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Year 1 |
Year 2 |
Year 3 |
| Day, Date One (1) |
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| Day, Date Two (2) |
|
|
|
| Day, Date Three (3) |
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|
| Day, Date Four (4) |
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| TOTAL |
Notes: [use this space to explain why some years pick up is higher or lower than others]
Historical Room Rates
Room Rates for each year room pick up is listed above. Example of format below
| Year 1 |
Year 2 |
Year 3 |
- Single/Double
- Triple/Quad
- Suite (if applicable)
|
- Single/Double
- Triple/Quad
- Suite (if applicable)
|
- Single/Double
- Triple/Quad
- Suite (if applicable)
|
Historical Spend
Space to share the economic impact your meeting or event can have on a HOTEL/VENUE/CITY.
(Example of format below)
Below is approximately how much was historically spent by the COMPANY ORGANIZATION NAME in the venue for MEETING OR EVENT NAME. Expenses include food and beverage, guest rooms, parking, housekeeping gratuities, audio visual, internet, in-house security, business center and other services provided by hotel.
| Year |
Food and Beverage |
Guest Rooms |
A/V |
Internet |
Retail Outlet |
Other |
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| |
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Benefits of Hosting
Area to explain why a HOTEL/VENUE/CITY should want to host your meeting or event. Example given below
The MEETING or EVENT NAME brings [number] of [titles or description of who attends] to the host city and venue to experience all it has to offer.
The host city and venue receive exposure to potential attendees on the following platforms:
- Marketing Materials
- Program
- Newsletters
- Social Channels
- Website
Other benefits of hosting the MEETING or EVENT NAME including...
Preferred Dates
Dates and timeframes and day-of-week pattern you would be open to hosting your meeting or event. The more date options you provide, the more likely you are to receive proposals that meet your needs. If you are open to multi-year contracts, it may increase a hotel or venues interest in your event, lessen your room rate and increase your concessions.
Attendee Profile
(description of meeting or event attendees)
-
Expected total number of attendees
-
Demographics of attendees
- Where they are coming from
- Title(s) of attendees
- Average age
- Accessibility/Special Needs
- VIPs likely to attend
- Etc.
-
Typical stay
- Staff –XX nights
- Attendees – XX nights
- Other Guests – XX nights
-
Travelling By
- Car – XX%
- Plane – XX %
- Train – XX %
-
Anticipated Attendee Spend (restaurants, shopping, etc.)
- $0.00
Schedule of Events
Meeting or event schedule of events or agenda
Meeting Space
Section to outline meeting space needs. Example given below
Included in this RFP the Meeting Space Needs [insert link or attach spreadsheet to RFP] spreadsheet outlining the meeting space needs of [insert meeting or event name here]. The form should be completed by listing the meeting room or space the hotel and/or venue recommends in order to fulfill those needs.
In addition to completing the form, the following supporting documents should also be submitted:
- Meeting Space Floorplan(s)
- Meeting Space Capacity Chart(s)
- CAD Drawings including rigging points in meeting spaces where rigging is permitted
- Pictures, videos or link to interactive 3-D tour showing all suggested meeting spaces
- History of conventions of similar size and scope hosted in center in the last 12 months with meeting planner contact information.
Should the organizer need guidance on determining space needs, below are online resources that may be of assistance:
Sponsorships and Activations
The MEETING or EVENT NAME often obtains sponsors that have various benefits or activations that are delivered onsite.
Bid should include information, guidelines and restrictions that may apply to sponsorships activations. This should include any guideline documents, limitations, compliance, rules, fees, or other implications that may impact cost, space, or permitted activities relating to sponsorships secured by the COMPANY/ORGANIZATION NAME . We welcome any photos/examples of how these sponsorships or other sponsorship activations could be executed at your venue.
