Request for Proposal (RFP) for 2017 DEC Annual International Conference
on Young Children with Special Needs and Their Families

Proposals Due February 20th, 2015

The Division for Early Childhood (DEC) of the Council for Exceptional Children (CEC) is a non-profit membership organization designed for individuals who work with or on behalf of children with disabilities and other special needs, birth through age eight, and their families. DEC is one of 17 divisions of CEC and has approximately 3,000 members internationally.

DEC’s Annual International Conference has been an annual event since 1985 and draws a consistent attendance of 1200-1400, plus 50-60 exhibitors. A majority of the delegate population is female. Attendees are administrators, early childhood special educators, Head Start personnel, higher education faculty members, researchers, mental health specialists, health care workers, physical/occupational/speech therapists, parents and family members, students, and others working with young children with special needs.

This RFP outlines the site selection requirements for DEC’s Annual Conference in specific detail in preparation of a comprehensive proposal for DEC’s evaluation of your site. The following sections are included in this RFP:

1.Preferred Dates, Location and Pattern

2.Conference Space & Agenda

3.Hotel / Sleeping Room Requirements

4.Contracting Requirements

5.Conference Space Technical Criteria

6.Other Issues

DEC will evaluate your proposal on the following criteria:

  • Complete response to the outlined issues, details, and requirements
  • Accurate submission of proposed Conference space
  • Ability of the facility/city to make the contract process as simple as possible
  • Overall cost to DEC (Average cost or rating of AV as low-medium-high, avg. cost of 1 gal. coffee, comparative labor costs, special security features or concerns, special incentives)
  • Overall cost to attendees (attendee room rates, average hotel meal rates, cost of on-site parking, availability of parking validation)
  • Demonstration that the facility/city is strongly committed to providing accommodations to persons with disabilities
  • Demonstration that the facility/city provides a high level of customer service
  • Number of hotels required to house attendees
  • Attractiveness of destination to draw Annual Conference attendance
  • Transportation accessibility, including easy and affordable air access (number and type of airline connections to the destination city, average costs, availability of airport transport to hotel)
  • Ability to create a memorable experience for conference attendees (CVB involvement in providing local information to attendees, nearby places to visit, availability of nearby restaurants in a variety of price ranges)

We would appreciate receiving an acknowledgement that this RFP has been received. Please identifythe name and contact information of the individual(s) who will be preparing your proposal(s) in case future correspondence is required. You may send this acknowledgement via email orfax.

Please direct all correspondence regarding this RFP to:

Response by Email:Ben Rogers, Operations and Conference Coordinator,

Response by Mail:Division for Early Childhood

Attn: Site Selection

3415 South Sepulveda Blvd Suite 1100

Los Angeles CA 90034

All proposals are due by February 20th, 2015. Electronic submission is preferred. If supporting materialsare not available electronically, please send hard copies to the address listed above.

Thank you for your interest in responding to this RFP. Please do not hesitate to contact me with questions. On behalf of the Division for Early Childhood, I look forward to your response.

Ben Rogers

Operations and Conference Coordinator

Request For Proposal

DEC’s Annual International Conference on Young Children with Special Needs and Their Families

2017

Section 1: Preferred Dates, Pattern, and Location

Dates

The preferred dates for the 2017 Annual Conferenceisearly to mid October. The selected dates cannot overlap or include any national, religious or other widely celebrated holidays.October is preferred. DEC will NOT consider alternative dates.

Pattern

The conference pattern is typically Tuesday to Friday

Location

In recent years, the DEC conference has been held in the following cities:

Marriott Copley Place Hotel, Boston, MA in December 2001

Sheraton San Diego Hotel & Marina, San Diego, CA in December 2002

Marriott Wardman Park Hotel, Washington, DC in October 2003

Sheraton Chicago Hotel and Towers, Chicago, IL in October 2004

Portland Hilton and Executive Towers, Portland, OR in October 2005

Peabody Little Rock (with three overflow hotels), Little Rock, AR in October 2006

Sheraton on the Falls, Niagara Falls, Ontario Canada in October 2007.

