american bell association

Convention RFPs

REQUEST FOR PROPOSALS
THE AMERICAN BELL ASSOCIATION®
ANNUAL CONVENTION

Inquiries & Submissions

Please direct all inquiries to the Convention Hotel Coordinator at conventions@americanbell.org.

Please limit initial email proposals to a four-page attachment, text only with no images.

Correspondence via U.S.P.S. delivery should be addressed to Hotel Coordinator, American Bell Association, 3115 Chapel Hill Road, Columbia MO 65203.

ABA RFP for 2024 Convention (Downloadable pdf)

General Requirements

  • Cities with major airports; hotel shuttle; hotels with free parking and free WiFi; rooms preferred with coffee maker, microwave, and small refrigerator.
  • Typical attendees reside: Central (40%), Eastern (30%), Southern (15%), Western (15%)
  • Preferred time second half of June, will consider other weeks in June or July (no July 4).
  • Pattern: Meetings on Tue-Fri or Wed-Sat (with 1 day of pre-convention tours)

Requirement Detail

Room Block

(assume 100 – 110 total attendees, 315 room nights)
Mixture of standard 1-King (~50%) and 2-Queen (~50%) rooms, including handicapped rooms, plus a few premium rooms and/or suites if available.

If breakfast is not normally included with rooms, please submit separate quotes for:
– rooms only for 1 or 2 persons occupancy, and
– rooms with breakfast included for 1 or 2 persons occupancy.

Please include current Banquet Menus, A/V and other equipment list of charges.

  • Pre-convention (Sat-Sun-Mon) 15, 35, 45 \
  • Meetings (Tue-Wed-Thu-Fri) 55, 55, 55, 50 > 315 room nights
  • Post-convention (Sat) 5 /
  • Pre-convention (Wed-Thu-Fri) and Post-convention (Sun-Mon-Tue) – Additional rooms at convention rate, if available these nights.
    – – or – –
  • Pre-convention (Sun-Mon-Tue)    15, 35, 45 \
  • Meetings (Wed-Thu-Fri-Sat)  55, 55, 55, 50  > 315 room nights
  • Post-convention (Sun)  5 /
  • Pre-convention (Thu-Fri-Sat) and Post-convention (Mon-Tue-Wed) – Additional rooms at convention rate, if available these nights.

Meals

  • (Breakfast if included in room rate)
  • Two lunches (~$20++ each), one dinner (~$30++), one banquet dinner (~$40++)
  • Cash sandwiches & drinks, lunch concession on Day 3
  • ROOMS ON 24-HOUR HOLD FOR ENTIRE EVENT, LOCKED WHEN NOT IN USE

Tentative Schedule

2 Days before event (Sunday or Monday, depending which schedule is followed)

  • Registration 12 noon – 11 pm
    • (2) 6’x30″ skirted tables and (4) chairs OR Event Registration Desk
  • Storage 8 am – 11 pm (coat room type)
  • Meet & Greet (tentative) ~7 pm – 8:30 pm, light buffet supper for ~60 persons

1 Day before event (Monday or Tuesday)

  • Registration 8 am – 11 pm
    • (2) 6’x30″ skirted tables and (4) chairs OR Event Registration Desk
  • Storage 8 am – 11 pm (coat room type)
  • Bell Room – (2,500 sq ft) Set up 6 pm – 11 pm
    • (20) 6’x30″ skirted tables
    • (50) chairs
  • BEHOLD (600 sq ft) Set up 6 pm – 11 pm
    • (6) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (12) chairs
  • (Bell Room & BEHOLD could be same large room)
  • Executive Board 7 pm – 9 pm
    • 12 persons conference style

Day 1 (Tuesday or Wednesday)

  • Registration 8 am – 11 pm
    • (2) 6’x30″ skirted tables and (4) chairs OR Event Registration Desk
  • Storage 8 am – 11 pm (coat room type)
  • Bell Room – (2,500 sq ft) 8 am – 11 pm
    • (20) 6’x30″ skirted tables
    • (50) chairs
  • BEHOLD (600 sq ft) 8 am – 11 pm
    • (6) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (12) chairs
  • Various meetings 8 am – 11 pm in two Boardrooms, each set for
    • 12 persons conference style
  • General Session – Welcome Reception 6 pm – 9 pm
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone,      floor microphone, ABA banner on wall behind head table
    • Large screen
    • Water service

Day 2 (Wednesday or Thursday)

  • Storage 8 am – 11 pm (coat room type)
  • General Session – Opening Session & Programs 8 am – 4 pm (same room & set as Welcome Reception on Day 1)
    • Theatre style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone,      floor microphone, ABA banner on wall behind head table
    • Large screen
    • Water service
  • Luncheon (~12pm) & Dinner (~6pm) (separate room or space from General Sessions)
    • Rounds of 8 or 10 for 120
    • Lighted floor podium & microphone
  • Bell Room – (2,500 sq ft) 8 am – 11 pm
    • (20) 6’x30″ skirted tables
    • (50) chairs
  • BEHOLD (600 sq ft) 8 am – 11 pm
    • (6) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (12) chairs
  • Auction Preparation 4 pm – 11 pm (same room & set as Welcome Reception on Day 1, plus *additional requirements*)
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone,      floor microphone, ABA banner on wall behind head table
    • Large screen
    • Water service
    • *(24) 6’x30″ tables (no skirts)*                                     \   *To be added
    • *(8) chairs*                                                                     –        prior to
    • *(1) tall barstool/chair on head table behind podium*  /     auction prep*
  • Various meetings 8 am – 11 pm in two Boardrooms, each set for
    • 12 persons conference style

