NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

2019 ANNUAL CONVENTION

REQUEST FOR PROPOSALS

CONTENTS

2...... CONTENTS

3...... COVER MEMO

4...... SPECIFICATIONS AT A GLANCE

6...... ADDITIONAL SITE SELECTION CONSIDERATIONS

9..... 2007–2012 CONVENTION SITES AND REGISTRATION HISTORY

10.....CONVENTION ARRIVAL/DEPARTURE PATTERN AND ROOM MIX

11...... 2008–2012 CONVENTION SLEEPING ROOM PICK-UP HISTORY

12...... 2008–2018 CONVENTION SLEEPING ROOM RATES

13...... ANTICIPATED FUNCTION SPACE REQUIREMENTS

20...... 2006–2012 FOOD AND BEVERAGE SPENDS

21….….………………..……… NASP CONVENTION FUTURE SITES/DATES

(Attachment)…..…..… NASP HOTEL INFORMATION COMPARISON FORM

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

2019 ANNUAL CONVENTION RFP COVER MEMO

To:Convention and Visitors Bureaus

Hotel National Sales Offices

Event:NASP 51stANNUAL CONVENTION

Preferred Dates:February2019 (later weeks in month preferable)

Required Information:▪ Proposal (withfirst option dates only, confirmed 2019

sleeping room rates, and meeting room availability);

▪Hotel Information Comparison Chart (see attached copy); and

▪Hotel information packet (containing floor plans, current

catering menus, etc.)

Proposal Submission Deadline:June 1, 2012

Submissions Should be Sent to:Glenn M. Reighart, CAE, CMM, CMP

Director, Meetings and Conventions

National Association of School Psychologists

4340 East West Highway, Suite 402

Bethesda, MD20814

Direct: (301) 347-1666, Fax: (301) 657-0275

E-mail:

NASP will be pleased to receive proposals from destinations/hotel chainsthat fit the attached specifications only. Please instruct individual properties NOT to submit any proposals or inquiries directly to NASP. I would appreciate your collecting responses on my behalf and submitting them to me as part of a single, consolidated proposal sent by you. Please be sure to submit your best offer within your original proposal; there may not be any opportunityto revise bids. Submissions from individual properties,incomplete submissions,submissions without first option dates and confirmed 2019 sleeping room rates, and those received after the submission deadline cannot be considered. If you do not intend to submit a bid, I would appreciate your letting me know and indicating the reason for that decision.

Cities receiving this RFP and an invitation to submit a proposal include Atlanta, GA; Baltimore, MD; Boston, MA; Charlotte, NC; New York City, NY; Phoenix, AZ; Salt Lake City, UT; and Tampa, FL. Other cities may be considered, upon request. Thetentative decision schedule is as follows:

Distribution of Request for ProposalsMay 3, 2012

Proposal Submission DeadlineJune 1, 2012

Semi-Finalists AnnouncedAugust 2012

Site Visits PerformedSeptember/October 2012

Finalist Site Recommendation DeterminedNovember 2012

Exec. Cmte. Ratifies Recommended SiteMid December 2012

Destination AnnouncedMid December 2012

Letter(s) of Intent SignedLate December 2012

Contracts FinalizedMay 2013 (NOT earlier, or in 2012!)

Thank you for your consideration. We look forward to the possibility of working with you …

PROPOSAL SUBMISSION DEADLINE: June 1, 2012

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANNUAL CONVENTION

SPECIFICATIONS AT A GLANCE

ATTENDEES:School Psychologists

PURPOSE:Education/Association business/Networking

TIME OF YEAR:February

TIME OF MONTH:3rdor 4th week preferred

PEAK ARRIVALS:Monday and Tuesday

PEAK DEPARTURES:Friday (additional heavy departures on Saturday)

PEAK ROOM BLOCK:1,650 – Wednesday

(36% Single,58% Double, 3% Triple, 3% Quad)

60% of NASP's sleeping rooms must have 2 beds/each

ROOM BLOCK: Fri (5); Sat (25); Sun (85);Mon (725); Tues (1,400);

Wed (1,650); Thurs (1,525); Fri (550); Sat (105);

Sun(5);Total (6,075).

