FedRooms for Groups and Meetings

FedRooms for Groups and Meetings 1

AGENDA Introduction What is FedRooms? FedRooms Groups and Meetings Benefits Q&A Connect with FedRooms 2

FedRooms 3

WHAT IS FEDROOMS? About Us WE ARE THE ONLY Official U.S. government-wide negotiated hotel program OWNED BY The General Services Administration (GSA), operated by the FedRooms team within CW Government Travel. (Not the same as the consortia programs operated by travel agencies contracted to service the government.) AVAILABLE TO All U.S. Military and Government personnel traveling on official business ACCORDING TO FEDERAL TRAVEL REGULATION Travelers must first consider FedRooms when traveling on official business 4

WHAT IS FEDROOMS 2.0? Program Breakdown CONTRACT RE-AWARD! Awarded to CW Government Travel for FY15 and beyond. NEW PROGRAM INCLUDES Fewer accepted properties Greater discounts to per diem and more value-add amenities Increased effort to move government market share to participating properties FY16Q2 AVERAGE SAVINGS TO PER DIEM $9.13 below per diem (FY15Q1* - $5.72) Top 105 US Markets the average discount was $9.05 per night ($6.58 in FY15Q1*) *FY15Q1 consumed before FedRooms Major Market Strategy deployed 5

WHAT IS THE COST? FedRooms Transient OUR CONTRACT No cost contract to the US Government HOTELIERS PAY FOR PERFORMANCE Costs include 2.75% on consumed room nights REPORTING Hotels are required to report monthly on room nights and revenues Some hotel companies report centrally Participating independent, Marriott, full service Hyatt and Starwood, etc. must individually report and remit 0.75% returned to GSA as an internal funding fee 6

BOOKING FEDROOMS Traveler Booking Habits COVERAGE FOR EVERY BOOKING CHANNEL 1. FedRooms.com 2. Government online booking tools ETS2 Concur Government Edition (CGE) E2 Solutions Defense Travel System (DTS) 3. Travel agencies TSS Schedule Embedded 4. Reservation Centers & Hotel Direct 5. Groups and Meetings 7

FedRooms for Groups and Meetings 8

THINGS TO CONSIDER Booking a Meeting * THE PRESIDENT S EXECUTIVE ORDER 13589 Promotes Efficient Spending GSA POLICY, TOOLS, AND SCHEDULE OFFERINGS Per Diem Rates GSA s Group Travel Planning Tool FedRooms Group & Meeting Tool Long Term Lodging Specialized Conference Facilities 9

PLANNING SMART A Two Step Process Select the best city with the GSA s Group Travel Planning Tool Select the best hotel with the FedRooms Groups and Meeting Tool 10

DETAILS STEP 1 GSA s Group Travel Planning Tool User-friendly tool for the novice or experienced meeting planner CAPABILITIES Determines your conference city. Results will reveal: Most cost-effective location Most environmentally practical location Validates your effort Documents your process BENEFITS Meeting planners will be able to easily find the lowest cost destinations, most sustainable destinations, and provide justification on overall meetings costs before they engage senior management for a final decision. Taking a look at the best overall destination will help to save money and justify that the proper market research was conducted 12

STEP 1 GSA s Group Travel Planning Tool IMPORTANT INFORMATION BEFORE GETTING STARTED Know the start date / end date Have an idea where attendees are coming from Know what destinations are being considered Have an idea of how many attendees will be coming Compare stats from previous meetings Result: Receive the best overall destination based on estimated cost & environmental impact! 13

STEP 1 GSA Group Travel Planning Tool* FINAL STEP: Refine the search Take a look at costs vs. environmental impact Discuss with meeting sponsor, senior management Ensure numbers are updated and accurate Result: Provides adequate justification for best value location 14