Hilton Minneapolis, Minneapolis, MN in October 2008.

Hyatt, Doubletree, and Andaluz Hotels, Albuquerque, NM in October 2009.

Westin Crown Center, Kansas City, MO in October 2010.

Gaylord National, National Harbor, MD in November 2011.

Hilton in Minneapolis, MN in October 2012.

San Francisco Hilton, San Francisco, CA in October 2013

Renaissance Grand St. Louis Marriot, St Louis, MO in October 2014

Future conferences include:

Hilton Downtown Atlanta, Atlanta, GA in October 2015

Galt House Hotel, Louisville, KY in October

DEC prefers to move the conference around the country in order to make this event more accessible to different groups of members.

Section 2: Conference Space and Agenda

Using the typical schedule of conference activities (Tuesday throughFriday), the following describes the conference agenda and space requirements.

  • Monday
  • Pre-Conference Meeting with hotel(s)
  • Conference Office (850 – 1500 sq. ft. - Freight, registration stuffing)
  • 6 Pop Up meeting rooms (50 people capacity) from 8:00 am – 6:00 pm
  • TuesdayPre-Conference Events/Set-ups:
  • Conference & Registration Offices set up and running
  • Registration Area set up and open (noon – 4:00 p.m.)
  • Registration Area open (4:00 p.m. - 8:00 p.m.)
  • 6 Pop Up meeting rooms (50 people capacity) from 8:00 am – 6:00 pm
  • Decorator Move In to Exhibit Hall (20-30 exhibit booths)
  • Executive Board Meeting (15 p conference style) from 8:00 am – 6:00 pm
  • Wednesday– Pre-Conference Events/Set-ups:
  • Registration Area open (8:00 a.m. - 7:00 p.m.)
  • Executive Board Meeting (15 p conference style)
  • Exhibits Move In (9:00 a.m. -3:00 p.m.)
  • 10 full day Pre-Conference Workshops, 50p, crescent rounds, (9:00 a.m. -11:59 p.m. with morning beverage servicefor approximately 225-250)
  • Opening Session set up by 2:30 p.m., 850p;crescents (6/table); additional alternate theater seating may supplement crescents if necessary.
  • Opening Session (4:30-11:59p.m.; see above)
  • Opening Reception, 500p in Exhibit Hall, (6:30– 8:30 p.m.; 2 Cash Bars; F&B appetizers)
  • 6 Hospitality Rooms: 3 in scattered rounds, 25p each; 1 in conference, 30pfrom 8:00 a.m. – 6:00 p.m.
  • Exhibits Open (6:30 -8:00 p.m.) in main Exhibit Hall that fits the following: 50 Exhibit Booths, 50 - 60 Poster Boards and 12 rounds.
  • 3 Pop Up Meeting Rooms (1 for the Executive Board) from 8:00 a.m. – 6:00 p.m.
  • Conference Office
  • Thursday – Main Conference Sessions
  • Registration Open (7:00 a.m. – 4:30 p.m.; limited a.m. coffee service)
  • Possible Breakfast/Lunch Concessions
  • 18-23 Concurrent Sessions (70-200p each; rounds of 10, with display table at rear; 5 time slots from 8 a.m. – 4:30 p.m.)
  • 2-3 Roundtable Discussions (50 p each; rounds; 5 time slots from 8 a.m. – 4:30 p.m.)
  • Poster sessions in Exhibit Hall (7:00 am – 6:00 p.m.;50-60 freestanding poster boards)
  • Conference Office set up and running
  • 4 Hospitality Rooms set up & operating; limited a.m. coffee service from 8:00 a.m. – 6:00 p.m.
  • Exhibit Hall open (7:00 a.m. – 8:30 p.m.)
  • Reception (75 p; 5:00 – 7:00 p.m.; 1 cash bar)
  • 3 Pop Up Meeting Rooms
  • Friday – Main Conference Sessions
  • Registration Open (7:30 a.m. – 4:30 p.m.; limited a.m. beverage service)
  • Exhibits open (7:00 a.m. – 1:30 p.m.)
  • Possible Breakfast/Lunch Concessions
  • 18-23 Concurrent Sessions (70-200p each; rounds of 10, with display table at rear; 5 time slots from 8 a.m. – 6:00 p.m.)
  • 1-2 Roundtable Discussions (50 p each; rounds; 5 time slots from 8 a.m. – 4:30 p.m.)
  • Poster sessions in Exhibit Hall (7:00 – 8:15 a.m.; 50-60 freestanding poster boards)
  • Awards Breakfast(250p; rounds; 7:00 a.m. – 9:00 am)
  • Conference Office set up and running
  • 4 Hospitality Rooms (set up & operating; limited beverage service)
  • Decorator Take Down and Exhibits Move Out (2:00 – 5:00 p.m.)
  • 3 Pop Up Meeting Rooms
  • Saturday– Post-Conference Events / Take Down
  • Conference Office set up and running (until 2:00 p.m.)
  • Executive Board Meeting (15 p; conference; 7:30 a.m. – 12:00 p.m.; with continental breakfast)
  • 3 Pop Up Meeting Rooms

