. 424 TAX ID. 3101155754
89 Soi Wat Suan Plu, New Road, Bangrak, Bangkok 10500, Thailand. Tel. +66 (0) 2236 7777 Fax. +66 (0) 2236 8579
Page 2 of 6 14th APTA Conference – Asia Pacific Tourism Association 9-12 July 2008 PERIOD OF OCCUPANCY The rooms as reserved shall be made available for occupancy after 1400 hours on the day of arrival. Should delegates wish to occupy the room before 1400 hours, placing a reservation a night prior to the arrival date is recommended. Check-out time is 1200 hours. Daily group rate will be chargeable for late check-out beyond 1200 hours.
SPECIAL CONCESSIONS
• The Hotel will provide one (1) complimentary Deluxe room for every 30 (thirty) paying rooms up to a maximum of two (2) rooms per day. • The hotel is pleased to upgrade 1 Deluxe Room for every 50 paid rooms to the next best category per night with maximum of 2 rooms per day. FUNCTION SPACE ASSIGNMENT The Hotel shall reserve the following function space.
Date 9 &12 July 2008 10-11 July 2008 Start Time 19:00 End Time 22:00 Function Welcome & Farewell Party Dinners Meeting Room Ballroom I or Similar room Ballroom II or Similar room Ballroom III or Similar room FR Foyer Hotel’s Outltet FR Foyer Set Up Round Table Please advised Please advised Standing Existing Standing Agreed Attendance 400 Remark
Please see F&B price list.
08:00
17:00
150
Full Day Meeting Package THB 1,500++/person/day Please see function room rental. Included in meeting package. Included in meeting package. Included in meeting packages.
08:00 10:30 12:00 15:30
17:00 11:00 13:00 16:00
Breakout AM Coffee Break Lunch PM Coffee Break
150 300 300 300
Function rooms are assigned according to the expected attendance and set up. The Hotel reserves the option to assign alternative meeting space suitable for the Group’s requirements should the expected attendance change, subject to availability and prior agreement from the Organiser The above special rental and food & beverage charges are accorded with the understanding that a minimum of 100 guest rooms will be utilized during peak night of the Group. In the event that guest room utilization falls below the agreed minimum, the Hotel will have the right to revise the rental and food and beverage charges.
Page 3 of 6 14th APTA Conference – Asia Pacific Tourism Association 9-12 July 2008 MEETING PACKAGE Full Day Meeting package The Hotel is pleased to offer the Organiser a special meeting package priced at THB 1,500++ per person per day throughout the period of the meeting (applicable for a minimum attendance of 300 persons for each function). The meeting package also includes the following: • Use of main meeting room from 08:00-17:00 hrs. • 2 coffee/tea breaks daily in the morning or afternoon • Choice of Chinese, Western or buffet luncheon • Complimentary use of one overhead projector or colour slide projector with front projection screen in main meeting room • Use of one (1) flipchart, one (1) whiteboard • Still table water (or soft drinks) for selection throughout the meeting • Meeting stationeries • Selection of mint or candies Half Day Meeting package The Hotel is pleased to offer the Organiser a special meeting package priced at THB 1,400++ per person per day throughout the period of the meeting (applicable for a minimum attendance of 300 persons for each function). The meeting package also includes the following: • Use of main meeting room from 08:00-12:00 or 13:00-17:00 hrs. • 1 coffee/tea breaks daily in the morning or afternoon • Choice of Chinese, Western or buffet luncheon • Complimentary use of one overhead projector or colour slide projector with front projection screen in main meeting room • Use of one (1) flipchart, one (1) whiteboard • Still table water (or soft drinks) for selection throughout the meeting • Meeting stationeries • Selection of mint or candies SIGNATURE EVENTS • A written proposal and quotation for the event on the next working day upon enquiry • Dedicated Event Management team to handle all arrangements of the event • Dedicated AV Technician throughout the event to ensure smooth operation of equipment • Dedicated Meeting Attendant to assist all messages and on-site service requirements during the event • Dedicated Event Specialists in key departments to provide seamless service across the hotel • Value-add Meeting Package