Screenshot: GSA MIS Planning Tool 15

STEP 2 FedRooms Group Travel Planning Tool* BENEFITS Saves time No cost contract to the US Government Correlates with GSA s Group Travel Planning Tool Eliminates redundancies Searches multiple hotels at one time Hotels won t contact planners Provides estimated hotel costs through market research MANY CHOICES Over 6,300 FedRooms properties to choose from Can also request a hotel to be considered for this meeting request 16

STEP 2 FedRooms Group Travel Planning Tool* BEFORE GETTING STARTED What is considered a meeting: Ten or more sleeping rooms (sleeping rooms only) (or) Conference space plus at least one sleeping room (or) Conference space only Fewer than ten sleeping rooms can be booked through Fedrooms.com You should know the following: Meeting dates Meeting room requirements Other needs such as: Audio visual / Business center Meals Special needs 17

STEP 2 FedRooms Group Travel Planning Tool WHAT YOU GET BACK FROM FEDROOMS Market Sourcing Report: Excel spreadsheet with prices/costs In 3-5 business days Hotel special concessions, could offer: Complimentary meeting room(s) Complimentary breakfast Complimentary internet BENEFIT Documents hotels that can accommodate your meeting 18

THE BENEFITS Meeting Planning Tools * WE CAN HELP YOU Experience a free and user-friendly process Recommend a personalized location and hotel while considering cost and the environment Conduct extensive market research for record-keeping Offer justification for: Sustainability Location Overall best value for hotels 19

THE PROCESS Step 1: Government Meeting Planners Start Here* FedRooms Rates are continuously monitored for compliance. http://www.fedroomsinfo.com/meetings.html 20

THE PROCESS Step 2: View Hotels on FedRooms.com * 21

THE PROCESS Step 2: View Hotels on FedRooms.com 22

THE PROCESS Step 3: Planner Completes Meeting Request/Online Form 23

THE PROCESS Step 3: Meeting Request/Online Form (Continued) 24

THE PROCESS Step 3: Meeting Request/Online Form (Continued) * 25

THE PROCESS Step 3: Meeting Request/Online Form * 32

THE PROCESS Step 4: FedRooms Receives Notification of Request Via CVent 34

THE PROCESS Step 5: Select Hotels in CVent 35

THE PROCESS Step 6: Market Sourcing Report Hotel Information Crowne Plaza Hotel Old Town Alexandria Hilton Alexandria Mark Center Hotel Hotel InterContinental Hotels Group Hilton Worldwide Crowne Plaza Hotels Hilton Hotels View Website View Website 901 North Fairfax Alexandria, Virginia, 22314 USA 5000 Seminary Road Alexandria, Virginia, 22311 USA 254 496 10,000 Sq. Ft. 55,000 Sq. Ft. 4,500 Sq. Ft. 10,200 Sq. Ft. Fedrooms Approved Fedrooms Approved Guests will enjoy spectacular views of the Potomac River and city from many rooms, a large fitness center, and the Sleep Advantage Program with comfortable beds. We're only a few minutes walk to the shops and historic homes on Alexandria's revitalized waterfront. Walking tours of the historic area and River Cruises of the national monuments begin just minutes from our hotel. Located in the West End of Historic Alexandria, Virginia, adjacent to the Dept. of Defense (DoD) Mark Center Facility. From presentations to celebrations, our newly renovated 55,000 sq. feet of event space features a 10,200 sq. foot Plaza Ballroom, 37 total breakout rooms, private dining, and three permanent board rooms. Within sight of Washington, DC monuments and attractions, our stylish hotel puts you near quaint waterfront galleries and shops in Old Town Alexandria, VA. XXXXXX XXXXXX Sales Manager Sr. Sales Manager Crowne Plaza Old Town Hilton Alexandria Mark Center Email.com Email.com 703-299-4952 703-845-2635 I would love to have the opportunity to work with you. Thank you so much for your interest. Complimentary Shuttle Service every 30 minutes to Reagan National Airport/Pentagon City Mall and Metro; Complimentary Fitness Center with Guest Room Key; Complimentary Seasonal Indoor/Outdoor Pool; Lake/Fountain/Gazebo in Backyard with lush grounds 36

