2017 SourceAmerica Heartland Conference Proposal from Louisville Marriott Downtown

Transcription

1 SourceAmerica Heartland Conference Proposal Details RFP Name RFP Code Event Name SourceAmerica Heartland Conference H2N882FYGPC SourceAmerica Heartland Conference Proposal Sent Date Mon, 20-Mar- 10:50 AM Proposal Status Declined Supplier Name Louisville Marriott Downtown Supplier Type Hotel Proposal Introduction Chain Marriott International Hotels Metro Area KY - Louisville Brand Marriott Hotels Commission? Yes % I know you have been looking for a hotel that is excellent to work with during the planning process and then executes a flawless program that leaves your attendees thrilled and motivated and the reason we rank in the top 5% of all Marriott Hotel in event satisfaction since opening. Our hotel is in the heart of downtown with the best location just 9 miles from the airport offering many dining options in the hotel and also just blocks away from another 100 dining and nightlife options and attractions to include Louisville Slugger, Muhammad Ali Museum, Frazier Intl Arms, Louisville Science center, Whiskey Row Bourbon experience at Evan Williams, Angels Envy and so much more! Hotel is offering 75,000 up front Marriott Reward Points with a signed agreement by May 15, and another 75,000 at conclusion- great value! Date Type Event Dates Check-In Date Availability Rates (USD) Preferred Tue, 08-Aug- to Thu, 10-Aug- Mon, 07-Aug- 1st Option - Not Holding Space Page 1 of 10

2 SourceAmerica Heartland Conference Key Contact Information Contact Name Matthew Clark Address ille.com Organization Louisville Marriott Downtown Phone Title Website Additional Information Sales manager Louisville Marriott Downtown In 2015 the Louisville Marriott Downtown ranked 5th overall in Event Satisfaction amongst Full Service Marriott Hotels in the Nation. Why? We create memorable experiences We provide an exciting & efficient planning process We execute the details and deliver on promises Complimentary site tour Sleeping Room Availabilities Sleeping Room Needs Met? Day Yes Preferred (Tue, 08-Aug- to Thu, 10-Aug-) Availability 1st Option - Not Holding Space Check-in Date Mon, 07-Aug- Any (Run of House) Qty Rate (USD) Single (1 Bed) Qty Rate (USD) Double (2 Beds) Qty Rate (USD) Suite Qty Rate (USD) Staff Qty Rate (USD) Mon, 07-Aug Tue, 08-Aug Page 2 of 10

3 SourceAmerica Heartland Conference Sleeping Room Availabilities. Additional Fees Occupancy 9.500% State 6.570% Additional Information 16.07% occ/sales tax Page 3 of 10

4 SourceAmerica Heartland Conference Meeting Room Availabilities Meeting Room Needs Met? Start Date Yes Tue, 08-Aug- Day Time Agenda Item Room Request Room Assignment Tue, 08-Aug- 7:00 AM-11:45 PM Office/Storage Office Notes or Exceptions: near reg. desk Tue, 08-Aug- 8:00 AM-6:00 PM Ad-Hoc Meeting Room Meeting Other (Room 300 Sq. Ft. Conference (Room 350 Sq. Ft. / 10 people Paddock 552 Sq. Ft. Jockey Club 493 Sq. Ft. Notes or Exceptions: Room is always set as boardroom. Tue, 08-Aug- 8:00 AM-11:45 PM Registration Registration Notes or Exceptions: 2 6 ft. tables near general session Tue, 08-Aug- 12:00 PM-5:00 PM Flow 200 Sq. Ft. / 4 people Rounds (Room Salon 9-10 Foyer Filly 584 Sq. Ft. Tue, 08-Aug- 12:00 PM-5:00 PM Rounds Thoroughbred 624 Sq. Ft. Tue, 08-Aug- 12:00 PM-5:00 PM General Session General Session Notes or Exceptions: stage with wheelchair ramp Crescent Rounds (Room 1,600 Sq. Ft. / 80 people Salon 9-10 Tue, 08-Aug- 3:00 PM-3:15 PM PM Break Break Notes or Exceptions: in prefunction space near general session Tue, 08-Aug- 5:30 PM-6:30 PM Reception Reception Flow (Room 800 Sq. Ft. / 80 people Flow 800 Sq. Ft. / 80 people [Room Assignment TBD] Notes or Exceptions: Break in the foyer area that is 1500 sq ft. Salon 7 and 8 7:00 AM-11:45 PM Office/Storage Office Notes or Exceptions: near reg. desk Other (Room 300 Sq. Ft. Paddock 552 Sq. Ft. 7:30 AM-8:30 AM Breakfast Breakfast Rounds 1,000 Sq. Ft. / 80 people Salon 7 and 8 8:00 AM-5:00 PM General Session General Session Notes or Exceptions: stage with wheelchair ramp Crescent Rounds (Room 1,600 Sq. Ft. / 80 people Salon :00 AM-5:00 PM Rounds (Room Filly 584 Sq. Ft. 8:00 AM-5:00 PM Rounds Thoroughbred 624 Sq. Ft. Page 4 of 10

