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.

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.