THE PROCESS Step 6: Market Sourcing Report Hotel General Information General Information Proposal Status: Submitted Proposal Submitted Proposal Proposal Sent Date: 06-Apr-2016 06-Apr-2016 Proposal Introduction: 1) The only Hotel in Alexandria with views of the Potomac River and Washington D.C 2) Complimentary airport shuttle, complimentary s shuttle to King Street, Reagan Airport Metro and local offices. 3) Inexpensive alternative to Washington DC 4) Complimentary Bikes to ride the Mount Vernon Trail 5) Less than 2 miles to Reagan National Airport and 5 miles to D.C. 55,000 square feet of meeting space was enhanced with new carpet, wall and window coverings and regional artwork. The lobby was redesigned to encourage guests to recharge themselves, laptops and cell phones, using a soothing palette of blues, neutral tones and warm wood accents that give the public spaces an elegant feel. Our guestrooms compliment our lobby by using the same lush color palette of calming blues and neutrals with warm wood tones a harmonious balance to the already beautiful setting. Proposed Dates: 20-May-2016 to 22-May-2016 20-May-2016 to 22-May-2016 Availability: 1st Option 1st Option Additional Information: Your group would be a perfect fit for our property as we have the amount of meeting space needed to have a very comfortable meeting. We are not a big box property so your group will not be competing with other groups for space and we can dedicate all of our attention to providing great service. We are delighted to offer your group preferred dates of May 20-22, 2016 Requested Concessions/Contractual Requirements: Offered Concessions/Contractual Requirements: Contact me for Billing and Contractual Requirements We have had many successful Yellow Ribbon Events, and would be delighted to work with client to execute another flawless event! 37

THE PROCESS Step 6: Market Sourcing Report Sleeping Rooms Sleeping Rooms Sleeping Room Needs Met? Yes. All of our rooms have floor to ceiling windows with wonderful views of Washington DC and the Potomac River. We are the only property located on the Potomac River in the Old Town Alexandria area. We are offering the group less than per diem Sleeping Room Dates 20-May-2016 to 21-May-2016 20-May-2016 to 21-May-2016 Total Room Nights 90 90 Peak Room Nights 45 45 Sleeping Room Cost USD $11,850.00 USD $9,630.00 Rates: Single (1 Bed) Double (2 Beds) USD $129.00 USD $99.00 Suite USD $149.00 USD $159.00 Estimated Costs: Facility Fee N/A N/A Resort Fee N/A N/A 38

THE PROCESS Step 6: Market Sourcing Report Meeting Space Room Rental Costs Meeting Room Needs Met? Yes We are pleased to offer complimentary meeting room rental with 80% pickup of sleeping rooms. Estimated Costs: Breakout Total Complimentary Waived Waived with F&B General Session Complimentary Waived Waived with F&B Meeting Rooms Total Complimentary Waived Waived with F&B Service Charge: 22.00% Applicable Tax: 6.00% Additional Information: Waived room rental with F&B Government per diem menus are available Breakfast per person- $16.00 AM Break per person- $8.00 Lunch per person- $17.00 PM Break per person- $10.00 Dinner per person- $31.00 Our seasoned culinary team are experts in the food and beverage industry. We cater to all tastes and can customized a menu specific to your budgetary requirements. Our menus are available on line: Additional Fees Occupancy Tax USD $1.00 USD $1.00 City Tax 8.000% 8.500% State Tax 6.500% 6.000% Other Tax County Tax Additional Information: Taxes 14.5% (city and state) plus $1.00 (occupancy tax) per day. No resort fees. Taxes are subject to change without notice. Meeting Rooms Day 2 (8:00 AM - 5:00 PM) (General Session) Room: Madison North Size: 672 square feet Height: 10.00 feet Room: Magnolia Room Size: 2780 square feet Height: 10.00 feet 39

