an analysis for organizations in event planning?
an analysis for organizations in event planning
analyzing three Request for Proposals (RFP). The proposals are from the following organizations: • Nebraska Tourism Commission For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2025 conference (note – the actual submission deadline has passed, but for the purposes of this project all other information stands) o The Farnam – Omaha, Nebraska • Outdoor Writers Association of America For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2024 conference. o The Riverhouse on the Deschutes – Bend, Oregon • American Massage Therapy Association For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2024 conference. (Note – the submission dates have passed, but for the purposes of this project all other information stands) o Philadelphia Marriott Downtown – Philadelphia, Pennsylvania Note – this group may need to use space at the nearby Pennsylvania Convention Center The RFPs provided are real. While some of the RFPs have language referring to the host city or the CVB, for this project, the hotel will be reviewing the requests. Additionally, assume that the hotel has the room nights and meeting space available. Some of the RFPs have due that have passed. Ignore that and assume it is a current. Nebraska Tourism Commission is the only one written pre-pandemic (original due date was March 2020. This organization sends out proposals for a 3-year period for 3 different cities.
HFT4508 Group Business Sales and Services | Spring 2022 Page 1 of 2
HFT 4508 – Group Business Sales and Services
Request for Proposal (RFP) Analysis – 100 points
Due Date: Sunday March 27, 2022 by 11:59pm
Description
This project will take you through the process of analyzing three Request for Proposals (RFP).
The proposals are from the following organizations:
• Nebraska Tourism Commission For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2025 conference (note – the actual submission deadline has passed, but for the purposes of this project all other information stands)
o The Farnam – Omaha, Nebraska
• Outdoor Writers Association of America
For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2024 conference.
o The Riverhouse on the Deschutes – Bend, Oregon
• American Massage Therapy Association
For this project, you will be part of the sales team with the hotel listed below. Your job will be to analyze the RFP and determine if this is the right business for your property. You are bidding for the 2024 conference. (Note – the submission dates have passed, but for the purposes of this project all other information stands)
o Philadelphia Marriott Downtown – Philadelphia, Pennsylvania Note – this group may need to use space at the nearby Pennsylvania Convention Center
The RFPs provided are real. While some of the RFPs have language referring to the host city or the CVB, for this project, the hotel will be reviewing the requests. Additionally, assume that the hotel has the room nights and meeting space available. Some of the RFPs have due that have passed. Ignore that and assume it is a current. Nebraska Tourism Commission is the only one written pre-pandemic (original due date was March 2020. This organization sends out proposals for a 3-year period for 3 different cities. This current RFP is for 2023 – 2025.
HFT4508 Group Business Sales and Services | Spring 2022 Page 2 of 2
How to Begin
• Get to know your properties • Explore the DMO for each city and find out if your hotel is listed. If it is listed, study how it is
positioned via the DMO • Research the organizations submitting the RFPs
o Examine the organizations past conferences • Read the articles provided in the RFP Project Module
Submission Requirements – 100 pts
• (30 pts) – Excel Worksheet Questions 10 points for each organization o Complete the RFP worksheet per instructions found in the worksheet o Upload to Canvas as an attachment to the assignment. o Name your file per the following: Lastname_Firstname_HFT4508Spring2022_RFP
• (15 pts) – Questions to Event Organizers
After analyzing the RFP, develop one question for each organization. The questions must be different (for example, you cannot ask for budget three times). The additional questions are to provide you more information about the event that might not be included or lacked depth of description in the RFP submission. Must be specific to the RFP. o (5pts) – Nebraska Tourism Commission o (5pts) – OWAA o (5pts) – AMTA
• (45 pts) – Narrative
15 points for each organization By way of a narrative, detail your assessment of each RFP Specifically, o How does your hotel meet the needs of the group?
Include how your hotel compares with past conferences – location / amenities o How does hosting the group benefit your hotel?
Revenue implications beyond room nights? Marketing opportunities?
o Any challenges or downside with hosting the group? o Would you recommend submitting a bid to the organization? o Any surprises in the RFP or language/terminology used?
• (10 pts) – Peer Comment
o Read over the posts from your classmates. Select one post and write a peer comment.