Page 4 of 6 14th APTA Conference – Asia Pacific Tourism Association 9-12 July 2008 For Meeting Planners: for group of 50 paying rooms and above • One complimentary airport round-trip transfer for the event organiser during the group dates • Upgrade to a larger guest room with work space • Special rate for pre- and post-event stay • Complimentary breakfast at café or Horizon Club lounge • Free mobile phone for local calls throughout the stay • Free flow of coffee/tea and drinking water in the secretariat room • Free local calls • Free guestroom broadband internet access • Free in-room fax machine and printer • 25% discount on all business centre services
FOOD AND BEVERAGE PRICING
Private Banquet Food and Beverage Price 2008 1. Buffet Breakfast : 2. International Buffet Lunch : 3. International Buffet Dinner : 4. International BBQ Buffet Dinner : 5. Seafood BBQ Buffet Dinner : 6. Thai Set Dinner : 7. Western Set Dinner : 8. Gala Dinner (5 courses) : 9. International Cocktail (food only) : 10. One Hour Open Bar (Standard Brand) : 11. One Hour Open Bar (Premium Brand) : 12. House Wine (Red or White) : 13. Local Beer : 14. Draft local Beer : 15. Soft Drink : 16. Fruit Juice : 17. Mineral Water :
THB 950.- net/person THB1,300.- net/person & above THB1,450.- net/person & above THB1,850.- net/person THB2,250.- net/person THB1,300.- net/person & above THB1,300.- net/person & above THB2,950.- net/person & above THB 950.- net/person & above THB1,450.- net/person THB1,550.- net/person THB2,400.- net/bottle THB 350.- net/glass THB9,800.- net/barrel (30 litres) THB 250.- net/glass THB 350.- net/glass THB 350.- net/bottle
Remark : A minimum of 50 paying guests and above is required for private arrangement. The above rates quoted are non-commissionable and net, inclusive of 10% service charge and 7% value added tax.
AV EQUIPMENT The hotel will provide the following equipment on a complimentary basis. - 1 set of slide projector with screen (Front Projector Screen) - 1 set of overhead projector with screen - 1 set of TV monitor & VDO - Podium with microphone - White board, flip chart with markers - Note pad and pencils
Page 5 of 6 14th APTA Conference – Asia Pacific Tourism Association 9-12 July 2008 SERVICE CHARGE, GOVERNMENT TAX & GST All rates, unless otherwise quoted, are subject to seventeen point seven percent (17.7%) service charge and prevailing government taxes . FUNCTION ROOM RENTAL
Function Categories Ballroom I Ballroom II Ballroom III Half Day (08:00-12:00 or 13:00-17:00 hrs.) THB 71,500 THB 49,500 THB 49,500 Full Day (08:00-17:00 hrs.) THB 137,500 THB 93,500 THB 93,500 Prime Time (18:30-24:00 hrs.) THB 148,500 THB 104,500 THB 104,500 24 hrs hold THB 302,500 THB 205,700 THB 205,700
The rates quoted above are non-commisionable and net, inclusive of 10% service charge and 7% values added tax.
REMARK : The above function room rental quoted are year 2007 and will be increase 10% annually. RATE CONFIDENTIALITY All rates should not be disclosed, directly or indirectly, unless explicit written approval is given by the Hotel. Rates are valid for a period of 1 month from issue date. At present, the guest rooms and function space are available. However, we have not reserved the space until you instruct us to do so. Kindly advise us soonest possible if you would like us to tentatively reserve the space for you. Please note space assignment will be on first come and first served basis. Mr. Martin, we look forward to your comment on this proposal. We sincerely hope to have the opportunity of assisting you with this important event. Meanwhile, should further details be required, please feel free to contact me any time at your convenience. Once again, thank you for considering Shangri-La Hotel, Bangkok.
Yours sincerely,
Wiyada Sornprapha Director of Convention Sales Shangri-La Hotel, Bangkok Email : wiyada.sornprapha@shangri-la.com DID + 662 206-8734 Tel. + 662 236-7777
Page 6 of 6 14th APTA Conference – Asia Pacific Tourism Association 9-12 July 2008 Fax + 662 236-8570 Web : www.shangri-la.com
WSA/JUN File : S/Sales/Proposal/MICE/2008/SiamUniversity_20080709_14thCPTAConference