THE PROCESS Step 6: Market Sourcing Report F&B and A/V Food and Beverage Total F&B Minimum: Estimated Costs: Break - AM USD $11.00 Per Person (+Tax and Service) USD $8.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Break - PM USD $11.00 Per Person (+Tax and Service) USD $10.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Breakfast Buffet USD $29.00 Per Person (+Tax and Service) USD $16.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Lunch Buffet USD $35.00 Per Person (+Tax and Service) USD $17.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Dinner Buffet USD $30.00 Per Person (+Tax and Service) USD $31.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Dinner Plated USD $45.00 Per Person (+Tax and Service) USD $36.00 Per Person (+Tax and Service) Tax exempt if paid with a Govt Purchase Order Service Charge: 22.00% Applicable Tax: 6.00% Attachments A/V and Internet Costs A/V and Other Needs: AV can be provided through our in house company AVS and you are able to bring in your own AV Hilton Newsletter Audio Visual pricing are provided separately by PSAV. Estimated Costs: Internet - Guest Room Complimentary Complimentary basic internet in guestrooms Internet - Meeting Room Complimentary Per Day (+Tax and Service) Tax exempt if paid with a Government Purchase Order Service Charge: 22.00% Applicable Tax: 6.00% 40

THE PROCESS Step 7: Market Sourcing Report Misc. Costs & Gov Codes Miscellaneous Costs Transportation - Airport Transportation Complimentary Complimentary Transportation - Local Transportation USD $25.00 Per Item (+Tax) Miscellaneous Housekeeping N/A N/A Miscellaneous - Parking Fee Self USD $20.00 Per Day (+Tax) USD $24.00 Per Day (+Tax) Miscellaneous - Parking Fee Valet N/A USD $28.00 Per Day (+Tax) Service Charge: 22.00% Applicable Tax: 6.00% Additional Questions PROVIDE YOUR D&B D-U-N-S NUMBER: 806132754 80083727 You may find or register for your DUNS No. using the following link: http://www.dnb.com/ PROVIDE YOUR FEMA ID: You may find your FEMA ID using the following link: http://www.usfa.dhs.gov/applications/hotel/ VA0478 VA0592 PROVIDE YOUR CAGE CODE or SAM CODE (formerly known as CCR and ORCA): 4UL56 7J6M7 If you DO NOT have a SAM code, please go to the following link and apply for your SAM code Are you considered a "Small Business" hotel? Yes Yes 41

THE PROCESS Step 7: Selecting the Venue For Your Meeting PROPERTY SELECTION Upon making final selection of property for event/meeting, the Meeting Professional must contact meetings@fedrooms.com and advise. 42

POSITIVE FEEDBACK Testimonials and Reviews SAVING OUR CLIENTS TIME FedRooms for Groups and Meetings provided an invaluable marketing snapshot of the market for review per our requests. It lessened my cold calling around the Washington Metro area, as well as having to browse through multiple listings of my own! CREATING LASTING CONNECTIONS My Commanding Officer was really impressed by your work and we will surely use your services for our next event. 43

Hotel Webinar INFORMATIONAL WEBINAR We will host a FedRooms Groups and Meetings informational webinar for hotels as a follow up to SGMP Date/Time: May 26th at 11 a.m. CST Interested parties can request an invitation from Debi at meetings@fedrooms.com 44

QUESTIONS? Contact Us Today Groups and Meetings: Debi Petersen Project Coordinator, FedRooms 800.254-5543 meetings@fedrooms.com www.fedrooms.com/meetings.html Transient Properties: FedRooms Help Desk 800.226.1741 Hotels@fedrooms.com www.fedrooms.com 45

Q&A 46

CONNECT WITH FEDROOMS Let s Get Social LinkedIn: Visit our GSA FedRooms group Quarterly Newsletter: Sign up to receive the latest travel news and tips: https://www.fedrooms.com/travel_newsletter.html Facebook: Like us at Facebook.com/FedRooms 47