,
Spring 2022
UPDATE WITH YOUR NAME | |||||||
HFT4508 – RFP Analysis Worksheet | |||||||
Spring 2022 | |||||||
INSTRUCTIONS: | |||||||
Provide a check for each line item found in the RFP | |||||||
If the information is not provided in the RFP, enter NOT PROVIDED | |||||||
Nebraska Tourism Commission | Outdoor Writer's Association of America (OWAA) | American Massage Therapy Association (AMTA) | |||||
Display the Details – General Information | |||||||
Overview of the organization | |||||||
Conference history | |||||||
What is the conference and why it is being held | |||||||
Theme of the conference | |||||||
Attendee demographics | |||||||
Transportation needs | |||||||
Range of activities | |||||||
Example of schedule of events | |||||||
Meeting history | |||||||
Is there a contact name(s) if the hotel has a question about the RFP | |||||||
Define the Purpose | |||||||
Conference objective | |||||||
Annual meeting or one-off event | |||||||
If annual, opportunity to hold the meeting at the same location or within a rotation to return to your venue | |||||||
Create a Complete Event Profile | |||||||
Submission Details | |||||||
Deadline for proposals to be received | |||||||
Details of where, how, and to whom the proposals should be returned | |||||||
Indicate when a final venue decision will be made | |||||||
Timing Details | |||||||
Give dates and times of the event | |||||||
Indicate amount of set-up time/ days required | |||||||
Include breakdown times / days required | |||||||
Indicate how early they need access on the day of event | |||||||
Event Details | |||||||
Description of event | |||||||
What format will it take | |||||||
Event's topic and vision | |||||||
Specific ambience or feel of the event? | |||||||
Does the event have a website or social media handle set-up | |||||||
Audience Details | |||||||
Minimum and maximum numbers expected | |||||||
Room lay-out preferences | |||||||
Demographics of target audience | |||||||
Will attendees bring spouse / partner / family | |||||||
Spouse / Guest programming needs | |||||||
Meeting Room Details | |||||||
Main room and size | |||||||
Number of break out rooms and size | |||||||
Prefunction space and size | |||||||
Where will refreshments be served and is it a separate space | |||||||
Distance needed between meeting rooms? | |||||||
Floor plans and recommended set-up provided? | |||||||
Green room? | |||||||
Organizer / staff room? | |||||||
Exhibit space and how much | |||||||
Any other special room needs | |||||||
ADA or other accessibility needs | |||||||
Off-site venues / events | |||||||
COVID protocols | |||||||
Food and Beverage | |||||||
Budget for catering spend | |||||||
Type of food and beverage | |||||||
Special requests | |||||||
Tech and AV | |||||||
AV set-up or tech equipment needs for each space | |||||||
Wi-Fi – broadband requirements | |||||||
Hybrid component | |||||||
Dedicated network or specific security | |||||||
Any tech that is being incorporated or extras that a speaker will need | |||||||
Accommodations | |||||||
Anticipated room nights | |||||||
Room reservations made through hotel or housing bureau | |||||||
Total staff and speaker room needed | |||||||
Budget | |||||||
is the budget included? | |||||||
Sleeping room rate provided | |||||||
Request for concessions included | |||||||
Does F&B detail include gratuties |
,
To: Nebraska Tourism Industry Partners
From: Callie Austad, Nebraska Tourism Commission
Re: 2023, 2024 & 2025 Tourism Conference Request for Proposal
_____________________________________________________________________________________
The Nebraska Tourism Commission is accepting bids from communities to host the Nebraska Tourism
Conference for 2023, 2024, and 2025.
Tourism professionals from across Nebraska attend the Tourism Conference each year to network with
colleagues, attend educational workshops, listen to local as well as national speakers, and to reward
outstanding tourism efforts at the Nebraska Tourism Awards Banquet. The Nebraska Tourism
Conference is the premier meeting opportunity for the state’s travel industry. The conference is held
during the third week of October, typically taking place from Tuesday through Thursday.
Future Conference Dates:
Please review the enclosed schedule, requirements for lodging and meeting space, host community
responsibilities and facility needs. Chambers and CVBs should work with local lodging properties or
conference centers to submit one bid per community.
Send your submission to:
Nebraska Tourism Commission
Attn: Callie Austad
301 Centennial Mall S.
Lincoln, NE 68509
Bid submissions must be emailed to [email protected] or postmarked by Friday, March 27,
2020. Submissions received after this date will not be considered.
Bid Timeline:
Proposal Submission Deadline Friday, March 27, 2020
Site Visit April 2020
Notification of 2023, 2024 & 2025 Conference Host Cities May 2020
Questions? Please contact Callie Austad at 402-471-7755 or [email protected]
2023
October 17-19th, 2023
2024
October 15-17th, 2024
2023
2025
October 14-16th, 2025
NEBRASKA TOURISM CONFERNCE REQUEST FOR PROPOSAL (RFP)
NEBRASKA TOURISM COMMISSION
The Commission makes all final decisions on speakers, themes, meals, sponsorships, delegate
notebooks, promotional materials, registration information and payments for speaker costs and
meals unless otherwise noted in duties of the CVB.
