RFP Details RFP Name SAS - JMP Elite Sales Circle 2018 Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements Wed, 08-Feb-2017 Fri, 28-Apr-2017 Meeting Space and Sleeping Rooms NYN33PVL749 I prefer to receive proposals through Cvent and will give those proposals priority because it allows me to respond more easily. Warm climate A beach would be preferable, but not absolutely necessary Highly rated/5 star Resort/Spa - Important Variety of excursions both adventurous and not-so-adventurous/family friendly Tranquil, peaceful, relaxing atmosphere not a busy city Exotic and unique but not so far off that it takes a long time to get there. Not too many transfers not overly complicated to get to location We will set up a master account for all guest rooms, food and beverage, and additional charges. Attendees will pay for extra nights and incidentals directly upon check out. We request up to 30-days after the event to settle all master account charges. Contractual Requirements: Group rate to VAT tax and guests rooms include internet access. Suites should be a group rate 1/40 Earned Comps 2 Staff rooms discounted at 50% off group rate Cut-off date 2 weeks prior to the event Concessions Requirements: 20% discount off food & beverage 20% discount off AV 20% discount off business center services 20% discount off outdoor activities (golf or water sports) Key Contact Information Contact Name Bryan Croyle Email Address kathy.short@conferencedirec t.com Organization ConferenceDirect Phone (704) 951-4125 Title Preferred Contact Method Additional Information Vice President of Global Accounts Cvent, Email, Phone Address PO Box 69777 Los Angeles, CA 90069 USA This lead is being sent by Kathy Short on behalf of Bryan Croyle. Please direct any questions or comments you may have to Kathy at the email address listed above. Thank you! Page 1 of 6
Organization Information Organization Name Organization Type Address Events / Year 0 Organization Information Other N/A Cary, NC USA SAS (pronounced "sass") once stood for "statistical analysis system," and began at North Carolina State University as a project to analyze agricultural research. As demand for such software grew, SAS was founded in 1976 to help all sorts of customers from pharmaceutical companies and banks to academic and governmental entities. SAS both the software and company thrived throughout the next few decades. Development of the software attained new heights in the industry by being able to run across all platforms, using the multivendor architecture for which it is known today. As the leader in business analytics software and services, SAS transforms data into insights that customers a fresh perspective on their business. They can identify what s working. Fix what isn t. And discover new opportunities. SAS helps organizations turn large amounts of data into knowledge they can use, and do it better than anyone. It s no wonder an overwhelming majority of customers continue to use SAS year after year. SAS believes it s because they hire great people to create great software and services. Event Information Event Name SAS - JMP Elite Sales Circle 2018 Total Attendees 90 Event Type Other Commission Yes - 10.00% Event History Dates Flexible? Contract Signature Location The planner has indicated that this event has been held before. Yes Event Dates Mon, 09 Jul 2018 - Thu, 12 Jul 2018 Business Objectives Destinations Under Consideration Additional Information Cary, NC Please note that agenda listed under MEETING ROOM REQUIREMENTS is our working agenda. These events could take place on or off property depending on the location, the hotel's space (if any, etc. PLEASE DO NOT