Business Facilities LiveXchange 2017 REQUEST FOR PROPOSAL

Transcription

1 Business Facilities LiveXchange 2017 REQUEST FOR PROPOSAL Thank you for submitting a proposal for the 2017 Business Facilities LiveXchange. Please make note of the following dates and instructions. DEADLINE The deadline for submitting proposals for the 2017 Business Facilities LiveXchange is November 20, All proposals should be submitted by or mail to: Group C Media Attn: Ted Coene 44 Apple Street Tinton Falls, NJ tcoene@groupc.com RFP TIMELINE Proposals are due no later than November 20, 2015 Decision announced February The winning organization will be notified directly. If your location is not selected for the 2017 Business Facilities LiveXchange, your proposal may be considered for the 2018 event. Please indicate if your organization is interested in being considered for either the 2017 or 2018 Business Facilities LiveXchange in your proposal. If you have any questions, please contact Ted Coene at the phone number and address listed above.

2 1. Business Facilities LiveXchange Venue Requirements The below is required to host Business Facilities LiveXchange. Event Overview Business Facilities LiveXchange is an INVITATION ONLY event. Delegates must meet strict criteria to qualify for an invitation to attend. As part of their agreement to attend, delegates and sponsors must attend all meetings on their itinerary, which includes all meal functions. Business Facilities LiveXchange serves those involved with site selection and economic development. Participants include corporate real estate executives and site selection consultants (delegates); state and local economic development organizations and utility companies (sponsors); and speakers. Event Requirements Preferred Dates: The date pattern is Sunday-Tuesday, with some arrivals on Saturday. The event will be held in Spring 2016, preferably April. The event opens with a Welcome Reception and dinner on Sunday, and concludes at 12:15 p.m. on Tuesday. Airport: Venues should be within 45 minutes travel from a major airport. Expected attendance: (includes delegates, sponsors, speakers, partners, staff) We would like a 1st option on an additional 15 rooms on the peak nights. Special Events: There is a golf game as well as a non-golf event on Tuesday. Please advise if you have golf on property, or can suggest a course within 30 minutes from the resort. Attendance at these events ranges from 24 for golf and 30 for the non-golf event. The non-golf event is normally an off-site tour. Sleeping Rooms needed: Saturday 10 Sunday 75 (includes staff rooms) Monday 75 (includes staff rooms) Tuesday 20 Meeting Rooms needed: Outside or creative area to host a Welcome Reception for 75 people on Sunday. Banquet room for breakfast buffet for 75 people on Monday and Tuesday. (1) Meeting Room for 20 (classroom for workshops) on Monday and Tuesday. (1) Board Room or smaller meeting room set up for Think Tanks of 10 people for Monday. (1) Meeting Room for Opening General Session for up to 75 people theatre-style on Monday 8 a.m. 9 a.m. and Tuesday 8 a.m. 9 a.m. (1) 3,500 sq. ft. Ballroom and/or foyer/lobby space for one-on-one meetings. BFLX will require 25 separate seating areas of 2-4 people set approximately 8' -10' apart for privacy. Needed for Monday and Tuesday. (Set up will need to be completed by 8 a.m. on Monday, or be done the day before.) (1) Small meeting room that can be used as Event Office for Sunday, Monday and Tuesday. (1) Banquet rooms for meal functions. In use Sunday and Monday (2 dinners, 1 lunch). Service for approximately 75 people. Welcome Reception Sunday, 6:30 7:30 p.m. Outside venue preferred if possible. Breakfast Monday and Tuesday Buffet with seating for approximately 75 total