No major decisions regarding the conference may be made without prior approval of the
Commission.
GOALS FOR SITE SELECTION
The site must be located in Nebraska.
Preference will be given to facilities where the hotel and convention center are connected.
The hotel and conference location must be convenient to an airport and surrounding activities.
The room rate should be competitive for the area and will be taken into consideration during
the proposal evaluation.
HOST RESPONSIBILITIES
Host the conference in one facility. If an independent convention center is involved rather than
a hotel conference center, the community is responsible for all rental fees associated with the
conference and transportation between host hotel(s) and the conference site.
Provide an evening social event (including activities, transportation to/from event location, food
and beverages). Hosts are encouraged to seek sponsorship to offset the cost for the evening.
Provide an official welcome by a local dignitary (mayor, board president, city council
representative, etc.) at the first day lunch.
Staff a community information booth adjacent to the registration table throughout the
conference. Including community information to attendees, pre/post tours and dining options.
Host a networking break at the tourism conference prior to the year they are hosting.
The host CVB can help the Commission by providing leads for local services, entertainers,
possible sponsors and potential speakers in the area.
Distribute gift bags and/or locally sourced products either at information booth or in delegates’
room (optional).
Participate in conference planning.
Assist in marketing the event by producing an initial “teaser” marketing piece to announce the
conference.
Teaser Options:
Creative marketing piece (cost including creation, printing and postage are covered by
host and it must be approved by Nebraska Tourism Marketing Team).
Email Blast to Nebraska Tourism Mailing List (this serves as a personal invitation to the
host community).
NTC is happy to help brainstorm creative ideas.
This material will be the basis for marketing used throughout the conference. Files
should be provided to the marketing team so materials are consistent in development.
*If any of the expenses described as the community’s responsibility cannot be handled by the CVB or conference property, these
costs must be clearly outlined in the bid.
OPTIONAL COMMUNITY ACTIVITY
The host CVB can create and offer additional activities and/or a pre/post conference tour. The host
community covers all costs associated with this activity, including transportation, admission fees,
marketing materials, etc. If a pre/post conference tour is planned, the host CVB can recoup costs for the
tour by charging attendees with a separate fee (which the host CVB will collect). The Commission can
help with marketing the event and/or tour via its email listserv and other media.
INCLUDE THE FOLLOWING IN YOUR BID:
Host property brochure and map.
Layout of meeting and exhibition space.
AV equipment prices and capabilities.
Sample lunch and dinner menus (include all prices, fees and gratuities).
Lodging rates for single and double occupancy sleeping rooms.
Number of available sleeping rooms that will be blocked and last date the block will be honored.
All fees associated with equipment rental.
Available parking and associated cost.
ACCOMMODATION REQUIREMENTS:
Minimum: 150 sleeping rooms.
Include room rate with all applicable tax. Include policies on room blocks, guarantees, and cut-
off dates.
Any rooms paid for by Nebraska Tourism Commission must be at the current government per
diem rate and tax exempt.
MEETING SPACE REQUIREMENTS:
1 Banquet facility / General session room for 250 (rounds of 8 -10) and AV capability (entire
conference).
3 – 5 Break-out meeting rooms available at concurrent times in classroom style for 75 (entire
conference).
1 Secured storage room for the Nebraska Tourism Commission’s use (entire conference). It’s
preferred that the secured storage room is available one week prior to the conference start
date. This secured storage space is for pre-conference materials (i.e. sponsor shipments,
conference signage and banners).
Exhibition space large enough to accommodate a minimum 30 8’ areas for sponsors and exhibit
displays including tables and chairs and refreshment breaks stationary for the entire conference.
Exhibition space to house the NETA Silent Auction allowing for minimum 10 6-8’ draped tables in
a secured location near the refreshment break area, stationary for the entire conference.
AUDIO-VISUAL REQUIREMENTS
Audio-visual system is required in all breakout meeting rooms, general session rooms, atrium or
common area and banquet/meal rooms. Clearly state in your bid proposal all conference space
capabilities and limitations. If accommodations or adjustments must be made due to meeting space
requirements, limitations and/or schedule requirements, please clearly address the limitation and what
adjustments may be required.
