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EASTERN DIOCESE COCHUSA – REQUEST FOR PROPOSAL. Contact Information*Event Name: Eastern Diocese Youth Conference*Event Host Organization: Eastern Diocese Church of Christ Holiness U.S.A.Event Organizer: Eastern Diocese Church of Christ Holiness U.S.A.*Key Contact Person: Steven HillJob Title: Conference Planner*Mailing Address Line 1: P.O. Box 2652Mailing Address Line 2:*City: Wilmington*State/Province: DE*Zip/Postal Code: 19805*Country: U.S.A.*Phone: (302) 427-8913 ext. 470Fax: N/AMobile Phone: (302) 981-4924E-mail Address: smarhill1@yahoo.comWeb Address: www.edcochusa.orgPreferred Method of Communication:x Telephonex Email Letter Fax Other:Event Organizer/Host Organization Billing Address: Eastern Diocese Church of Christ Holiness U.S.A.Billing Contact Person: Steven L. HillBilling Address Line 1: P.O. Box 2652Billing Address Line 2:City: WilmingtonState/Province: DEZip/Postal Code: 19805Country: U.S.A.Billing Contact Telephone: (302) 981-4924Contact Information Comments:*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 1 of 16
II. Event Profile*Event Name: Eastern Diocese Youth Conference*Event Host Organization: Eastern Diocese Church of Christ (Holiness) U.S.A.Event Organizer (if different from Host Organization): Eastern Diocese Church of Christ (Holiness) U.S.A.Event Start Date: Thursday, April 13, 2023Event End Date: Sunday, April 16, 2023Event OrganizerMarket Segment: Association (International)Association (National)Association (Regional, State, or Local))CorporateEducationalEthnic Fraternal Government Militaryx Religious Social*Event Type:*Event Status:*Event Frequency:Event Host Overview: Christian Organization – Largest Annual Youth Conference gathering among the 8 Church ofChrist (Holiness) USA Diocese. The Youth Conferenceengages in Community Projects within the City inwhich we host the Conference to leave a positiveimpact once we depart.Event Objectives: Provide an opportunity for of tEastern Diocese as well as visiting youth from the body ofCOCHUSA to gather for fellowship, education, andministry to members of COCHUSA and youth fromsurrounding communities. They also enable the youthto experience new destinations and leave a lastingpositive impact on the communities in which they meetby participating in community projects in thatdestination.Attendee ProfileExpected Total Event Attendance: 300Attendee Demographics Profile:(Include information regarding demographics, international mix of attendees, fly-in v. drive-in mix, etc.)Drive-in mixAccessibility/Special Needs:Handicap accessible rooms*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 2 of 16
Event HistoryFirst Time Event:x If No, attach the APEX Post Event Report (PER)*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 3 of 16
If a PER is not available, Complete the following for past occurrences:Facility NameCity,State/Province,CountryStartDay &DateEndDay &DateCrowne Plaza NorthWilmington, DEApril25,2019April26,2019Sheraton RestonReston, VirginiaApril26,2018April29,2018Holiday Inn VirginiaBeach- Norfolk Hotel& ConferenceCenterVirginia Beach,VAMarch30,2017Holiday Inn VirginiaBeach- Norfolk Hotel& ConferenceCenterVirginia Beach,VAHoliday Inn VirginiaBeach- Norfolk Hotel& ConferenceCenterTotalAttendanceTotal RoomNightsAPEX PostEvent Report(PER) attached219 Yes No400152 Yes NoApril 2,2017450171 Yes NoApril21,2016April22,2016500231 Yes NoVirginia Beach,VAApril23,2015April26,2015525226 Yes NoDoubleTree byHilton, Koger CenterRichmond, VAApril 3,2014April 6,2014525166 Yes NoCrowne 8 Yes NoCrowne 7 Yes NoEmbassy SuitesCary, NorthCarolinaMarch31,2011April 3,2011425127 Yes NoCrowne PlazaValley Forge,PAApril15,2010April18,2010350172 Yes No400Exhibition InformationThe event is or includes an exhibition: Yes x NoIf Yes,Type of Exhibition:*RFP For (Supplier Name):*Respond To (Key Contact Name): Public Private Public/Private CombinationPage 4 of 16
