Request for Proposal Host for 2019 - Indiana Tourism...
Transcript of Request for Proposal Host for 2019 - Indiana Tourism...
RequestforProposalHostfor2019
TheIndianaTourismAssociationisissuingaRequestforProposalfortheopportunitytohostthe2019IndianaTourismConference.Theconferencerotatesbetweenthenorthandsouth,usingInterstate70asthedefiningline.TheconferencewillbeheldinClarksvillein2018,soin2019theconferencewillbeheldnorthofI-70.Thisannualeventbringstogethertourismbusinessesfromaroundthestateforthepurposeofconductingeducationalsessionstobettereducatetheemployeesofthetourismindustryandnetworkingwithotherindustryprofessionals.PleasetakeamomenttoreviewtheentireRFPandpassitontoanyhotelsorlocalconventioncentersthatmightbeinterestedinhostingtheevent.ItispreferredthatproposalsaresubmittedthroughalocalCVB/DMOinonepacketelectronically.AllproposalsshouldbesubmittednolaterthanSeptember30,2017to:CarrieLambertcarrie@indianatourismassociation.com317.902.4557Ifyouhaveanyquestionsorneedadditionalinformation,pleasefeelfreetocontactCarrieLambert.HostcitywillbenotifiedbyNovember1,2017.
DateRequested:WeekofMarch4or11,2019;Monday–WednesdaypreferredRoomBlockRequirements:
• Firstnight–150rooms*• Secondnight–150rooms*• Rateshouldbeunder$150/night• 2018rateswillbe:$89.95foraKingand$92.95foraQueen• Includeanycomp/discountroomsbasedonbooking(tobeusedbyconferenceforspeakersandstaff).
*Thisisanestimateofroomneeds.
MeetingSpaceRequirements(subjecttochange):FirstDay(Monday)
• 2-8pm RegistrationAreawithvendorspaceavailable• 3-4pm BreakoutRoom(BoardMeeting)–upto50• 4-5pm GeneralSession–upto200w/spaceforboothsonperimeter• 5-7pm OpeningReception–upto200(canbeheldw/generalsessionoroffsite)
SecondDay(Tuesday)
• 7:30am-5pm RegistrationArea• 7:30-9am BreakfastRoom–upto250• 9-10am GeneralSession–upto200• 10-12pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30 • 12-1pm BanquetRoomupto250• 1-3:30pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 4-5pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 6-10pm BanquetRoomforDinnerandAwardCeremony(couldbeheldoffsite)
ThirdDay(Wednesday)
• 7:30-9am BreakfastRoom–upto250• 9:30-10:30am GeneralSession–upto200• 10-11:30am ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 11:30am-1pm BanquetRoomtoserveboxedlunchesupto200
HotelContractSpecifications:Proposalsmustaddressthefollowing:
• Uponsigningcontract,IndianaTourismConferencemusthaveaguaranteedlowestroomratefortheconferenceaswellascut-offdateforhotelrate.
• OptiontoincreaseblockduetounexpecteddemandinregistrationandwithpropernoticefromITA.• Conventionrateshonoredtwodaysbeforeandtwodaysafterconference.• Thehotel/conventioncenteragreestomakeeveryeffortpossibletoaccommodatetheconferenceif
additionalmeetingspaceisrequired.• Onecomplimentaryroomofferedforevery30roomsbooked.• OnecomplimentaryroomorhospitalitysuiteforusebyITAstaff.• Nochargeformeetingspace.Negotiableforbanquetspace.• Theconferencecommitteewillbesolicitingsponsorshipsforvariousfood,beverageandAVneedsofthe
eventandsponsorlogoswillbedisplayedprominentlyonvarioussignagewhereappropriate.• Includelayoutofmeetingspace(floorplansandpromotionalsaleskitprovidedifable).• ITAencouragesproposalsfromInRLAmemberhotels.
HostCityRequirements:
• PreferencegiventoITAmembers.• TheCVB/DMODirectororPresidentmustserveasaco-chaironaconferencecommittee.• $5000Sponsorshipof2018closinglunchtoannounce2019location.• $5000Sponsorshipof2019Conference–additionalcostsmightbeincurredatthediscretionofthe
CVB/DMO.• Developpartnershipsand/orsponsorshipswithareabusinesses/organizationstoprovidevalueto
attendeeswhilekeepingcostsdown(IE:transportation,foodandbeverage,touristattractions,etc).• Encouragedtorecommendandhelpsecurepertinentkeynotespeakerthatisrelevantandhasatietothe
localarea.• Promoteconferencetolocalandregionalorganizations.
Finalselectionwillbebasedonlocation,price,potentialopportunitytodriveattendanceandthoroughnessofproposal.Seeadditionalpageforscoringrubric.
5pts RoomBlockRequirement(150/2nights)5pts Rateunder$150/night5pts CompRoomsOffered(1:30)
5pts Meetmeetingspacerequirements?5pts Ismeetingspacecomped?5pts Layoutofvenueincluded
5pts DMOmemberoncommittee5pts $5000Sponsorship20185pts $5000Sponsorship20195pts Met9/30/17deadline
5pts ITAMember5pts DMOSubmitted5pts Additionalsponsorshipsoffered?5pts Location/hotelandconfspaceproximity5pts Overallprice5pts Opportuntytodriveattendance?5pts Newhost/venue5pts Enhancedsocialfunction/receptionopp.10pts Thoroughness/OrganizationofProposal
DMOSubmitted
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