AV needs: 2-4 LAV wireless microphones on site. Screen(s), AV cart, HDMI cords, VGA Cords, and
LCD projector(s) in meeting and banquet rooms.
On-site AV staff.
Speaker telephone for multiple call-in capability in at least one meeting room (requested but
not required).
Wireless internet access in meeting rooms.
BILLING/CONTRACT
NTC cannot sign any hotel contracts. A letter of intent for full amount to be paid will act as the agreement between the hotel and the state.
NTC is tax exempt and will provide a certificate.
NTC will provide any necessary Certificates of Insurance to disclose self-insurance.
The state of Nebraska cannot agree to liquidated damages nor indemnity clauses. NTC cannot pay for any alcohol costs. NTC will not pay for any additions on any rooms (i.e. room service, safes, turndown services, pet
fees, movies, etc.). NO DEPOSITS Payment will be made in full following the conclusion of the conference. The Nebraska Tourism Commission will not make deposits of any kind prior to the Conference. TERMINATION DUE TO LOSS OF FUNDS This agreement will terminate in full or in part, at the discretion of the Commission, in the event the Commission suffers a loss of funding or termination of the funds which permit it to fund the program. In the event the Commission suffers a loss of funding, the Commission will give written notice which will set forth the effective date or full partial termination, or if a change in funding is required, setting forth the change in funding and the changes in approved budget. SELECTION COMMITTEE The NTC conference planners will review all proposals and make a recommendation to the Nebraska Tourism Commissioners. The Nebraska Tourism Commissioners have final approval. Please use the form below as your cover. Thank you.
NEBRASKA TOURISM CONFERENCE BID
Host Entity Contact Information To be completed and submitted with proposal by host entity
Proposed Conference Dates: ___________________________________________________________ Host Entity Name: ____________________________________________________________________ Contact Name: _______________________________________________________________________ Contact Address: _____________________________________________________________________ Contact Phone: _______________________________________________________________________ Conference Site Name and Location: ______________________________________________________ Hotel Name and Location (if different than conference): _______________________________________ _____________________________________________________________________________________ Conference Site/Hotel Contact Name: _____________________________________________________ Conference Site/Hotel Contact Phone: _____________________________________________________ Conference Site/Hotel Contact Email: _____________________________________________________
2023
October 17-19th
2024
October 15-17th
2025
October 14-16th
,
2024 AMTA National Convention RFP 1
AMERICAN MASSAGE THERAPY ASSOCIATION (AMTA)
REQUEST FOR PROPOSAL
2024 NATIONAL CONVENTION
Thank you for your interest in bidding on the 2024 AMTA National Convention. Proposals must be received by
February 10, 2021. Bids and questions should be sent to: Laura Kozak at [email protected]
Please note, the most recent convention data in this document is from the 2019 National Convention. We
anticipate there will be some changes to this event in the post-covid era and we appreciate your flexibility as we
work through these updates.
Organization Information
The American Massage Therapy Association® (AMTA) is the premier membership association of professional
massage therapists. AMTA is the only international volunteer member-driven organization representing the
profession and has more than 90,000 members. The mission of the American Massage Therapy Association is to
serve AMTA members while advancing the art, science and practice of massage therapy.
Previous & Upcoming National Convention Locations
2016 Wisconsin Center/Hilton City Center Milwaukee, WI October 26-29
2017 Pasadena Convention Center/Hilton Pasadena Pasadena, CA September 13-16
2018 Washington Marriott Wardman Park Washington, D.C. August 8-11
2019 Indiana Convention Center/Westin Indianapolis Indianapolis, IN October 23-26
2020 CANCELLED DUE TO COVID
2021 Tampa Convention Center/Tampa Waterside Marriott Tampa, FL August 26 – 28
SITE SELECTION
Final site selection is determined by the AMTA Board of Directors based on recommendations from AMTA
staff. We ask that all facilities hold the dates until final decisions have been made. The following is a general
timetable for the decision and contracting process.