DECLINE THE LEAD SOLEY BASED ON A LACK OF MEETING SPACE. We will consider any peak night dates for our pattern from July 9-31 or April 15-30. Select 4 & 5 Star Resorts in Hawaii, Mexico, Tenerife, Croatia, Seychelles/Mauritius, Costa Rica, and Bali. The event comprises food and beverage events, including receptions, dinners, and a gala evening; entertainment; spa treatments; and various activities representative of the destination (for example, golf, local tours, safaris, cultural experiences, sailing, nature treks, shopping, and more). Previous Event History This event was previously held in the following location(s): Venue Name City State Date Attendees Room Block Room Pick-Up F&B Spend Four Seasons Resort Nevis Nevis 2016 Four Seasons Resort Whistler Whistler 2017 Grand Hyatt Kaua'i Resort and Spa Koloa Hawaii 2015 Page 2 of 6
Sleeping Room Requirements Day Any (Run Of House) Sat, 07-Jul-2018 3 Single (1 Bed) Double (2 Beds) Suite Staff PLEASE NOTE: We are reviewing all dates and patterns between April 15-30, 2018 and July 9-31, 2018. Please see Custom Question #1 to confirm all dates/patterns you are able to offer for this event. Sun, 08-Jul-2018 12 Mon, 09-Jul- 2018 45 Tue, 10-Jul-2018 45 Wed, 11-Jul- 2018 45 Thu, 12-Jul-2018 45 Fri, 13-Jul-2018 12 Sat, 14-Jul-2018 3 Check-in Date Sat, 07-Jul-2018 Total Room Nights 210 Budgeted Room Rate USD $299.00 Peak Room Nights 45 Additional Information PLEASE NOTE: If you have availability for this program, but your rate is higher than the requested budget, please do not decline this RFP reply online with your best rates for these dates and we will allow our customer to review. Page 3 of 6
Meeting Room Requirements Start Date Sat, 07-Jul-2018 Day Time Agenda Item Room Request Sat, 07-Jul-2018 8:00 AM-6:00 PM Staff Office Sun, 08-Jul-2018 8:00 AM-6:00 PM Staff Office Mon, 09-Jul-2018 7:00 AM-7:00 PM Registration Mon, 09-Jul-2018 8:00 AM-6:00 PM Staff Office Mon, 09-Jul-2018 6:00 PM-11:00 PM Dinner Tue, 10-Jul-2018 7:00 AM-8:00 AM Breakfast 90 people Tue, 10-Jul-2018 8:00 AM-6:00 PM Staff Office Tue, 10-Jul-2018 6:00 PM-11:00 PM Dinner Wed, 11-Jul-2018 7:00 AM-8:00 AM Breakfast 90 people Wed, 11-Jul-2018 8:00 AM-6:00 PM Staff Office Wed, 11-Jul-2018 6:00 PM-11:00 PM Dinner Thu, 12-Jul-2018 7:00 AM-8:00 AM Breakfast 90 people Thu, 12-Jul-2018 8:00 AM-6:00 PM Staff Office Thu, 12-Jul-2018 6:00 PM-11:00 PM Dinner Fri, 13-Jul-2018 7:00 AM-8:00 AM Breakfast 90 people Fri, 13-Jul-2018 8:00 AM-6:00 PM Staff Office Page 4 of 6
Additional Questions 1. PLEASE NOTE: We are reviewing all dates and patterns between April 15-30, 2018 and July 9-31, 2018. Please select ALL dates/patterns your property is available for the SAS - JMP Elite Sales Circle 2018: (Multiple choice) (Required) [ ] Sun, 15-Apr-2018 - Wed, 18-Apr-2018 (Peak nights) [ ] Mon, 16-Apr-2018 - Thu, 19-Apr-2018 (Peak nights) [ ] Tue, 17-Apr-2018 - Fri, 20-Apr-2018 (Peak nights) [ ] Wed, 18-Apr-2018 - Sat, 21-Apr-2018 (Peak nights) [ ] Thu, 19-Apr-2018 - Sun, 22-Apr-2018 (Peak nights) [ ] Fri, 20-Apr-2018 - Mon, 23-Apr-2018 (Peak nights) [ ] Sat, 21-Apr-2018 - Tue, 24-Apr-2018 (Peak nights) [ ] Sun, 22-Apr-2018 - Wed, 25-Apr-2018 (Peak nights) [ ] Mon, 23-Apr-2018 - Thu, 26-Apr-2018 (Peak nights) [ ] Tue, 24-Apr-2018 - Fri, 27-Apr-2018 (Peak nights) [ ] Wed, 25-Apr-2018 - Sat, 28-Apr-2018 (Peak nights) [ ] Thu, 26-Apr-2018 - Sun, 29-Apr-2018 (Peak nights) [ ] Fri, 27-Apr-2018 - Mon, 30-Apr-2018 (Peak nights) [ ] Mon, 09-Jul-2018 - Thu, 12-Jul-2018 (Peak nights) [ ] Tue, 10-Jul-2018 - Fri, 13-Jul-2018 (Peak nights) [ ] Wed, 11-Jul-2018 - Sat, 14-Jul-2018 (Peak nights) [ ] Thu, 12-Jul-2018 - Sun, 15-Jul-2018 (Peak