Type of Exhibitschoose all that apply: Custom Fabricated Modular Portable Other:Number of Exhibits Expected:Number of Exhibiting Companies Expected:Exhibitor Demographics Profile:(Include information regarding demographics, industry focus, special needs, etc.)Secured Exhibition Area: Yes NoGross Space Required:Unit of Measurement: Square Feet Square MetersNet Space:Unit of Measurement: Square Feet Square MetersExhibitor Kit Provided to Exhibitors: Online Printed CD ROM None OtherGeneral Service ContractorGeneral Service Contractor (GSC) Selected: Yes x NFuture Open DatesThere are future open dates for this event: x Yes NoIf Yes,PublishedStart DatePublishedEnd DateCommentsApril 18, 2024April 21, 2024Event Profile Comments:III. Requirements*Statement of Need:Open to a multiple-year contract.Location RequirementsThe event must take place in a specific location: Yes x No If Yes:City:State/Province:Country:If No:Preferred locations for the event are:Country*RFP For (Supplier Name):*Respond To (Key Contact Name):Region, Province, or StateCityPage 5 of 16
MarylandOpenNew Other Location Requirements:(Describe other requirements relating to a location such as Airport, City Center, Resort, Suburban, etc.)Other Location Requirements Comments: Selecting from among cities in Maryland, Virginia, and North Carolina.Date RequirementsYearMonthStartDay & DateEndDay & DatePreferred Published Dates2023April1316Alternate Published Dates 12023April2023Alternate Published Dates 2Number of days/hours needed in advance of published event dates for set-up and move-in:x Days HoursNumber of days/hours needed post-event for tear-down and move-out: Days x HoursOther Date Requirements Comments:Facility RequirementsPreferred FacilityType:x Conference Centerx Convention Centerx Hotel Resortx Restaurant Unique Venuex Other: Office / Conference Set upGuest Rooms Total Room Nights:143 Peak Night Room Block: 64Largest Function Space*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 6 of 16
Minimum Square Footage: Set-up Type Required: Theatre w/stage Minimum Capacity: 300 Minimum Ceiling Height:Exhibit HallGross Space Required:Recreation PreferencesRecreation TypeRequiredPreferred but NotRequired(e.g. Beach, FitnessCenter, Golf, Pool, Spa)Pool, Fitness CenterSpa, Basketball, andTennis CourtNot RequiredOther Facility Requirements Comments:Guest Room Block RequirementsGuest Rooms are Required for this Event: x Yes NoCut-off Date: 14 Days before major arrival dateReservation Method: {X} Individual Call-in {X} Rooming List# ofGuests# ofSingleBeddedRoomsRequired# ofDoubleBeddedRoomsRequired# ofSuitesRequired82# ofAccessibleRoomsRequiredTotal # ofRooms &SuitesRequiredDay (e.g., dayCheckoutTotalsDescription of Accessible Rooms Requirement:Room Rate Must Be No More Than 99 - 139 (Flat rate for single, double, tand riple occupancy requested.)Government Per Diem Rates Required: Yes x NoIf Yes,Number of Rooms Requiring this RateReduced Staff Room Rates Required: x Yes NoIf Yes,Number of Rooms Requiring this Rate: 7*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 7 of 16
Rebates Will Be Paid on Room Rates: x Yes NoIf YesDescribe rebate, assessment, or commission requirements associated with this RFP: ( 7) Rebate on RoomsMethod of Reservations: Select All That Apply: x Rooming List x Individual ReservationOther Guest Room Block Requirements Comments:Function Space and F & B RequirementsFunction Space (including for exhibits) is Required for this Event: x Yes NoIf Yes,The following chart/schedule outlines function space requirements for the event.DATETIME(FROM TO)FUNCTION#PPL15SET-UPMEETING ROOM:Thursday:4/13/2310 AM11:59 PMRegistration Setup /234/14/234/14/2312noon12noon10:00 PM11:59 PM11:59 PM11:59 PMExecutive Treasurer OfficeExecutive Board RoomMove-in and Set-up52030012:00 AM12:00 AM12:00 AM6:30 AM8:00 AM11:59 PM11:59 PM11:59 PM10 AM11:59 PMRegistration Setup RoomExecutive Treasurer OfficeExecutive Board RoomBreakfastRegistration / Vendor’s1552030104/14/2310 AM11:59 PMChildren’s Zone354/14/2310 AM11:59 PMTeen Zone354/14/2312noon11:59 PM3004/14/2312noon11:59 PMAV Sound Setup, Choir Rehearsal,ConcertAV Sound Setup, Choir 5/2312:00 AM12:00 AM12:00 AM6:30 AM11:59 PM11:59 PM11:59 PM10 AMRegistration Setup RoomExecutive Treasurer OfficeExecutive Board 238:00 AM11:59 PMRegistration / Vendor’s10Existing4/15/2312 AM11:59 PMChildren’s Zone354/15/2312 AM11:59 PMTeen Zone35(2) 6ft tablesdraped & skirted(6) 6ft tablesdraped & skirted8:00 AM6:00 PM12 PM10 PM12:00 AM12:00 AM12:00 AM6:30 AM3:00 PM3:00 PM11:59 PM10 3*RFP For (Supplier Name):*Respond To (Key Contact Name):(8) 6-ft tablesdraped & Existing(10) 6-ft tablesdraped & skirted(2) 6ft tablesdraped & skirted(6) 6ft tablesdraped & skirtedPre-function Area ofBallroom300General SessionBanquet300150ExistingRoundsRegistration Setup RoomExecutive Treasurer OfficeExecutive Board unction Area ofBallroomPage 8 of 16
