Board of Directors Events - Meeting Professionals International

REQUEST FOR PROPOSALS
2014-2015 BOARD OF DIRECTORS EVENTS
Meeting Professionals International Washington State Chapter is searching for venues for its 2014-2015 events and
would like to invite you to submit a proposal. This is a great marketing opportunity for venues and suppliers
throughout the Puget Sound region to showcase their properties and skills to hundreds of the region’s most influential
meeting professionals.
Founded in 1972, Meeting Professionals International, with more than 24,000 members in 70 clubs and chapters
worldwide, is the leading global community committed to shaping and defining the future of the meeting and event
industry. The MPI Washington State Chapter consists of approximately 300 members.
The chapter is seeking venues that can offer full or partial sponsorship of their events. Various forms of recognition
and compensation are offered by MPIWSC in return for this marketing opportunity. We greatly appreciate your support
of our association and consideration of hosting one of our events.
INSTRUCTIONS:
1. Review this RFP carefully.
2. Unique venues are encouraged to partner with other suppliers to submit proposals that meet our
requirements.
3. Send any questions via e-mail to [email protected]
4. Initial the bottom of each page of this RFP; complete the RFP Response section at the end of this document.
5. Please submit your proposal via e-mail to:
Dana Colwell, CMP
MPIWSC President-Elect
[email protected]
Monthly Board of Directors Meeting
PREFERRED 2014 DATES: Tuesday, Wednesday or Thursday in September, November, December and
March
Host Facility Guidelines
• Complimentary meeting room for 20 people; conference or hollow square, with pens & paper
• Complimentary Parking for 20 people
• Complimentary coffee, tea, soda, waters and light snacks for 20 people
• Complimentary Wi-Fi access
• Polycom & Conference Phone Line
Typical Schedule
• Meeting: 2 pm-5 pm
Sponsorship Level:
• If 100% hosted: Bronze Partner
• If not 100% hosted: negotiated with the Sponsorship Teams
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One Day Board of Directors Retreat
PREFERRED 2014-2015 DATES: Late December though Late January
Host Facility Guidelines
• Complimentary meeting room for 30 people for one full day, “Day One”
o Classroom setup
o Screen and Projector with laptop connection
• Complimentary meeting room for 20 people for one full day, “Day Two”.
o U-shaped or conference table setup
o Screen and Projector with laptop connection
o Conference Phone line
• Three to Four complimentary room nights for retreat Facilitator
• Parking for both days for all attendees
• Complimentary food & beverage as noted:
o Day One for 30 people: Full day – Continental Breakfast, AM/PM breaks, lunch
o Day Two for 20 people: Full day – Conitnental Breakfast, AM/PM breaks, lunch
• Complimentary Wi-Fi access
• Polycom & Conference Phone Line
• Two (2) one-night overnight accommodations for President
Typical Schedule
• Meeting: 8 am-5 pm
Sponsorship Level:
• If 100% hosted: Silver Partner
• If not 100% hosted: negotiated with the Sponsorship Teams
Board of Directors Retreat
PREFERRED 2014 DATES: Late April, Early May
Host Facility Guidelines
• Complimentary overnight accommodations for 20 rooms for 2 nights; including parking.
• Complimentary meeting room for 20 people for a half day and evening, one full day and another half
day
• U-shaped or conference table setup with screen, projector with laptop connection and Wi-Fi access
• Complimentary food and beverage for 20 people as noted:
o Day 1 / Half day – Afternoon/ arrival snack and beverages, reception/dinner
o Day 2 / Full day - Breakfast, AM/PM breaks, lunch, reception/dinner
o Day 3 / Half day – Breakfast, AM break, possible light lunch or box lunch
Typical Schedule
• Arrival: Sunday afternoon; Departure: Tuesday afternoon (days of the week are flexible)
Sponsorship Level:
• If 100% hosted: Platinum Partner
• If not 100% hosted: negotiated with the Sponsorship Teams
ADDITIONAL INFORMATION:
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MPIWSC will only approve venues that agree to the following concessions:
1. No cancellation damages, unless MPIWSC selects an alternative location when facility is able to
accommodate MPIWSC event.
2. No attrition damages, unless following guaranteed amount.
3. Standard dual coverage force majeure and cancellation clauses.
4. Guarantee on Friday for Tuesday meetings.
5. No Pre Payment. Ability to pay net 45 days following the event.
6. Venue shall provide a hard copy invoice to MPI Managing Office no later than one week after the
event. Invoice should outline number of attendees, costs, etc. Payment will be within 30 days of
invoice. Please note that MPIWSC cuts checks once per month, so if invoice is not received one
week after the event, this may delay payment by MPIWSC accordingly.
RFP RESPONSE SECTION
VENUE NAME:__________________________________________________________________________
VENUE LOCATION:______________________________________________________________________
CONTACT NAME:________________________________________________________________________
CONTACT E-MAIL AND PHONE:____________________________________________________________
Please check all available dates and times for events your venue is willing to host. If selected, MPIWSC
will contact you to confirm the date and issue our contract.
SPECIAL EVENTS:
Monthly Board of Directors Meetings
September 2014
Specific Date: _________________
November 2014
Specific Date: _________________
December 2014
Specific Date: _________________
March 2015
Specific Date: _________________
One Day Board of Directors Retreat
December 2014
Specific Date: _________________
January 2015
Specific Date: _________________
Board of Directors Retreat
April 2015
May 2015
Specific Dates: _________________
Specific Dates: _________________
PREFERENCE IS GIVEN TO VENUES THAT CAN PROVIDE FULL SPONSORSHIP OF THE EVENT.
Please note below any requests/requirements noted in the above descriptions that your venue will not be
able to provide.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
___________________________________________
___________________________________________
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Signature of agreement to MPIWSC requirements
Venue Name
___________________________________________
Name of person submitting proposal
___________________________________________
Date
___________________________________________
Title/position of person submitting proposal
Please submit your proposal via E-mail only to:
Dana Colwell, CMP
MPIWSC President-Elect
[email protected]
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Initials ___________

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