Hotel(s)
Hotel(s) for consideration should offer [insert specific requests for the hotels that respond. Some ideas include:
- Headquarters hotel must be full-service
- Overflow hotels (if applicable) may be limited service
- Ideally properties will have a 3-star or 4-diamond rating
- All hotels ideally will be within ½ mile of meeting venue, if not at hotel
- If hotel is more than ½ mile from meeting venue, we request complimentary shuttle service
- Hotel(s) should have the following amenities:
- Multiple restaurants offering breakfast, lunch and dinner
- Room Service
- Fitness Center
- Pool
- Business Center
- On-site transportation provider
- Concierge
Provide the following for each hotel proposed:
- Total number and type of guest rooms
- All current taxes and fees added to room rate
- ADA compliant guest rooms – number, amenities, etc.
- Check in/out times
- Distance to airport(s)
- Public transportation options
- On-site restaurants
- Off-site restaurants within walking distance
- On-site parking options and fees
- Date and recap of last renovation(s)
- Anticipated date and recap of future renovation(s)
- Is the hotel/venue a Union hotel? If yes, which departments are covered by union agreements?
- Amenities offered to guests (pool, fitness facilities, and high-speed internet) and costs associated, if applicable
- How property (or properties) meets ADA guidelines
- Listing of all venue exclusive services
- List of all preferred and/or approved outside vendors
- Meeting Planner and Vendor Guide(s) or other listing of all rules, regulations, requirements and associated costs or fees
- How is your property socially responsible – for example, are you able to put recycling bins in meeting rooms, water coolers vs. bottled water, recap of green policies and initiatives
Guest Rooms
Section to outline guest room needs. Example of format below
Room Rate
- Standard room rates will not exceed $XXX exclusive of all taxes and fees but including resort fee, if applicable
- Staff rate will be discounted XX% from standard room rate
- Rate will be the same regardless of occupancy
Things to consider and make sure to mention, if applicable, as they can impact the room rate(s) offered:
- Are government per diem rates required?
- Are the rates you ask for commissionable?
- Will you be collecting a room rebate?
- Will guests be making their own reservations, or will a rooming list be provided?
- Will guests be paying for the rooms themselves, or will room charges go to the master account?
Requested Room Block
| |
Year 1 Guest |
Year 1 Staff |
Year 2 Guest |
Year 2 Staff |
Year 3 Guest |
Year 3 Staff |
Day,
Date One (1) |
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Day,
Date Two (2) |
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Day,
Date Three (3) |
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Day,
Date Four (4) |
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Day,
Date Five
(5) |
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| TOTAL |
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- [insert if you have a certain number or percentage of guest rooms that should have two beds]
- XX of the rooms in the block at the headquarter hotel should be suites
- XX of the rooms in the block should be accessible
Attrition
- We request XX% attrition.
- We are requesting the ability to annual adjust the room block approximately ten months prior +/- 10% based on historical pick up and estimated attendance the following year without penalty. Attrition will be based on revised block.
Contract Terms
Below is a high-level review of the clauses and terms the MEETING or EVENT NAME prefers to have in all contracts. Exact language and terms will be mutually agreed upon during negotiations.
If you are in need of commonly requested terms and conditions, below is a list of online resources you can refer to:
Concessions
[use this section to ask for concessions from the hotel/venue provided security. For example:]
Below please find a list of the concessions the ORGANIZATION/COMPANY NAME is requesting in consideration of the overall spend our spellers, parents, regional partners, officials, staff, and sponsors will make during our event each year. In your proposal, indicate which of the below concessions the hotel/venue agrees to include in all contracts, and any concession modifications you are requesting the ORGANIZATION/COMPANY NAME consider.
If you are in need of commonly requested concessions, below is a list of online resources you can refer to:
Food and Beverage
[use this section to share your F & B needs using the F & B needs spreadsheet. Having the hotel/venue complete the F & B Needs spreadsheet, it will allow your to compare hotels/venues on an apples to apples basis]. The Food and Beverage Needs [complete an insert link to it here] spreadsheet outlines the ORGANIZATION/COMPANY NAME anticipated meal schedule including type of meal (breakfast, lunch, dinner, reception, break, all-day snack), anticipated number for each meal function, ideal price range for the meal and sample menu for that meal.