nights) [ ] Fri, 13-Jul-2018 - Mon, 16-Jul-2018 (Peak nights) [ ] Sat, 14-Jul-2018 - Tue, 17-Jul-2018 (Peak nights) [ ] Sun, 15-Jul-2018 - Wed, 18-Jul-2018 (Peak nights) [ ] Mon, 16-Jul-2018 - Thu, 19-Jul-2018 (Peak nights) [ ] Tue, 17-Jul-2018 - Fri, 20-Jul-2018 (Peak nights) [ ] Wed, 18-Jul-2018 - Sat, 21-Jul-2018 (Peak nights) [ ] Thu, 19-Jul-2018 - Sun, 22-Jul-2018 (Peak nights) [ ] Fri, 20-Jul-2018 - Mon, 23-Jul-2018 (Peak nights) [ ] Sat, 21-Jul-2018 - Tue, 24-Jul-2018 (Peak nights) [ ] Sun, 22-Jul-2018 - Wed, 25-Jul-2018 (Peak nights) [ ] Mon, 23-Jul-2018 - Thu, 26-Jul-2018 (Peak nights) [ ] Tue, 24-Jul-2018 - Fri, 27-Jul-2018 (Peak nights) [ ] Wed, 25-Jul-2018 - Sat, 28-Jul-2018 (Peak nights) [ ] Thu, 26-Jul-2018 - Sun, 29-Jul-2018 (Peak nights) [ ] Fri, 27-Jul-2018 - Mon, 30-Jul-2018 (Peak nights) [ ] Sat, 28-Jul-2018 - Tue, 31-Jul-2018 (Peak nights) 2. If your property is available 2nd option for any of the dates offered, please list the dates below that are 2nd option. (Comment) (Required) 3. If your property is "Available with limitations" for any of the date patterns offered by you in Question #1, please list the limitations below. (Comment) (Required) 4. Agree that Group Room Rates include breakfast? (Single choice) (Required) 5. Agree that Group Room Rates include in-room internet? (Single choice) (Required) 6. List what is included in the Hotel's Resort Fee (if applicable) below. (Comment) (Required) 7. Agree that Group Room Rates include the Hotel's Resort Fee (if applicable)? (Single choice) (Required) [ ] Other 8. Agree to extend Group Room Rates three (3) days before and three (3) days after the room block? (Single choice) (Required) Page 5 of 6
9. Agree to three (3) Staff Rate Rooms at 50% of the negotiated Group Room Rate? (Single choice) (Required) 10. Agree to 1 per 40 earned comps, applied to the Master Account? (Single choice) (Required) 11. Agree to a two-week Cut-Off Date? (Single choice) (Required) 12. Agree to a 20% Guest Room attrition allowance? (Single choice) (Required) 13. Agree to one (1) Tier One Suite (i.e. Presidential Suite) at the Group Room Rate? If offering a different rate for this suite, please list the cost under "Other". (Single choice) (Required) [ ] Other 14. Agree to one (1) Tier Two Suite (i.e. Executive Suite) at the Group Room Rate? If offering a different rate for this suite, please list the cost under "Other". (Single choice) (Required) [ ] Other 15. Please attach or provide the weblink(s) to your meeting space and capacities chart. (Single choice) (Required) [ ] I've attached the meeting space and capacities chart to my response [ ] Weblink(s) to Meeting and Capacities Chart: [ ] I am not offering meeting space 16. Indicate the Food and Beverage Minimum (if applicable) below. (Comment) (Required) 17. Agree to 20% discount off 2017 Food and Beverage Menus? (Single choice) (Required) [ ] N/A 18. Agree to 20% discount off business center services (if applicable)? (Single choice) (Required) [ ] N/A 19. List below the types of activities (i.e. spa, water activities, golf, etc.) available on property for Hotel guests. (Comment) (Required) 20. List below the closest airport(s). Indicate the travel time from the airport(s) to the Hotel. (Comment) (Required) 21. Indicate below the date of the most recent Guest Room renovation/refurbishment. (Comment) (Required) 22. Agree to two (2) complimentary nights for two (2) rooms for a site visit? Site visit dates to be determined. (Single choice) (Required) 23. This customer is environmentally conscious. If your Hotel participates in any eco-tourism or green initiatives, please detail below. (Comment) (Required) Page 6 of 6