*Sleeping room rates to be commissionable at 5%

EXHIBIT SPACE:Minimum 50K GSF (Space for 100 10x10booths

plus 3,000 sq. ft. NASP Village area and potential posters)

MOVE IN DAYS:Monday, Tuesday, Wednesday until noon

EXHIBIT DAYS:12:30 p.m., Wednesday–3:00 p.m., Friday

MOVE OUT DAYS:3:00–11:00 p.m., Friday; 8:00 a.m.–12:00 p.m., Saturday

CONVENTION DAYS:Monday–Friday

MEETING ROOMS:10 Workshop rooms for 50–200 schoolroom style

35 Educational session rooms for 50–200 theater style

10 meeting rooms for 10–50 conf/theater style

10 special event rooms for 50–200 theater style

7 Offices in headquarters facility; 4 Offices in overflow hotel

LARGEST SESSION:2,500 theatre seating (minimum) – Wednesday morning

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANNUAL CONVENTION

SPECIFICATIONS AT A GLANCE (Cont.)

LARGEST RECEPTION:1,500 people

Opening/Welcome Reception (Tuesday Night)

AFFILIATE SPONSORED

FUNCTIONS:Approximately 25 (Must be approved by show management)

F&B DOLLARS

GENERATED:$100,000 (This figure includesrevenue from affiliate ICW events. There also is an opportunity to generate an additional $15,000–20,000 in attendee cash-and-carry revenue, in addition to the $100,000 NASP/affiliate F&B spend)

NASP 2019ANNUAL CONVENTION

ADDITIONAL SITE SELECTION CONSIDERATIONS

NASP would like to secure as many of the following amenities and considerations as possible. Proposals from facilities that can provide all or most of the following will be evaluated more favorably:

Required:

■ All items incidental to and typically required for, conventiontypemeetings, such

as risers, skirting, tables,chairs, etc.

■ One per forty (40),cumulatively, complimentary sleeping room ratiothroughout the

convention (higher ratio may be considered).

■ For full convention week (Sunday arrival through following Sunday departure):

■ Five (5) complimentary suites beyond the complimentary room units earned as

follows: One (1) two-bedroom Presidential Suite, Two (2) two-bedroom Deluxe

Suites, and Two (2) one-bedroom Deluxe suites.

■ Thirty (30) complimentary single/doublesleeping room upgrades to the

club/concierge floor.

■ Fifty percent (50%) discount off the single convention rate for twenty five (25)

NASP staff’s sleeping rooms.

■ Thirty-five percent (35%) discount off the single/double/triple/quad roomrates

for one hundred (100) NASP Delegates’ sleeping rooms.

■ Fifteen (15) complimentary sleeping rooms for three (3) nights along with

complimentary meeting space(15 people conference style) for first Convention

Committee planning meeting.

■ Five (5) complimentary sleeping rooms for three (3) nights along with

complimentary meeting space(10 people conference style) for second Convention

Committee planning meeting.

■ Two (2) complimentary sleeping rooms for three (3) nights during one (1) site visit.

■ Ten (10) complimentary roundtrip VIP airport transfers.

■ No charges for standard meeting room set-ups/changes during the convention.

■ No extra food beverage charges for functions of fewer than any standard

Minimum number (i.e. 25).

NASP 2019ANNUAL CONVENTION

ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.)

Desired:

■ Complimentary function and exhibit hall space during the convention.

■ One (1) free microphone, signage easel, and standing lectern per meeting room per

day.

■ One (1) complimentary two-hour reception for 200 people to include full service

bar and stationed and passed hors d’oeuvres/miniature desserts.

