Estes Park Events Complex Estes Park Conference Center P.O. Box 1200 Estes Park, CO 80517 Proposal prepared for APA Colorado September 27-20, 2017 Estes Park Conference Center Contact: Karen Lynch Sales & Marketing Manager P.O. Box 1200 Estes Park, CO 80517 Direct Line (970) 577-3956 Castle Pines, CO 80108 Cell (970) 231-3777 (303) 773-1002 klynch@estes.org www.estesparkconferencecenter.com www.estesparkeventscomplex.com Prepared for: Ms. Kelley Boudoin, CDS, CCM Director of Global Accounts Conference Direct 7090 Cerney Circle kelley.beaudoin@kelleybeaudoinconferencedirect.com
February 23, 2015 Dear Kelley, Thank you for the opportunity to host APA Colorado in Estes Park! In the future, I would love to review your women s and marriage retreats, as well. The Estes Park Conference Center is located a quarter mile from the heart of downtown Estes Park and is attached to the Rocky Mountain Park Inn, which offers catering, 150 beautiful lodging rooms and numerous hotel amenities. Exceptional Views Inside and Out When first impressions count, set the tone of your meeting with the lobby s massive stone fireplace. Groups appreciate the Center s mountain elegance, provided by the rich jewel tones used throughout the facility. Designed with extra attention to the finer details, the center offers maximum flexibility. The 8,000 square foot ballroom, ideal for banquets, vendor exhibits and general sessions also converts to six independent sound-proof meeting areas. An inviting outdoor courtyard can be used for themed parties, social events or as a tented display area. Another five breakout rooms are also available, including a 3,600 square foot Junior Ballroom. Large foyers and atrium seating areas are ideal for quiet conversations. These areas are an excellent option for various social functions such as meals, cocktail parties, vendor areas, coffee breaks, small breakout groups and more. The Conference Center includes a registration/coat check area and adjoining small conference room. 20,000 square feet of conference space in total. The Grand Ballroom is 8,000 square feet and can be divided in several ways with up to six separate salons. The 3,600 square foot Junior Ballroom can be divided into three separate meeting rooms There are two smaller meeting rooms with vaulted ceilings and windows overlooking Lumpy Ridge Range. An indoor pool area allows for private pool parties YOUR GROUP DETAILS: First Option: Wednesday, September 27, 2017 Saturday, September 30, 2017 180 rooms Wednesday, September 27, 2017 180 rooms on Thursday, September 28, 2017 70 rooms on Friday, September 29, 2017 Note that the Rocky Mountain Park Inn offers 150 rooms, and I am able to assist with a citywide for additional lodging should you choose Estes Park. MEETING RENTAL RATES: There is a discounted one-time rental fee of $3,000 for all space outlined below. That rate covers the set up, breakdown and rental for the duration of your stay. It will also include use of the house sound system and microphone.
12:00 a.m. - 11:30 p.m. Registration Prefunction Lobby Wed., September 27th Wed., September 27th 12:00 a.m. - 11:30 p.m. APA Business Office Board room Wed., September 27th 12:00 a.m. - 11:30 p.m. Office #2 Coat Room Wed., September 27th 2:00 p.m. - 5:00 p.m. Breakout/General Session (Clarify) D, E, F, Classroom, 100 ppl. Thurs., September 28th 12:00 a.m. - 11:30 p.m. Registration Thurs., September 28th 12:00 a.m. - 11:30 p.m. AP Business Office Thurs., September 28th 12:00 a.m. - 11:30 p.m. Office #2 Prefunction Lobby Board room Coat Room Thurs., September 28th 7:00 a.m. - 8:00 a.m. Continental Breakfast Grand Ballroom, Rounds of 10, 250 ppl Thurs., September 28th 9:00 a.m. - 10:30 a.m. General Session Thurs., September 28th 11:00 a.m. - 5:00 p.m. 4 Breakout Sessions Thurs., September 28th 12:00 p.m. - 2:00 p.m. APA Board Meeting Grand Ballroom Classroom A, B, C, D Classroom Style Trail Ridge, Conference Style 30 ppl. Thurs., September 28th 2:30-3:00 p.m. Break Front Foyer Thurs., September 28th 6:00-8:00 p.m. Reception Dinner Grand Ballroom, Rounds of 10, 250 ppl Fri., September 29th 12:00 a.m. - 11:30 p.m. Registration Prefunction Lobby Fri., September 29th 12:00 a.m. - 11:30 p.m. APA Business Office Board room Fri., September 29th 12:00 a.m. - 11:30 p.m. Office #2 Coat Room Fri., September 29th 7:00 a.m. - 8:00 a.m. Continental Breakfast Grand Ballroom, Rounds of 10, 250 ppl Fri., September 29th 9:00 a.m. - 5:00 p.m. 6 breakout sessions A, B, C, D, E, F classroom style 75 ppl. e Fri., September 29th 2:30 p.m. - 3:00 p.m. Break Front Foyer Sat., September 30th 12:00 a.m. - 11:30 p.m. Registration Prefunction Lobby Sat., September 30th 12:00 a.m. - 11:30 p.m. AP Business Office Board room Sat., September 30th 12:00 a.m. - 11:30 p.m. Office #2 Coat Room Sat., September 30th 7:00 a.m. - 8:00 a.m. Continental Breakfast Grand Ballroom, Rounds of 10, 175 ppl Sat., September 30th 9:00 a.m., - 12:30 P.M. Breakouts - three separate A, B, C, Classroom 75 ppl each