2024 AMTA National Convention RFP 2
TBD Site visits with finalist cities will be conducted
End of August 2021 AMTA Board of Directors votes on 2024 Location
Mid-September 2021 Finalist cities notified of status
Early October 2021 Initial drafts of contracts from facilities are received by AMTA
End of January 2022 Final contracts are signed by AMTA and facilities
REQUIREMENTS TO BID
Listed below are the requirements to host the AMTA National Convention. Questions regarding bid
procedures and requirements should be directed to Laura Kozak at [email protected]
Convention Dates for Consideration
There are several possible dates for the 2024 National Convention (listed below). By policy AMTA must avoid
religious holidays. Each set of dates details a schedule of Monday & Tuesday Board of Directors Meetings
with Wednesday through Saturday of continuing education and tradeshow. Proposals for the following dates
only will be accepted.
AMTA Board Meeting AMTA National Convention
September 9-10 September 11-14
September 16-17 September 18-21
September 23-24 September 25-28
The following dates would also be considered if there is a substantial difference in room rate and meeting space cost.
AMTA Board Meeting AMTA National Convention
August 12-13 August 14-17
August 19-20 August 21-24
October 14-15 October 16-19
October 21-22 October 23-26
Meeting Space
The estimated meeting space needs for the 2024 National Convention are shown in the AMTA National
Convention Schedule & Meeting Space Needs Worksheet. All meeting space should be located in the host
hotel and/or nearby or adjoining meeting space venue or Convention Center.
AMTA asks that the following be provided at no charge for the duration of the conference:
a. All meeting space.
b. Right to change or expand proposed meeting space without financial penalty to AMTA at any
2024 AMTA National Convention RFP 3
point.
c. Internet lines in the AMTA Staff office and high speed Wi-Fi in the registration and exhibit hall
areas.
d. Wireless internet access for all attendees in all meeting rooms and common areas contracted by AMTA.
Please address details of the following meeting needs:
a. Availability of the Meeting Space needs (attachment).
b. Statement guaranteeing prices for items above six (6) months in advance of the Convention.
c. Complete map/diagram of all meeting space.
d. History of recent meetings of similar size and scope hosted in venue with meeting planner
contact information.
e. Commitment to complimentary meeting space, wired and wireless internet as outlined
above.
f. Flexibility & understanding of AMTA’s ability to change or expand meeting space at any
time without financial penalty.
g. Dock access information.
h. Availability and location of power in space being proposed for general sessions/luncheons
including information on rates and regulations including labor fees for tie-ins if applicable.
i. Contacts and fees for local stagehand labor and rates for Load-In and Strike Labor.
j. Information on how meeting rooms are secured when not in session and overnight (fully locked, air
walls that cannot be secured, rekeyed, etc.). Provide information and rates for security guard
should this service be needed.
This language must be addressed in final meeting space venue contract. Bid will also include statement(s)
from meeting space venue agreeing that these items will be included in contracts, as well as a sample
contract from venue to include any clause(s)/language that will be included and/or required in the final
contract. NOTE: Specific language will be determined and agreed upon by both AMTA and venue during
contract negotiations.
Hotels
To preserve the health and well-being of our conference attendees, hotels should be non-smoking. AMTA
looks forward to working with hotels that are instituting green initiatives.
2024 AMTA National Convention RFP 4
Host Hotel
One (1) host hotel, connected to or adjacent to meeting space (if not at host hotel), must be designated.
Host hotel must be a full-service property and be rated a 3-star or 4-diamond property or higher. If host
hotel cannot accommodate AMTA’s room block request, a second overflow hotel may be recommended.
Bid must include information on host hotel and overflow hotel(s) including: number/type of guest rooms,
restaurant(s) on site, check in/out times, amenities offered to guests (spa, pool, fitness facilities, and high
speed internet), distance to airport and airport transportation options (i.e. shuttle service, taxi, van service,
etc.), and parking information, etc.
Guaranteed Room Rates
Room rate must be commensurate with the property rating, region and property type and location. Room
rates must be provided for single and double rooms. Room rates should take into consideration that AMTA
members are predominantly self-employed and are subject to budgetary constraints. Room rates should
not exceed $170 per night. More than one hotel can be utilized to accommodate group size if locations are
conducive to meetings. This rate will be advertised to all attendees via AMTA marketing pieces including
email, mail and web site.
Bid must include a brief statement listing and guaranteeing the rate to be in effect during the year of the
conference, room rebate (if applicable) and other standard room charges. AMTA will not work with third
party housing services and requires hotel(s) to accept all reservations.
Room Block
The AMTA sleeping room block request and pick up history are listed below. Bid requires that the room
block be held as of the time of bid submission and until notified they may release block(s) which will be no
later than September 2021.
Saturday 15 Sunday 90
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