■ One (1) complimentary full bar in Presidential Suite to include complimentary refresh

ofset-ups daily.

■ Complimentary bartenders and cashiers for all food and beverage events at which

alcohol isserved.

■ Complimentary set-ups of breakfast and lunch cash and carry stations in designated

public areas with nominimum catering guarantees.

■ Complimentary continental breakfast for 20 people in the NASP convention

management office Tuesday through Friday of the convention week.

■ Complimentary high-speed Internet connections for twenty five (25) computers within

NASPCyberCenter and one (1) computer within NASP convention management

office.

■ Complimentary sound patches for audio recording purposes in up to twelve (12)

designatedmeeting rooms.

■ Discounts on daily parking for overnight hotel guests and drive-in attendees.

NASP 2019ANNUAL CONVENTION

ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.)

Minimum Green Meeting Initiatives:

■ Hotels will provide documentation of environmental initiatives that havebeen

undertaken or a green meetings program that is in place.

■ Hotels will offer paperless check-in and check-out systems.

■ Hotelswill provide a recycling program to include paper, plastic, glass, aluminum

cans, and cardboard at no cost to NASP.

■ Hotels will provide clearly marked recycling containers in all meeting rooms and

throughout public space areas.

■ Hotels will have water conservation fixtures in guest rooms.

■ Hotels will offer a linen reuse program.

■ Hotels will offer menus with in-season and local food selections.

■ Hotels will use cloth napkins and silverware in lieu of paper and plastic for all food

functions.

■ Hotel will provide condiments in serving containers, and not individual packets, for all

food functions (to include sweeteners for coffee stations).
NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

Convention Registration History

#
Weeks
Out / New York
2007 / New Orleans
2008 / Boston
2009 / Chicago
2010 / San Francisco
2011 / Philadelphia
2012
12 / 3,502
11 / 3,600
10 / 3,654
9 / 3,687
8 / 3,730
7 / 3,771
6 / 3,868
5 / 4,014
4 / 4,221
3 / 4,659
2 / 4,731
1 / 4,829
Final / 5,175

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

DESIRED 2019 ANNUAL CONVENTION

DESIRED ARRIVAL/DEPARTURE PATTERN & ROOM TYPES

DAY / # OF ROOMS / % of TOTAL BLOCK
FRIDAY / 0%
SATURDAY / 0%
SUNDAY / 1%
MONDAY / 12%
TUESDAY / 23%
WEDNESDAY / 27%
THURSDAY / 25%
FRIDAY / 10%
SATURDAY / 2%
SUNDAY / 0%
TOTAL / 100%
ROOM TYPE / % of TOTAL BLOCK
SINGLE / 38%
DOUBLE / 56%
TRIPLE / 3%
QUAD / 3%

TOTAL

/ 100%

60% of the sleeping rooms within NASP's block must have 2 beds/each

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANNUAL CONVENTION SLEEPING ROOM PICK-UP HISTORY

Day / February
2008
New Orleans,
LA / February
2009
Boston,
MA / March
2010
Chicago,
IL / February
2011
San Francisco, CA / February 2012
Philadelphia, PA
Fri
Sat
Sun
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Total

