Venue Request for Proposal (RFP) Event Schedule for the 2011-2012 Program Year Attached is a list of the events for the CSAE Ottawa-Gatineau 2011-2012 Program Year. Please take a moment to review the information and indicate your interest in hosting an event(s), in order of preference by filling out the information below. Venue selection/event preferences will be based on the ability to best meet the needs of the RFP within the allotted budget and overall event details. To secure your participation as venue host, please complete and return the form on the third page to by email: csae.ottawa-gatineau@rogers.com or fax: 613-271-1476. RFP Deadline: noon, July 12th, 2011 As a Lunch (or Dinner) & Wine Sponsor, you will receive the following benefits: Introduction and recognition of your venue at the event Recognition on the CSAE registration forms Web event listing & Newsletter event schedule Opportunity for a 3-minute maximum address to luncheon participants during the event Seating at President s table Two complimentary tickets to the luncheon Visibility and promotion to Association Executives Opportunity to showcase your facilities and services and offer give-a-ways Opportunity to display literature in dining area Post-event evaluation feedback provided by CSAE members Registration list of all luncheon participants (upon request only and according to privacy policy) Please note the following: A Memorandum of Understanding will be distributed to the selected sponsors identifying the selected property. Properties selected for the Monthly luncheon and Speaker will be provided with $28.00/person (includes applicable taxes & gratuities) for monthly lunch and wine.* The Property selected for the September Reception & Dinner, will be provided with $40.00 per person (includes all applicable taxes & gratuities) for a special meal and wine. Christmas Social and AGM luncheon will be provided with $34.00 per person (includes all applicable taxes & gratuities) for a special meal and wine.
Menus may be suggested by the venue and are approved by the CSAE PACE and Special Events committees Any upgrades to the meals will be done at the additional expense of the property. Meal option for vegetarian and individuals with dietary restrictions. We would appreciate a three (3) courses menu selection, with pre-set first course. Each event will have a designate CSAE PACE or Special Events committee Coordinator who will liaise with the selected property for all logistics, final attendance and special dietary requirements. Also, the property must identify a point of contact on site. The host venue will liaise directly with the reception sponsor to inquire of their requirements and set-up. A suitable area is required for CSAE registration tables, reception and display set-up by the Reception Sponsor.. The Reception Sponsor will provide alcoholic and non-alcoholic beverages to all members and guests (hors d oeuvres are optional, not a requirement). Billing of the reception costs will be done directly between the property and the Reception Sponsor. Billing of the lunch and/or will be sent to the address below to the attention of. CSAE Ottawa-Gatineau P.O. box 72024, Kanata North RPO Kanata, ON K2K 2P4 Fax: 613-271-2721 csae.ottawa-gatineau@rogers.com * Please see event details for November ½ Day Conference
Date Event Name / Topic Preference 1, 2 or 3 September 7 th 2011 September 28 th, 2011 October 26 th, 2011 November 23 rd, 2011 December 14 th, 2011 January 25 th, 2012 September Reception & Dinner (Social/Networking Event) Luncheon and Speaker Topic: Leadership Development Luncheon and Speaker Topic: Managing Change Morning Workshop, Luncheon and Speaker Topic: Communications/Technology December Festive Luncheon (Social/Networking event) Luncheon and Speaker Topic: Strategic Alliance February 9th, 2012 Tête-à-Tête Tradeshow Ottawa Convention Centre March 28 th, 2012 April 25 th 2012 May 23 rd, 2012 Luncheon and Speaker Topic: Social Media Volunteer Appreciation Luncheon Topic: Round Table Discussions Annual General Meeting Name of Venue/organization: Contact Name: Telephone: Address: Fax: Email: Wish List: Indicate your sponsorship interest by checking one or more of the following: Décor Entertainment A/V Other: Thank you in advance for your interest and co-operation. If Signed: you have any questions regarding this document, or the RFP process, please contact at 613-271-1476 or by email at csae.ottawa-gatineau@rogers.com To secure your participation as venue host, please complete and return the form to by email: csae.ottawagatineau@rogers.com or fax: 613-271-2721 by July 12 th, 2011. Venue selection/event preferences will be based on the ability to best meet the needs of the RFP within the allotted budget
Venue RFP Event Details EVENT/FUNCTION: September Kick-off Event - Reception & Dinner DATE: September 7 th, 2011 TIME: 5:30 to 8:30 p.m. Brief Event Summary: Social networking evening event plated dinner & wine Details / Set-up requirements: Complimentary function space Set-up time 3:00 pm Reception 5:30 6:30pm Rounds for 150 people Plated meal Coat racks/check Attendance Forecast: 120-150 persons Complimentary podium and microphone No patch fees No minimum on cash bar Minimum of 4 complimentary easels for signage Allocated amount for dinner & wine: $40.00 inclusive of tax and gratuity per person The venue is invited to showcase their culinary skills by upgrading the meal. An upgraded menu will be considered in kind sponsorship and be recognized accordingly. Please advise if any AV is included in function space Wish list/ sponsorship opportunities: Décor Audio Visual Entertainment, etc. to enhance their event (however, the host venue will get the first right of refusal Historical attendance Information: 2010: 140 This event is organized by the Program And Continuing Education Committee