5 SourceAmerica Heartland Conference 8:00 AM-6:00 PM Ad-Hoc Meeting Room Meeting Conference (Room 350 Sq. Ft. / 10 people Jockey Club 493 Sq. Ft. Notes or Exceptions: Room is always set as boardroom. 8:00 AM-11:45 PM Registration Registration Notes or Exceptions: 2 6 ft. tables near general session 10:00 AM-10:15 AM AM Break Break 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: in general session room; stage with wheelchair ramp 3:00 PM-3:30 PM PM Break Break Notes or Exceptions: in prefunction space near general session 5:00 PM-6:30 PM Buffet Dinner Dinner Notes or Exceptions: in general session room; stage with wheelchair ramp Thu, 10-Aug- 7:00 AM-5:00 PM Office/Storage Office Notes or Exceptions: near reg. desk Thu, 10-Aug- 7:30 AM-8:30 AM Breakfast Breakfast Flow 200 Sq. Ft. / 4 people Flow 800 Sq. Ft. / 80 people Crescent Rounds (Room 1,600 Sq. Ft. / 80 people Flow (Room 800 Sq. Ft. / 80 people Crescent Rounds 1,600 Sq. Ft. / 80 people Other (Room 300 Sq. Ft. Rounds 1,000 Sq. Ft. / 80 people Salon 9-10 Foyer [Room Assignment TBD] Notes or Exceptions: Break in the foyer area that is 1500 sq ft. Salon 7 and 8 [Room Assignment TBD] Notes or Exceptions: Break in the foyer area that is 1500 sq ft. Salon 7 and 8 Paddock 552 Sq. Ft. Salon 7 and 8 Thu, 10-Aug- 8:00 AM-12:00 PM General Session General Session Notes or Exceptions: stage with wheelchair ramp Thu, 10-Aug- 8:00 AM-12:00 PM Crescent Rounds (Room 1,600 Sq. Ft. / 80 people Rounds (Room Salon 9-10 Filly 584 Sq. Ft. Thu, 10-Aug- 8:00 AM-12:00 PM Rounds Thoroughbred 624 Sq. Ft. Thu, 10-Aug- 8:00 AM-1:00 PM Ad-Hoc Meeting Room Meeting Conference (Room 350 Sq. Ft. / 10 people Jockey Club 493 Sq. Ft. Notes or Exceptions: Room is always set as boardroom. Thu, 10-Aug- 10:00 AM-10:15 AM AM Break Break Flow 800 Sq. Ft. / 80 people [Room Assignment TBD] Notes or Exceptions: Break in the foyer area that is 1500 sq ft. A/V Needs Axxis AV is our in house professional AV and production company that can handle all the needs laid out. **If outside AV company is used the cost is $ per day** Page 5 of 10

6 SourceAmerica Heartland Conference. Page 6 of 10

7 SourceAmerica Heartland Conference Estimated Costs Total F&B Minimum USD $10, Applicable Tax 6% Service Charge 24% Item Cost Type Amount Quantity Tax(%) Tax/Service Note Costs - Break - AM Costs - Break - PM Costs - Breakfast - Buffet Costs - Breakfast - Continental Costs - Dinner - Buffet Costs - Dinner - Plated Costs - Lunch - Buffet Costs - Lunch - Plated Costs - Reception - Beverage Costs - Reception - Food Costs - Housekeeping Costs - Internet - Guest Room Costs - Internet - Meeting Room Costs - Parking Fee - Self Costs - Parking Fee - Valet Costs - Resort Fee Rental Costs - General Session Rental Costs - Meeting Rooms - Total Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service Per Person USD $ Tax and Service N/A Per Day USD $ Tax Per Day USD $ Tax and Service plus $175 one time set up fee Per Day USD $27.00 No Tax Per Day USD $32.00 No Tax N/A Waived Waived Page 7 of 10

8 SourceAmerica Heartland Conference Transportation Costs - Airport Transportation Transportation Costs - Local Transportation Per Item USD $ Service N/A Page 8 of 10

9 SourceAmerica Heartland Conference Additional Questions 1. Are the sleep room rates quoted 10% commissionable to Experient? (Single choice) ( Yes 2. Is the quoted rate higher due to the commission? (Multiple choice) ( No 3. Does your meeting space fit all the square foot requirements listed on the lead? (Single choice) ( Agree 4. If no please list the challenges with the meeting space: (Comment) ( NA 5. Meeting space rental is waived: (Single choice) ( Agree 6. Please list the number of rooms this facility can commit to on peak night. (Comment) ( What is the traveling time and distance between the closest airport to the hotel? (Comment) ( Louisville International Airport is located 7 miles from the Louisville Marriott Downtown. Attendees will enjoy a convenient 8 minute commute from the airport. The city of Louisville has guaranteed a flat rate of $21 for a taxi service to downtown.airport Code SDF 8. Complimentary Internet in Guestrooms (Single choice) ( Agree 9. Rate available two days pre and post (Single choice) ( Other: Based on availability comp room per 40 sleeping rooms (Single choice) ( Other: 1 per % F&B Discount (Single choice) ( Disagree % Discount on A/V Pricing (Single choice) ( Other: 10% 13. Complimentary internet connection in staff office (Single choice) ( Page 9 of 10

10 SourceAmerica Heartland Conference Other: Waived set up fee of $ staff rated rooms at a 50% discount for duration of program (Single choice) ( Other: offering How many ADA rooms does your hotel have? And how many have roll-in showers? (Comment) ( 18 ADA rooms 1 ADA suite and 9 roll in showers. 16. What is the total number of guestrooms on property? (Comment) ( Please provide your hotel website. (Comment) ( Page 10 of 10