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

CONVENTIONS SLEEPING ROOM RATES

PROPERTY / DATES / SINGLE / DOUBLE
New Orleans Marriott / February 6–9, 2008 / $ / $
Sheraton New Orleans / February 6–9, 2008 / $ / $
AstorCrownePlaza / February 6–9, 2008 / $ / $
InterContinental / February 6–9, 2008 / $ / $
Westin New Orleans / February 6–9, 2008 / $ / $
*Boston Marriott Copley Place / February 24–28, 2009 / $ / $
*Sheraton Boston / February 24–28, 2009 / $ / $
*Hyatt Regency Chicago / March 2–6, 2010 / $ / $
*San Francisco Hilton / February 22–26, 2011 / $ / $
*Nikko San Francisco / February 22–26, 2011 / $ / $
**Philadelphia Marriott / February 21–25, 2012 / $ / $
**Marriott Courtyard / February 21–25, 2012 / $ / $
**Loews Philadelphia / February 21–25, 2012 / $ / $
*Sheraton Seattle / February 12–16, 2013 / $ / $
*Hyatt at Olive 8 / February 12–16, 2013 / $ / $
*MarriottWardmanPark / February 18–22, 2014 / $ / $
*Omni Shoreham / February 18–22, 2014 / $ / $
*Disney Swan/Dolphin / February 17–21, 2015 / $ / $
*New Orleans Marriott / February 10–14, 2016 / $ / $
*Sheraton New Orleans / February 10–14, 2016 / $ / $
**Grand Hyatt San Antonio / February 21–24, 2017 / $ / $
**Marriott Riverwalk/Rivercenter / February 21–24, 2017 / $ / $
**Hilton Palacio / February 21–24, 2017 / $ / $
*Hyatt Regency Chicago / February 13–17, 2018 / $ / $

2019Sleeping room rates must be commissionable at 5%

* Rate includes commission ** Rate includes commission and rebate

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS

*Please indicate specific space recommended for each activity listed below within proposal.

TIME / DESCRIPTION
SATURDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
Registration Area
- To accommodate 23 registration counters
TIME / DESCRIPTION
SUNDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
-Same as previous day
Registration Area
-Same as previous day
TIME / DESCRIPTION
MONDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
-Same as previous day
Registration Area
- Same as previous day
Exhibit Hall
- Space to accommodate 100 10’ x 10’ booths,
NASPVillage, PublicationsCenter (and ideally
40 2-sided poster boards)
(Minimum 50,000 GSF)
General Session Hall
- 2,500 + theater style (Minimum 25,000 GSF)

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)

TIME / DESCRIPTION
TUESDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
-Same as previous day
Registration Area
-Same as previous day
General Session Hall
- Same as previous day
Exhibit Hall
- Same as previous day
7 a.m. to 9 p.m. / (10) Workshop Rooms
-Each with schoolroom seating for 50–200
-Could be in overflow hotel
10 a.m. to 6 p.m. / Featured/Documented Sessions Room
- 500–600 theater style
(10) Committee Meeting Rooms
- Each with conference style seating for 10–50
- Could be in overflow hotel
(10) Special Event Rooms
- Each with space for 50–200 Theater style
- Could be in overflow hotel
(35) Presentation Rooms
-Each with theater style seating for 50–200
4 to 12 p.m.
(Start at 8 p.m.) / Welcome Reception
- Flow for 1,200
- Scattered Rounds for 800
- Riser for Entertainment
- Dance floor

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)

TIME / DESCRIPTION
WEDNESDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
-Same as previous day
Registration Area
-Same as previous day
Exhibit Hall
- Same as previous day
7 a.m. to 6 p.m. / (10) Committee Meeting Rooms
- Each with conference style seating for 10–50
- Could be in overflow hotel
(10) Special Event Rooms
- Each with space for 50–200 Theater style
- Could be in overflow hotel
(35) Presentation Rooms
-Each with theater style seating for 50–200
(10) Workshop Rooms
-Each with schoolroom seating for 50–200
- Could be in overflow hotel
Featured/Documented Sessions Room
- 500–600 theater style
10 a.m. to 12 p.m. / General Session
- Same as previous day
2 p.m. to 7 a.m.
24 hour hold / Poster Session Space
- Minimum of 40 2-sided poster boards
- Approx. 6,000 GSF
Career Service
- Minimum 6,000 GSF
6 to 10p.m. / (3) Receptions (Tentative)
- Flow for 50–300, each

NATIONAL ASSOCIATION OF SCHOOL PYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)