Provide the following for with your bid:
- Completed Food and Beverage needs worksheet with hotel/venue insert the projected cost for each meal function listed
- Current banquet menus
- All rules and regulations associated with food and beverage service
- Current tax, service, bartender, carving station and other fees associated with food and beverage service
We also request the following concessions related:
Requested concessions/allowances. Refer to commonly requested concession resources above for ideas.
[If F & B related sustainability and sourcing is important to your organization, consider asking these questions:
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Do you provide water dispensers / minimized pre-filling water jugs & glasses
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Can you label all food and drinks and include sustainability details where appropriate (i.e. local lamb with organic rosemary)
-
Do you cater for those with special dietary requirements (i.e. allergens/halal/vegan)
-
Do you ensure a vegetarian or vegan option is available at all times when food is served
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Can you supply organic juices and locally produced drinks
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Do you compost unused food and other organics
-
Do you offer bulk dispensers for condiments and spices vs individual packets
-
If required, can you measure the amount of food used for event
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Is your coffee and tea certified organic, Rainforest Alliance or Fair Trade Certified?
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Do you serve from large containers rather than individual bottled drinks? (i.e. From large bottles or cartons rather than individual cans).
-
Can you produce a menu board rather than individual menus for guests
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Do you offer "reusable" water bottles, glasses, china, flatware, linens
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Do you offer composable dining supplies
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Can you provide reusable tableware (i.e. china plates, glasses and serving utensils) rather than disposable items
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Do you have reusable table linen and napkins
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Have you minimized your use of "bio-degradable" products i.e., plastic bottles, styrofoam
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If disposable tableware or takeaway food is required, can you provide compostable/biodegradable/bio-based, recyclable, or products made with recycled content (i.e. recycled cardboard, palm, corn based products)
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Do you install recycling bins both front and back of the house to capture food and other waste streams?
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Do you donate leftover food to the local community or nonprofits organizations? (to the extent allowable by local health codes) (i.e. Global food banking network www.foodbanking.org
Sustainability
Bid should include Yes or No answers to the following questions and any additional or supporting information you wish to provide regarding your sustainability program(s) and procedure(s).
- Does your hotel/venue or parent company have formal sustainability or ESG policies/plans with specific and trackable goals or measurements? Yes/No
- Are your hotel/venue or parent company's carbon emissions measurements calculated using the Hotel Carbon Measurement Initiative (HCMI)? Yes/No
- If no, are your hotel/venue or parent company's carbon emissions measurements calculated using the Greenhouse Gas (GHG) Protocol? Yes/No
- Are your hotel/venue or parent company's total waste measurements calculated using the Hotel Waste Measurement Methodology (HWMM)? Yes/No
- Does your hotel/venue offer plant-based meal options? Yes/No
- *OPTIONAL* What was your hotel's latest annual carbon footprint per room per night, in kg CO2e?
For more information on GBTA’s Sustainable Procurement Standards for Accommodations visit gbtafoundation.org/sustainable-procurement-standards-for-accommodations/
Security
[use this section to ask for information on the hotel/venue provided security and how they will work with your needs. For example:]
Bid should include answers to the following questions.
-
Does the venue have organic security or contracted security?
-
If organic:
a. What is their scope?
b. Qualifications?
c. Vetting process for hiring?
-
If contracted:
a. With whom is the contract?
b. What is your vetting process?
c. Does the contract allow for the ORGANIZATION/COMPANY NAME to bring in its own security?
-
Will the ORGANIZATION/COMPANY NAME be able to review the contract if venue is chosen?
-
Is there a Security Operations Center (SOC)?
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Will the ORGANIZATION/COMPANY NAME Security and/or 3rd party contractors have unfettered access to the SOC before and during the event?
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What are the specs, capacity, capability of the camera systems?
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Do the entrances to the proposed venue have the infrastructure to support security systems (i.e. metal detectors)?
-
Will the ORGANIZATION/COMPANY NAME security team have access to a secure space for briefing/debriefing and planning?
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Does the venue have an existing contract for 3rd party "Event" Security and if so with whom?
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How do the venue security officers communicate when on duty?
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How is access controlled to secure spaces (i.e. loading docks, kitchen back doors, etc.)?