4/16/234/16/238:00 AM1:00 PM1:00 PM3:00 PMSunday School, Worship ServiceMove Out300TheaterFunction Space and Audio/Visual Comments (e.g. rear screen projection needs, production requirements, etc.):Complimentary podium and microphone for general session room, complimentary Projection Screen,Complimentary Board & Easel with Large Pad and markers for General Session Room. Group will bring their ownA/V at no additional charge.Overall Food & Beverage Budget: 5000 (indicate currency type)Includes Tax: x Yes NoIncludes Service Charges: x Yes NoIncludes Gratuity: x Yes NoOther Function Space and Food & Beverage Requirements Comments: Requesting cost for adults to be 26inclusive and children 12 and under 18 inclusiveConcessions Desired*(1)Complimentary room night for every 35 occupied rooms cumulatively*Two (2) Complimentary one-bedroom Suites for Bishop and President for Duration of the Conference*(1) Complimentary Room for the Planner for Duration of Conference*Guest Rooms: Breakfast per day included in the rate (up to (4) people)*(7) staff rooms at 50% off Group rate*Complimentary parking for hotel guests, with unlimited in-and-out privileges*Complimentary use of hotel fitness facilities*Meeting Space Complimentary*Complimentary Internet Access in Guestrooms, Break-out Rooms, and BallroomInsurance:In order to host this event, what are your specific insurance requirements of my organization? Commercial General Liability Insurance, including blanket contractual liability*With respect to the commercial general liability protection, if the amount exceeds 1,000,000, what the limits can beprovided by primary and excess/umbrella coverage. Commercial Automobile Liability Insurance for owned, non-owned and hired vehicles Workers' Compensation Insurance as required by statute. Employers' Liability Insurance.*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 9 of 16
Other Specific Requirements:General Session/Worship Services Meeting Room Requires 40x20 stage atfthe rothe nt, cethe nter of room, Podium w/mic on stage facing theatre styleset up. 15x30 area for musical instrumthe ents at side of the stage. (2) 6fttable on the floor in front of the stage with 4-6 chairsAdditional Request/Comments:*Request Hotel provide (1) pre-planning meetings for the Eastern DiocesePresident and Committee members (20 people) (meeting will be based onhotel availability).Request hotel provides:*Complimentary Conference Room for one-day pre-planning session*Complimentary overnight accommodations for President & Planner* Complimentary Deli luncheon for 20 board members*Accommodations for committee members at 50% of group rate*Group is exempt from sales tax in most states and will provide qualifiedcertificate upon request*Meeting planner Rewards number will be included in final contractIV. Proposal SpecificationsThe RFP issuer expects that all work will be performed in a professional manner. All information provided in thisRFP is proprietary for this purpose only. Information cannot be released without written permission from the contactperson named in Section I.Questions:Direct all questions and requests for additional information regarding this RFP to the contact person designated inSection I (Contact Information).Decision Making Process: Site Visit will be conducted by planner based on hotels selected from proposalsubmissions- so please submit your most competitive proposal. Planner will notify selected hotel(s) of the decisionfor site visits and will work with each hotel to set up the site visit arrangements.Final Decision Maker: Steven L. Hill , Meeting PlannerThere will be a preliminary cut with a second review of finalists: Yes*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 10 of 16