TIME / DESCRIPTION
THURSDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
-Same as previous day
Registration Area
-Same as previous day
Exhibit Hall
- Same as previous day
Poster Session Space
- Minimum of 30 2-sided poster boards
- Approx. 5,500 GSF
- Same as previous day
Career Service
- Same as previous day
7 a.m. to 6 p.m. / (10) Committee Meeting Rooms
- Each with conference style seating for 10–50
- Could be in overflow hotel
(10) Special Event Rooms
- Each with space for 50–200 Theater style
- Could be in overflow hotel
(35) Presentation Rooms
-Each with theater style seating for 50–200
(10) Workshop Rooms
-Each with schoolroom seating for 50–200
- Could be in overflow hotel
Featured/Documented Sessions Room
- 500–600 theater style
3 to 10 p.m.
(Event: 6–7:30 p.m.) / Children’s Fund Auction
- Minimum 5,000 GSF
7 to 10p.m. / (3) Receptions (Tentative)
- Flow for 50–300, each

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)

TIME / DESCRIPTION
FRIDAY
7 a.m. to 7 a.m.
24 hour hold / (7) Headquarters Offices (HQ Hotel)
(4) Headquarters Offices (Overflow Hotel)
- Same as previous day
Registration Area
- Same as previous day
Exhibit Hall
- Same as previous day
7 a.m. to 6 p.m. / Poster Session Space
- Minimum of 30 2-sided poster boards
- Approx. 5,500 GSF
- Same as previous day
Career Service
- Same as previous day
(10) Committee Meeting Rooms
- Each with conference style seating for 10–50
- Could be in overflow hotel
(10) Special Event Rooms
- Each with space for 50–200 Theater style
- Could be in overflow hotel
(35) Presentation Rooms
-Each with theater style seating for 50–200
(10) Workshop Rooms
-Each with schoolroom seating for 50–200
- Could be in overflow hotel
Featured Sessions Room
- 500–600 theater style
6 to 10p.m. / (3) Receptions (Tentative)
- Flow for 50–300, each

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.)

TIME / DESCRIPTION
SATURDAY
7 a.m. to 12 noon / Exhibit Hall Tear Down
(2) Headquarters Offices (HQ Hotel)
7 a.m. to 5 p.m. / (2) Headquarters Offices (HQ Hotel)
(2) Headquarters Offices (Overflow Hotel)
7 a.m. to 5:30 p.m. / (4) Committee Meeting Rooms
- Each with conference style seating for 15–25
Delegate Assembly Meeting
-Hollow square for 90 with Gallery seating for 30
and perimeter seating for 30
(Minimum 8,000 GSF)
11 a.m. to 2 p.m. / Delegate Assembly Luncheon
- 100 people at banquet rounds
- Ideal location via air wall in meeting room

NASPANNUALCONVENTIONS

FOOD AND BEVERAGE REVENUES

2006 / 2007 / 2008 / 2009 / 2010 / 2011 / 2012
Anaheim Hilton
Marriott Anaheim / Hilton
New York
Sheraton New York / New Orleans Marriott
Sheraton New Orleans / Boston Marriott Copley Place
Sheraton Boston
Westin Copley Place / Hyatt Regency Chicago / Hilton San Francisco / Marriott
Loews
Courtyard
$ / $ / $ / $ / $ / $ / $

*Figures do not include revenue from ICW affiliate functions, cash-&-carry sales, or outlet usage.

NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS

FUTURE CONVENTION SITES/DATES

2013

Seattle, WA

WashingtonState Convention and TradeCenter

February 12–16, 2013

2014

Washington, DC

MarriottWardmanPark and Omni Shoreham

February 18–22, 2014

2015

Orlando, FL

Walt Disney World Swan and Dolphin Resorts

February 17–21, 2015

2016

New Orleans, LA

New Orleans Marriott and Sheraton New Orleans

February 10–14, 2016

2017

San Antonio, TX

Henry B. Gonzalez Convention Center

February 21–24, 2017

2018

Chicago, IL

Hyatt Regency Chicago

February 13–16, 2018

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