3 Event Schedule: SUNDAY Welcome Reception 6:30 p.m. 7:30 p.m. Cocktails/hors d ouevres Dinner 7:30 p.m. 9:30 p.m. Soft drinks included with meal. Wine with dinner at table 2 bottles per table to master. Additional bottles only if sponsored by a table guest and billed to their room. Cash Bar at dinner for cocktails or wine by the glass. MONDAY Breakfast buffet 7:00 a.m. 8:00 a.m. Note: Areas with outside seating would be considered if appropriate. General Session Meetings and workshops Lunch plated Soft drinks included. No bar Meetings and workshops 8:00 a.m. 9:00 a.m. 9:00 a.m. 12:15 p.m. 12:15 p.m. 1:30 p.m. 1:30 p.m. 5:15 p.m. Dinner plated 6:30 p.m. - 8:30 p.m. Soft drinks included with meal. Wine with dinner at table sponsor cost. Cash bar Networking Event at hotel bar or other social area. 8:45 p.m.* TUESDAY Breakfast buffet 7:00 a.m. 8:00 a.m. General Session Meetings and workshops Box Lunch/Golf/Networking Event/Departure 8:00 a.m. 9:00 a.m. 9:00 a.m. 12:15 p.m. 12:15 p.m. Notes: The event includes a free-style networking opportunity on Monday night after dinner. This is normally held at one of the hotel s bars and each attendee is provided with two drink chits. The remaining purchases are on own. Audio Visual requirements for the General Session room is a 9 x 12 screen, LCD projector and stand, wireless lav and podium. The workshops may also require a screen, LCD and wireless. Coffee breaks in one-on-one meeting areas morning and afternoon Monday. Tuesday a.m. only for breaks. We are open to using outdoor or other specialty areas in the resort for one or all of the following events: the Welcome Reception, Monday lunch, and weather permitting, the dinners. Lunches and dinners are plated; breakfast is buffet. Please include staff rates and any upgrade or complimentary considerations for staff. Please indicate if any resort fees which may normally apply may be waived. *Timing of golf event and departure time subject to change (Continued on next page)

4 Notes: (continued) Group rate should apply up to 3 days before and 3 days after the event to accommodate extended stays requested by attendees. Rooms outside the room block at the group rate will be subject to availability. Please indicate distance from the airport and if the resort has an in-house airport transportation vendor available to handle group transfers for those participating in the event. Business Facilities LiveXchange Venue Recommendations Please list up to four venues (four- or five-star facilities preferred) in your community that you believe would be suitable for our LiveXchange Event. Note: Venues should be within 45 minutes travel from a major airport and within 30 minutes from a top-flight golf course. Rules and Required Information 1. Venue Name: Venue Contact: Venue Address: Venue Phone: Venue Web site: 2. Venue Name: Venue Contact: Venue Address: Venue Phone: Venue Web site: 3. Venue Name: Venue Contact: Venue Address: Venue Phone: Venue Web site: 4. Venue Name: Venue Contact: Venue Address: Venue Phone: Venue Web site: Host communities are required to purchase an Itinerary Sponsorship, plus one of the sponsorship opportunities in Section 3.

5 2. Business Facilities LiveXchange Itinerary Sponsorship Itinerary Sponsorship Required for Host Community BUSINESS FACILITIES LiveXchange ITINERARY SPONSORSHIP: $12,900 Business Facilities LiveXchange is a unique event developed to connect economic development professionals with senior-level executives who are actively seeking a new location for their business. As a sponsor, you will meet prospects who are focused on their projects and anxious to discuss your location and the benefits you offer. ROI for sponsoring organizations Each sponsor executive selects which delegates he/she wishes to meet using comprehensive corporate delegate profiles. All meetings are driven by the delegate, and no corporate delegate is placed in a meeting he or she hasn t specifically approved or requested. This ensures an interested prospect in all business meetings. Sponsors can request additional meetings prior to or at the event. All sponsors receive their itinerary one week prior to the event, enabling them to prepare for each meeting. Your sponsorship includes: An itinerary of your scheduled meetings, plus the complete list of corporate delegates attending. Fully equipped meeting area (seating, table, and signage) All organized meals including breakfasts, lunches, dinners, and coffee breaks (room service and mini bar NOT included) A full page Thank You advertisement in Business Facilities magazine, including your logo and website address Your organization s logo on the Business Facilities LiveXchange website Inclusion in Business Facilities LiveXchange e-location Newsletter, including your logo, word description, and link to your website Promotion of your sponsorship on Business Facilities LiveXchange Social Media Pages (Facebook, Twitter, and LinkedIn) Two nights accommodation in the host hotel Use of venue s social and entertainment facilities