Timeline: *RFP Published Date: RFP Distribution Date: Proposal Due Date and Time: As soon as possible Preliminary Cut Date: Proposal Presentation Dates (if required): *Decision Date: within a month of receipt Approximate Date of Site Inspection (if required): Open Number of Site Inspection Attendees (if required): 2Decision Notification Method:x Telephone Callx Email Letter FaxKey Decision Factors:Selection is based on the following criteria, rated by how they will play a role in proposal evaluation (1 is critical, 3 isimportant, and 5 minimally important):Decision FactorRatingAbility of vendor to provide high level of service5Age and types of equipment to be provided5Amount of equipment owned by the vendor5Availability of required equipment3Comp Meeting Space1Information provided in the response to the RFP1Proposal in the response to the RFP is in the proper sequence3Room Rate1Recommendations from previous and existing clients3Staff Experience3Travel/shipping costs if equipment is trucked or flown in5Location1Other:Required Attachments (select all that apply):x Standard sales kit for the facilityx Insurance Requirementsx The facility’s APEX Site Profile Exclusive and/or Preferred Vendor Listx Price List(s) Resort Fees*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 11 of 16
x Parking Valet Parkingx Fitness Center Porterage & Baggagex Internet Access & Accessories Room Drops Corkage - Wine & Beer Feesx Shipping & Receiving Labor Policy Cleaning/Trash Removal Policies Utilitiesx Gratuities Policy Other: Other:Instructions for Responding: Each proposal responding to this RFP must include the information requested in Section V (ProposalContent) of this RFP (in the order presented). Expenses related to the preparation and completion of a response to this RFP are the sole responsibility ofthe vendor. The proposal with the lowest dollar amount will not necessarily be considered as the best proposal. Incomplete and/or late responses will not be considered. Accepted Formats for Response: Other instructions:x Mail Fax x Email Courier Other:Proposal Specifications Comments:V. Proposal ContentEach proposal responding to this RFP must include the following information (in the order presented here).Facility Name:Mailing Address Line 1:Mailing Address Line 2:City:State/Province:Zip/Postal Code:Country:*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 12 of 16
Web Site:Primary Sales Contact:Full Name:Job Title:Employer:Response to Requirements:Dates & Guest RoomsStart Day& DateEnd Day& DateSingleOccupancyRoom RateDoubleOccupancyRoom RateExtraPersonChargeSuiteRate RangeAvailability 1st Option 2nd Option 1st Option 2nd OptionAdditionaloptions asnecessaryCurrency Type: USDFunction SpaceComplete the following chart for each function outlined in Section III:Day &DateFunctionType*RFP For (Supplier Name):*Respond To (Key Contact Capacityfor SetupIndicated24-HourHoldAvailableAvailability Yesx Nox 1st Option 2nd OptionPage 13 of 16
1st Option 2nd OptionAdditionalfunctions asnecessaryFood & BeverageF&B Function TypeAverage Per Person PriceMorning BreakAfternoon BreakReceptionPlated BreakfastBuffet BreakfastContinental BreakfastHot Plated LunchCold Plated LunchBuffet LunchPlated DinnerBuffet DinnerCurrency Type:*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 14 of 16
Standard Tax %: %Standard Service Charge %: %Concessions Offered:Guest Rooms:Food & Beverage:Other Concessions:Insurance CoverageIndicate the types and levels of insurance the company carries: Errors & Omissions Insurance: (indicate currency type) Workers Compensation Insurance: (indicate currency type)x Commercial Liability Insurance: (indicate currency type) Commercial Automobile Liability Insurance Other - : (indicate currency type)References:Provide three references for events similar in size and scope to the one outlined in Section II (Event Profile) of thisRFP:Reference 1Reference 2Reference 3Event NameEvent Start Datemm/dd/yyyyEvent End Datemm/dd/yyyyEvent TypeEvent HostGiven NameMiddle NameSurnameJob TitleEmployerPhoneE-mail AddressAttachments:The following are attached to this proposal:Standard sales kit for the facility Insurance Requirements The facility’s APEX Site Profile*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 15 of 16
Exclusive and/or Preferred Vendor List Price List(s) Resort Fees Parking Valet Parking Fitness Centerx Porterage & Baggage Internet Access & Accessoriesx Room Drops Corkage - Wine & Beer Feesx Shipping & Receiving Labor Policy Cleaning/Trash Removal Policies Utilities Gratuities Policy Other: menusAdditional Comments:*RFP For (Supplier Name):*Respond To (Key Contact Name):Page 16 of 16
*RFP For (Supplier Name): Page 1 of 16 *Respond To (Key Contact Name): Contact Information *Event Name: Eastern Diocese Youth Conference *Event Host Organization: Eastern Diocese Church of Christ Holiness U.S.A. Event Organizer: Eastern Diocese Church of Christ Holiness U.S.A. *Key Contact Person: Steven Hill Job Title: Conference Planner *Mailing Address Line 1: P.O. Box 2652