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How is security in the parking area managed/controlled?
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What is the venue's Active Shooter plan and when is the last time staff was trained and/or it was practiced?
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Is there a standard venue process for access control for event participants? For example: credentials, lanyards, other wearable identification.
Audio/Visual
[use this section to share you’re A/V needs. If you already know your A/V needs, list them here. If you do not, you can ask the following questions to get a picture of the A/V environment at the hotel/venue}
Please provide the following in your bid:
-
Can we bring in an outside Audio-Visual Company?
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Is rigging exclusive or can an outside A/V and/or production company provide motors/truss for setup?
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In full detail, explain all rigging fees including point fees, pricing structure (for example are fees per point, per day or per point for length of the event)?
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Are there any rules or restrictions as to when outside contractors can access contracted spaces for set up and tear down as well as throughout the contracted event days?
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Are we able to store dead cases and other equipment not in use within contracted meeting spaces?
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Provide current menu of services and prices for renting equipment, labor, fees (such as patch fees), etc.
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Provide all rules and regulations regarding things such as security requirements for outside vendors, shadow rules, etc.
Internet and Bandwidth
internet and bandwidth needs
If organizer needs guidance understanding internet and bandwidth needs for the meeting, refer to the Internet and Bandwidth Evaluation for Internal Use spreadsheet for guidance.
Technical Requirements
Space to request information specific to your needs for production of your meeting or event. Example of questions to ask are below
Please provide the following in your bid:
Dock access
- Provide photos of dock(s) for load-in/load-out.
- Does the dock space have limitations on truck size?
- If an elevator(s) is part of the load-in path, provide entry door dimensions and interior dimensions of each elevator. Provide weight limit for each elevator.
- Are there any days of the week or times of day the dock is not accessible for production load-in?
- Are there dock fees? If so, provide rules and regulations and detailed rate sheet.
Semi-Truck Parking
- Is there onsite parking available for one (1) or more 53’ semi-tractor and trailer?
- Is this available at the dock? If not, provide description and map of location.
- Is there a fee for semi-truck parking?
Rigging Information
- Provide complete information on rigging points available for general session and marketplace space required in this bid.
- Include soft copy of rigging plot, and weight limits per point.
- Are point fees charged? If so, provide rate sheet.
- Does the hotel/venue have a lift available for rigging?
1. If so, who can operate it?
2. What is the cost to rent per day or per event?
Power
- Provide rates for above power.
- Confirm if rates are daily or per event.
- Are there additional fees for electrician tie-in/untie?
Stagehands
- Provide complete and detailed rules, regulations and rates for local stagehand labor and who this is booked through.
Staging
- Provide the following details on the staging available:
a. Dimensions
b. Height options
c. Quantity available
d. Stair units available
e. Wheelchair lift or ramp availability and fees for usage
House Light System
- Describe house light system for general session space as required in this bid.
a. Is the system dimmable?
b. Is there a remote for the system or only wall panel(s)
c. If there is a remote, is there a fee to utilize it?
Pricing
Miscellaneous
Tours and Local Activities
[use this section to request information on local activities and tours your attendees can participate in during their downtime]
Submission Procedures
[insert submission procedures here, example/suggestion given below]
An electronic copy of your proposal must be delivered to [insert name, title and email address] by close of business no later than [insert date]. Proposals received after this time will be considered late and may be disqualified.
All questions related to the RFP, its specifications, or the review process must be received by [insert date]and should be directed to: [insert name, title and email address]
Letter of Intent
We invite your company to submit a competitive proposal that addresses our needs. If you intend to respond, please notify us by sending a completed “Intent to Bid” form to NAME, TITLE and EMAIL ADDRESS no later than DATE HERE.
Proposal Response Format
In responding to the questions, please reproduce each question in order, followed by your response. Responses should not be conditional or incomplete or contain any alterations from the questions supplied.
Proposals should include:
[insert bulleted list of all items you require in proposals]
RFP Timeline
The estimated timeline for this RFP and the decision-making process is outlined below.
[important dates including anticipated decision and contract signature timelines]
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