6 3. Business Facilities LiveXchange Sponsorship Options The host community is required to select a minimum of one of the following sponsorship opportunities. GOLD SPONSORSHIP: $12,500 (choose one) LiveXchange Welcome Reception Kick-off the first night of LiveXchange and gain visibility right from the start. Every LiveXchange participant is invited to this well-attended networking event. Includes two 22 x 28 custom signs at the reception, plus the opportunity to provide marketing collateral to all attendees. Keynote Sponsorship This exclusive opportunity will allow for a top member of your team to participate in the Keynote address by introducing the speaker. Your sponsorship includes signage and the opportunity to provide marketing collateral to all attendees. This keynote sponsorship is the very best way to get your location to be in the spotlight at the 2017 LiveXchange event. SILVER SPONSORSHIP: $8,000 LiveXchange Networking Event Sponsorship As the official Networking Event sponsor, you ll provide all delegates with an unforgettable experience, whether they re participating in the Shotgun Golf Tournament or attending a local networking tour. Your sponsorship includes signage in the hotel meeting area and your logo in all confirmation s sent to delegates. You ll be listed as the exclusive Networking Event sponsor in the onsite event guide, plus you ll have the opportunity to distribute marketing material to all attendees onsite. You ll also receive recognition at the podium during LiveXchange. BRONZE SPONSORSHIP: $5,000 Wine at Dinner Make a great impression at dinner and provide two bottles of wine to every table. Every LiveXchange attendee will know that you provided the wine during both nights of dinner, with a tent card featuring your company s logo on each table. You ll also have the option to provide additional gifts and/or promotional items. All of the above opportunities also include: Your company logo, contact information and a 100 word company description in the onsite event guide. Your company logo and a hyperlink back to your website on the LiveXchange website partners page.

7 4. Business Facilities LiveXchange Host City Incentives Survey This portion of the request for proposal is optional. Please let us know if you offer the following incentives to conferences/conventions/events that are held in your locality: Reduced or Underwritten Hotel Room Rates YES NO Tax Incentives (Relief of Occupancy, Hotel/City Taxes, or event activities) YES NO Airport Transfer Provision/Free Airport Shuttle YES NO Discount Tickets for Entertainment/Sports/Museums YES NO Other (please explain below) YES NO Please provide us with a detailed description that explains the incentives that your location can offer: Projected Value of Incentives: $ Please call Business Facilities with any questions regarding the value of incentives.

8 5. Business Facilities LiveXchange Proposal FIRST NAME LAST NAME TITLE COMPANY ADDRESS 1 ADDRESS 2 CITY, STATE, ZIP COUNTRY TELEPHONE WEBSITE CHECKLIST 1a. Could your location accommodate the preferred dates for Business Facilities LiveXchange? Yes No 1b. Do you meet the meeting room requirements for Business Facilities LiveXchange? Yes No 2. n Business Facilities LiveXchange Itinerary Sponsorship (mandatory) $12,900 You must have a representative attend and take meetings during the event. 3. You must also select a minimum of one of the following sponsorship offerings special consideration will be given to multiple sponsorship bids: n Business Facilities LiveXchange Welcome Reception sponsorship $12,500 n Business Facilities LiveXchange Keynote Address sponsorship $12,500 n Business Facilities LiveXchange Networking Event sponsorship $ 8,000 n Business Facilities LiveXchange Wine at Dinner sponsorship $ 5, Please let us know if you offer the following incentives to conferences/conventions/events that are held in your locality: Reduced or Underwritten Hotel Room Rates Yes No Tax Incentives (Relief of Occupancy, Hotel/City Taxes,or event activities) Yes No Airport Transfer Provision/Free Airport Shuttle Yes No Discount Tickets for Entertainment/Sports/Museums Yes No Projected Value of Incentives: $ Total Value of Bid: $ n Yes, I am interested in being considered for either the 2017 or 2018 Business Facilities LiveXchange. Thank you for taking the time to complete this Business Facilities LiveXchange request for proposal. If you have any questions or would like additional information about Business Facilities LiveXchange please call Ted Coene