Please note adjusted times to allow staff to flip room from meals to sessions. To avoid this flip and time adjustment, you could utilize the Event Center for all breakouts and sessions. The Event Center is brand new and offers 25,754 square feet. Visit www.estesparkeventscomplex.com for details. ACCOMMODATIONS: The Rocky Mountain Park Inn offers 150 well-appointed guest rooms and King-Suites, LONGZ Restaurant & Lounge, indoor pool, hot tub, and exercise room. Guest rooms offer you the option of two double beds per room or one king bed. Complimentary Wi-Fi internet service is included in your room and in the public areas within the hotel and the conference areas. We are happy to help with alternative lodging accommodations at other local hotels, should you need alternative options. Group Room Rates: We are pleased to offer a group discounted rate of $119 per room, commissionable at 10% of room rate before tax. We are pleased to guarantee the room rate three days pre and post stay! Concessions: One comp per every 40 rooms booked No F & B Minimum No Surcharge for your own A/V No Patch Fees Two complimentary staff rooms from Wednesday, September 27 Saturday, September 30 th 2015 F & B Pricing Applies One comp two bedroom suite from Wednesday, September 27 Saturday, September 30 th Three complimentary upgrades to suites from Wednesday through Saturday, September 30 th One complimentary room for meeting planner Four complimentary registration tables Complimentary LCD/Screen for general session No charge Wi Fe in meeting space and lodging rooms Food and Beverage: The quality, variety and service of our Food and Beverage Department are very important to us. From our popular theme parties, to a casual box lunch, to an elegant dinner in the Grand Ballroom or a luncheon in the Front Foyer by the fireplace, our chef will work closely with you to provide your group with a truly memorable event within your budget. Attached are the current banquet menus for your review. Taxes and gratuities will apply. No outside food or beverage is allowed in conference center, no outside catering is allowed. If you require a private bar, there will be a $100 set up fee charged. Audio Visual The Estes Park Conference Center offers the latest audio/visual equipment on-site to give your speakers every imaginable support device available. Hi speed internet access is available free of charge in guest rooms and public areas within the Rocky Mountain Park Inn. Your group is welcome to bring in any audio and visual equipment during your conference. There is no surcharge to do this. Charges will apply if technical assistance is required.
We re Proud to be Green! The Estes Park Conference Center and the Rocky Mountain Park Inn have been designated as green facilities. Our credentials have been researched and confirmed with and we have been presented numerous awards for our Green efforts! Our Mountain Village At 7,522 feet above sea level, conferees will appreciate over 200 stores, galleries and restaurants in Estes Park. They ll find hand-crafted art, rustic furnishings, fine apparel and specialty giftware as they stroll along our downtown Riverwalk that connects shops, picnic areas, sculptures, entertainment and recreational opportunities. Hiking, biking, boating, fishing, horseback riding and museums are all available. Visit www.visitestespark.com for a Visitors Guide for options for entertainment or a calendar of events. Rocky Mountain National Park No matter what the month of your event, Rocky Mountain National Park is open. Choose from short, easy hikes on well-marked trails or handicap walkways around pristine mountain lakes. The National Park also provides some of the best watchable wildlife in Colorado with elk, bighorn sheep, mule deer and moose leading the list. This proposal is valid until April 15, 2015. Space is not being held for your group at this time. Should you choose to block the space, please contact me and a contract will be issued. Kelley, thank you for the opportunity to earn your business; we look forward to hearing from you. Please feel free to contact me with questions. Karen Lynch Sales & Marketing Manager