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

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