Venue RFP Event Details EVENT/FUNCTION: Luncheon & Speaker Events (September 28th, October 26 th, January 25th, March 28th, April 25 th ) TIME: 11:00 am to 2:00 p.m. Brief Event Summary: Luncheon and Speaker 11:30 a.m. to 12:00 p.m. Reception and Registration Complimentary function space Set-up time: 10:30 am Cocktail Reception for 100-140 people Registration area (3-6 ft tables) 12:00 to 13:45 Lunch Complimentary function space 11:00 am 1:45 pm Rounds Raised podium Attendance Forecast: 100-140 persons Complimentary podium and microphone No minimum on cash bar 2 complimentary easels Coat racks/check Allocated amount for meal: $ 28.00 per person inclusive of tax & gratuity The venue is invited to showcase their culinary skills by upgrading the meal. An upgraded menu will be considered in kind sponsorship and be recognized accordingly. Sponsorship opportunities: Complimentary upgraded menu Complimentary AV to enhance their event however, the host venue will get the first right of refusal Historical attendance Information: 2010 2011 Program Year: 100 140 This event is organized by the Program and Continuing Education Committee Please advise if any AV is included in function space
Venue RFP Event Details EVENT/FUNCTION: November 23 rd, 2011 - ½ Day Conference TIME: 8:00 am to 2:00 p.m. Brief Event Summary: Educational event in the morning and a luncheon speaker (separate rooms) Workshop Details / Set-up requirements: Complimentary function space 8:00-8:30 Registration area 3-6 ft tables in foyer Continental breakfast 8:00-11:00 workshop session for 40-50 people (rounds of 5) 10:00-10:30 Nutrition break 11:30 a.m. to 12:00 p.m. Reception and Registration Complimentary function space Set-up time: 10:30 am Cocktail Reception for 100-110 people Registration area (3-6 ft tables) 12:00 to 13:45 Lunch Complimentary function space 11:00 am 1:45 pm Rounds Raised podium Attendance Forecast: Workshop: 40-50 persons Lunch: 100-110 persons Complimentary podium and microphone for workshop & lunch room No patch fees No minimum on cash bar Coat racks/check 2 easels complimentary Allocated amount for meals: Continental Breakfast: $15.00 per person, inclusive of tax & gratuity Nutrition Break: $7.00 per person, inclusive of tax & gratuity Lunch & wine: $28.00 per person, inclusive of tax & gratuity The venue is invited to showcase their culinary skills by upgrading the meal. An upgraded menu will be considered in kind sponsorship and be recognized accordingly. Please advise if any AV is included in function space Sponsorship opportunities: Complimentary upgraded menu Complimentary AV to enhance their event however, the host venue will get the first right of refusal This event is organized by the Program and Continuing Education Committee
Venue RFP Event Details EVENT/FUNCTION: December 14 th, 2011 Annual Christmas Social & Luncheon TIME: 11:30 am to 2:30 p.m. Brief Event Summary: Annual Christmas Social & Luncheon 11:30 a.m. to 12:30 p.m. Reception and Registration Complimentary function space Set-up time: 9:30 am Cocktail Reception for 230 people Registration area (3-6 ft tables) 12:30 to 14:30 Lunch Complimentary function space 9:30 am 2:30 pm Rounds Raised podium Attendance Forecast: 230 persons Complimentary podium and microphone No patch fees No minimum on cash bar Minimum of 4 complimentary easels for signage Coat racks/check Allocated amount for meal: $ 34.00 per person inclusive of tax & gratuity. The venue is invited to showcase their culinary skills by upgrading the meal. An upgraded menu will be considered in kind sponsorship and be recognized accordingly. Sponsorship opportunities: Complimentary upgraded menu Complimentary AV Décor Entertainment Gifts to enhance their event however, the host venue will get the first right of refusal Historical attendance Information: 2010: 230 This event is organized by the Special Events Committee Please advise if any AV is included in function space: Venue RFP Event Details
EVENT/FUNCTION: May 23 rd, 2012 - Annual General Meeting & Luncheon TIME: 11:00 am to 2:00 p.m. Brief Event Summary: Luncheon and Speaker 11:30 a.m. to 12:00 p.m. Reception and Registration Complimentary function space Set-up time: 10:30 am Cocktail Reception for 140 people Registration area (3-6 ft tables) 12:00 to 14:00 Lunch Complimentary function space 11:00 am 2:00 pm Rounds Raised podium Attendance Forecast: 140 persons Complimentary podium and microphone No minimum on cash bar 2 complimentary easels Coat racks/check Allocated amount for meal: $ 34.00 per person inclusive of tax & gratuity The venue is invited to showcase their culinary skills by upgrading the meal. An upgraded menu will be considered in kind sponsorship and be recognized accordingly. Sponsorship opportunities: Complimentary upgraded menu Complimentary AV to enhance their event however, the host venue will get the first right of refusal Historical attendance Information: 2011: 140 This event is organized by the Program and Continuing Education Committee Please advise if any AV is included in function space