ASTA s Destination Expo
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1 ASTA s Destination Expo OFFICIAL BID DOCUMENT Proposed Destination: This proposal has been prepared by: Name: Title: Address: Telephone: I. Proposed Dates Bids are open for 2015 and beyond, preferably late January through May. The conference cannot be scheduled near religious or national holidays. Proposed dates: (Please list three options) *Note: Current pattern is Thursday Sunday. II. Hotel & Sleeping Room Requirements 500 first class and deluxe sleeping rooms located in a hotel facility that is within a 20-minute drive to proposed meeting facilities. Rates offered should be comparable to travel agent pricing. Page 1 ASTA Destination Expo
2 Rates will include a $20 per room per night housing rebate. Attach a list of proposed hotels, ratings, distance to meeting facilities and room rates. III. Meeting Space Requirements Space proposals should include meeting rooms that are climate controlled and include appropriate lighting and power. A. All meeting space should be provided complimentary B. General Session A venue for general sessions (2) is needed. Space needs to accommodate 600 people theater style seating. Includes staging and audio visual requirements. Attach floor plan, indicate any obstructions like columns or pillars. Name of Facility: Name of Room: Total Square Footage: C. Trade Show A venue for a trade show is needed to accommodate a minimum of 100 3mx3m exhibits. Electrical outlets need to be available for all exhibits and eating facilities in close proximity are desired. Includes local decorator to support the trade show requirements. Attach floor plan. Name of Facility: Name of Room: Total Square Footage: D. Education Breakouts A minimum of 8 breakouts to accommodate 60 people classroom style is required for education sessions. Attach floor plan, list each meeting room name and square footage in proposal Page 2 ASTA Destination Expo
3 Name of Facility: E. Registration Area Registration area is the attendee s first impression. An area to conduct registration with hard wired internet access is required to accommodate 500 people flow. F. Administration Office Meeting room with internet connection is required for staff breaks and office functions. G. Press Office Meeting room with internet connection, computer and printer is required for media. IV. In-Kind Services The following are services provided on a complimentary basis by the Host Destination. A. Promotional Event at ADE 2014 Merida Sponsorship of the final reception/dinner for the Conference held the preceding year to launch destination as host city and beginning the 12-month promotional campaign marketing the destination. Host may obtain sponsors to fund this event. B. Opening Welcome Event Sponsorship of the Opening Welcome Event to officially welcome ASTA delegates to Conference. This is the signature event and first impression of ADE. Typically, this event will be in a city landmark or well-known facility and feature food, drink and entertainment from that destination. C. Sightseeing Page 3 ASTA Destination Expo
4 Tours highlight things to see and do in the city including but not limited to adventure, museums, food and drink, architecture and history. Enough tour options should be presented to accommodate 500 people or more. Tours are held either the first day or last day of the conference or both and should be a minimum choice of three half day tours and a choice of three full day tours. D. Personnel Staff is needed to assist with conference operations including but not limited to support with bag stuffing, registration, room checks and welcome ambassadors. The following are the estimated staffing requirements: 5 staff for 2 days 5 English-speaking assistants to help out in the registration area during the conference 1 professional photographer to take photos during the conference D. Shuttle Buses Shuttle bus service is needed to transfer delegates from Official host hotels to meeting facilities and event locations. E. Furniture and Equipment The registration area needs to include registration counters, chairs, tables for materials and wastebaskets. All meeting room set ups also need to include tables, linens, chairs, desks, staging and other meeting equipment for a successful meeting environment. Registration area requires 10 hardwired internet connections 8 registration counters including headers 10 stools for registration counters 15 chairs 8 Computers with English keyboard 6 Printers 1 high volume photocopier 5 reams of paper Working tables Electrical Office supplies Signage (list to be sent at later date) Easels Page 4 ASTA Destination Expo
5 F. Audio Visual Equipment Audio visual equipment and labor support required for general sessions, education breakouts and other official functions (up to $60,000, negotiable). G. Food and Beverage Host to provide 1 breakfast, 1 lunch, 3 coffee breaks at the meeting location or host hotel. H. Promotional Collateral This includes brochures, the official on-site program, delegate registry and other advertising materials. Marketing collateral provides travel agents with multiple impressions and information about the destination. (Up to $90,000 USD) I. Hotel Accommodations Sleeping rooms are required for ASTA Board Members, Staff, and Senior Management for conference pre-planning trips as well as over the conference dates. A press trip will also be conducted with well renowned travel writers and press showcasing the city for creating newsworthy feature articles on the host destination. Thirty Complimentary deluxe sleeping rooms for use during the Conference dates Fifteen Sleeping room nights for planning trips Two Suites for ASTA Chairman and CEO during the Conference dates J. Air Transportation (destinations further than 5 hours from NYC require business class) Press trips to destination for travel writers and ASTA staff 8 tickets Planning trips for ASTA staff 9 tickets Travel to conference for ASTA Board of Directors and Staff 26 tickets Shipping to and from conference (a minimum of 150 lbs.) K. Insurance ASTA shall purchase and the host shall pay for liability and cancellation insurance. (not to exceed $12,000) Page 5 ASTA Destination Expo
6 VI. Restricted Entry Are there any restrictions that would impact the entry and departure of delegates from other countries? If yes, please specify. Entry Restrictions: We thank you very much for your interest and we look forward to discussing this bid document with you. Please note that the information in this document will be in the terms of the contract, and signing this confirms your acceptance of these terms. Signature: Date: Items to be submitted to ASTA for site consideration: 1. Official Bid Document 2. List of proposed hotels, ratings, distances and room rates 3. General Session floor plan 4. Trade Show floor plan Contact Information: Susan Sheats VP Business Development American Society of Travel Agents 1101 King St. Suite 200 Alexandria, VA 22314, USA Phone Page 6 ASTA Destination Expo
7 ASTA Destination Expo SAMPLE Program (The sample program is flexible and can be adapted) Day One: Day Two: Day Three: Day Five: Day Six: Optional Morning Tours Afternoon Seminars Opening General Session Welcome Event Hosted by Destination Morning Destination Training Seminars Trade Show Evening Dine-Around Experience or Sponsored Evening Morning Destination Training Seminars Afternoon Exhibitor or Product Seminars and Trade Show Business Appointments Final Event Hosted by following Year s Destination Full Day Sightseeing Tours Departures for Post Tours Page 7 ASTA Destination Expo
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