RequestforProposalHostfor2019

TheIndianaTourismAssociationisissuingaRequestforProposalfortheopportunitytohostthe2019IndianaTourismConference.Theconferencerotatesbetweenthenorthandsouth,usingInterstate70asthedefiningline.TheconferencewillbeheldinClarksvillein2018,soin2019theconferencewillbeheldnorthofI-70.Thisannualeventbringstogethertourismbusinessesfromaroundthestateforthepurposeofconductingeducationalsessionstobettereducatetheemployeesofthetourismindustryandnetworkingwithotherindustryprofessionals.PleasetakeamomenttoreviewtheentireRFPandpassitontoanyhotelsorlocalconventioncentersthatmightbeinterestedinhostingtheevent.ItispreferredthatproposalsaresubmittedthroughalocalCVB/DMOinonepacketelectronically.AllproposalsshouldbesubmittednolaterthanSeptember30,2017to:CarrieLambertcarrie@indianatourismassociation.com317.902.4557Ifyouhaveanyquestionsorneedadditionalinformation,pleasefeelfreetocontactCarrieLambert.HostcitywillbenotifiedbyNovember1,2017.

DateRequested:WeekofMarch4or11,2019;Monday–WednesdaypreferredRoomBlockRequirements:

• Firstnight–150rooms*• Secondnight–150rooms*• Rateshouldbeunder$150/night• 2018rateswillbe:$89.95foraKingand$92.95foraQueen• Includeanycomp/discountroomsbasedonbooking(tobeusedbyconferenceforspeakersandstaff).

*Thisisanestimateofroomneeds.

MeetingSpaceRequirements(subjecttochange):FirstDay(Monday)

• 2-8pm RegistrationAreawithvendorspaceavailable• 3-4pm BreakoutRoom(BoardMeeting)–upto50• 4-5pm GeneralSession–upto200w/spaceforboothsonperimeter• 5-7pm OpeningReception–upto200(canbeheldw/generalsessionoroffsite)

SecondDay(Tuesday)

• 7:30am-5pm RegistrationArea• 7:30-9am BreakfastRoom–upto250• 9-10am GeneralSession–upto200• 10-12pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30 • 12-1pm BanquetRoomupto250• 1-3:30pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 4-5pm ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 6-10pm BanquetRoomforDinnerandAwardCeremony(couldbeheldoffsite)

ThirdDay(Wednesday)

• 7:30-9am BreakfastRoom–upto250• 9:30-10:30am GeneralSession–upto200• 10-11:30am ThreeBreakoutRoomsNeeded–oneroomtohold70;tworoomstohold30• 11:30am-1pm BanquetRoomtoserveboxedlunchesupto200

HotelContractSpecifications:Proposalsmustaddressthefollowing:

• Uponsigningcontract,IndianaTourismConferencemusthaveaguaranteedlowestroomratefortheconferenceaswellascut-offdateforhotelrate.

• OptiontoincreaseblockduetounexpecteddemandinregistrationandwithpropernoticefromITA.• Conventionrateshonoredtwodaysbeforeandtwodaysafterconference.• Thehotel/conventioncenteragreestomakeeveryeffortpossibletoaccommodatetheconferenceif

additionalmeetingspaceisrequired.• Onecomplimentaryroomofferedforevery30roomsbooked.• OnecomplimentaryroomorhospitalitysuiteforusebyITAstaff.• Nochargeformeetingspace.Negotiableforbanquetspace.• Theconferencecommitteewillbesolicitingsponsorshipsforvariousfood,beverageandAVneedsofthe

eventandsponsorlogoswillbedisplayedprominentlyonvarioussignagewhereappropriate.• Includelayoutofmeetingspace(floorplansandpromotionalsaleskitprovidedifable).• ITAencouragesproposalsfromInRLAmemberhotels.

HostCityRequirements:

• PreferencegiventoITAmembers.• TheCVB/DMODirectororPresidentmustserveasaco-chaironaconferencecommittee.• $5000Sponsorshipof2018closinglunchtoannounce2019location.• $5000Sponsorshipof2019Conference–additionalcostsmightbeincurredatthediscretionofthe

CVB/DMO.• Developpartnershipsand/orsponsorshipswithareabusinesses/organizationstoprovidevalueto

attendeeswhilekeepingcostsdown(IE:transportation,foodandbeverage,touristattractions,etc).• Encouragedtorecommendandhelpsecurepertinentkeynotespeakerthatisrelevantandhasatietothe

localarea.• Promoteconferencetolocalandregionalorganizations.

Finalselectionwillbebasedonlocation,price,potentialopportunitytodriveattendanceandthoroughnessofproposal.Seeadditionalpageforscoringrubric.

5pts RoomBlockRequirement(150/2nights)5pts Rateunder$150/night5pts CompRoomsOffered(1:30)

5pts Meetmeetingspacerequirements?5pts Ismeetingspacecomped?5pts Layoutofvenueincluded

5pts DMOmemberoncommittee5pts $5000Sponsorship20185pts $5000Sponsorship20195pts Met9/30/17deadline

5pts ITAMember5pts DMOSubmitted5pts Additionalsponsorshipsoffered?5pts Location/hotelandconfspaceproximity5pts Overallprice5pts Opportuntytodriveattendance?5pts Newhost/venue5pts Enhancedsocialfunction/receptionopp.10pts Thoroughness/OrganizationofProposal

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