Day 3 (Thursday or Friday)

  • Storage 8 am – 11 pm (coat room type)
  • Auction 8 am – 3 pm (same room & set as Welcome Reception on Day 1,                      plus *additional requirements*)
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone,      floor microphone, ABA banner on wall behind head table
    • Large screen
    • Water service
    • *(24) 6’x30″ tables (no skirts)*                                     \   *To be removed
    • *(8) chairs*                                                                     –      after end of
    • *(1) tall barstool/chair on head table behind podium*  /          auction*
  • Cash sandwiches/drinks concession 11 am – 1 pm (foyer or space near auction)
  • Bell Room – (2,500 sq ft) 3 pm – 6 pm  (Tear down 5 pm – 6 pm or Day 4 at 8 am – 9 am)
  • BEHOLD (600 sq ft) 3 pm – 6 pm         (Tear down 5 pm – 6 pm or Day 4 at 8 am – 9 am)
  • No meetings today in the two Boardrooms

 

Day 4 (Friday or Saturday)

  • Storage 8 am – 11 pm (coat room type)
  • Bell Room & BEHOLD – Tear down 8 am – 9 am
  • General Session – Business Meeting & Programs 8 am – 4 pm (same room & set as Welcome Reception on Day 1; Day 3 auction tables and chairs removed)
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone,      floor microphone, ABA banner on wall behind head table
    • Large screen
    • Water service
  • Luncheon (~12pm)
    • Rounds of 8 or 10 for 120
    • Lighted floor podium & microphone
  • Executive Board 4 pm – 5 pm in one Boardroom, set for
    • 12 persons conference style
  • Cocktail reception 5:45 – 7:00 pm Ballroom Foyer
    • 1 or 2 cash bar(s)
    • cocktail rounds w/ chairs
  • Banquet 7 pm – 11 pm (Use entire space from General Sessions & Meals)
    • Rounds of 8, if possible, for 120
    • Enlarge and re-center head table on risers with lighted podium & microphone,    set for 20 – 24 (could be two-tiered – floor & one set of risers)

Day 5 (Saturday or Sunday)

  • Storage 8 am – 12 pm (coat room type)

AMERICAN BELL ASSOCIATION CONCESSIONS

(all details to be included in contract)

  Assume 315 room nights and 100 – 110 convention attendees, per RFP.                                                                                          

  1.  Room pick-up @ 80%.
  2.  One complimentary room for each 40 sold to be credited to master account.
  3.  Room rates include Single, Double, Triple, Quad.  (T/Q lightly used, 1-4 rooms).
  4.  Sleeping room choice expected to be Doubles (50%) and Kings (50%).
  5.  Reservations cut-off 3 weeks prior to convention.
  6.  No penalty for checking out early or canceling reservation.
  7.  Suite and Concierge floor group rates, if available.
  8.  Current sales tax __________%     Room tax __________%                                                                                       
  9.  Complimentary large (Presidential?) suite for seven nights for ABA President.         
  10.  Complimentary room for seven nights for ABA Convention Chair.
  11.  Two nights each – comp visit by President and Convention Chair prior to event.
  12.  Preferred that basic room rate includes breakfast for 1 or 2 person occupancy, or quoted separately for rooms with and without breakfast.      
  13.  F&B:    $____________++   two lunches, one dinner, one upgraded banquet dinner (vegetarian & diet-restriction meals available; no MSG.)
  14.  Service charge locked __________%         Current sales tax __________%
  15.  Cash bar(s) for dinner and banquet          Cost? $__________
  16.  Cash concession Sandwich/Soft Drinks/Beer/Wine pricing for Auction meal.
  17.  Hotel bar and restaurant purchases charged to room count toward Meal pick-up?
  18.  Discount for hotel bars and restaurants?
  19.  Free parking.                                                                                                                       
  20.  Complimentary WiFi in sleeping rooms and meeting rooms.                                        
  21.  Two comp microphones for General Sessions room (1 floor and 1 podium.)   
  22.  One comp microphone for Meal Function room (1 floor or 1 podium.)                       
  23.  No convention space rental or set-up charges.                                         
  24.  Use ABA projector and camera.  Complimentary large screen?
  25.  Any additional charges for A/V, room set-up, space rental, tables, chairs, skirting, risers, etc., must be included in hotel contract.
  26.  Please include current Banquet Menus.
  27.  Please include all miscellaneous costs and any additional Terms & Conditions.         
  28.  Shuttle to Airport?    Distance? _____ miles    Free? ___     or typical cost $______

Note: Contract signed by ABA Hotel Coordinator after review by ABA Legal Counsel andapproval by ABA Exec Board, so 10-day window for final offer before signature.  

Include This Paragraph In Contract:

Cancellation Of Event By Hotel – If Hotel is unable to provide sleeping rooms, function space, meal functions, or any related services agreed to in this contract, such action would be harmful and would constitute a breach of Hotel’s obligations to American Bell Association (ABA) and its members. ABA would be entitled to liquidated damages relating to acquiring a comparable hotel. Damages to include travel expenses for hotel coordinator to find replacement hotel, costs difference in hotel and meals, function space, and other reasonable costs incurred.