Section 3: Hotel / Sleeping Room Requirements

Rate Requirements

DEC is seeking affordable sleeping room rates for attendees and prefers single sleeping room rates under $165; acceptable room rates must be under $190. Lower cost rooms will be most favorably evaluated. Higher room rates will be considered in a proposal with other favorable characteristics. All hotel rates are to be commissionable, payable to DEC.

Overflow hotel(s), if utilized, should provide less expensive rate options while still meeting good standards of service, quality and cleanliness meeting the needs of the business traveler.

Room Block

Identify your site's ability to accommodateDEC’s anticipated room block and specify the number of hotels required to house all participants. Due to the size of this meeting, a room block within one hotel is preferred. For 2017, the anticipated sleeping room block is as follows:

Day 1 / Day 2 / Day 3 / Day 4 / Day 5 / Day 6 / Day 7
5 / 45 / 250 / 470 / 470 / 235 / 25 / 1,500

Specific Facility and / or City Requirements:

Facility Scenario First Preference

DEC prefers the Annual Conference be located in a single headquarters hotel with the majority (85-100%) of the sleeping rooms and all of the Conference space in one facility.

Facility Scenario Second Preference

If such accommodation is not available, it is acceptable for the Annual Conference meeting space to be divided between a convention center and a headquarters hotel, with a majority (60 -70%) of the sleeping rooms in the headquarters hotel. Other less expensive hotel(s) within walking distance could host the remaining sleeping rooms. The rate on the additional hotel(s) should be 20-25% less expensive than the headquarters hotel.

Quality, Service, & Specific Requirements

The typical Annual Conference attendee is a moderately-traveled education professional. The Annual Conference is managed and executed by professional and volunteer staff in cooperation with professional contractors.

From the Hotel, DEC requires full service including, but not limited to, 24 hour room service, concierge service, laundry & valet, health club, hotel restaurant(s), hotel bar/lounge, business center, sleeping rooms with data jacks and in-room guest voice mail with conference management access to guest room voice mail if possible. DEC expects a quality level of service, a professional attitude and convention-experienced staff in all departments.

Internet access in both meeting rooms and sleeping rooms is highly valued by DEC attendees. Complimentary internet access is preferred and will be a deciding factor in awarding the 2017 conference.

Conference facilities are expected to be well lit, have high ceilings, be clean, be fresh looking, have state of the art technologies, have plenty of electric and phone outlets, have substantial accessible loading docks and staging areas, have modern, safe and operational furnishings and equipment, and have large open public areas especially in ballroom and Conference room foyer areas.

DEC expects that senior level staff will be assigned to manage this Annual Conference project.

Section 4: Contract Requirements

It is DEC’s intent to execute fair and reasonablecontracts within a reasonable time-frame. The following items need to be addressed, at a minimum, in the proposal:

•One per 40 complimentary rooms on a cumulative basis, based on paid rooms;

•Two (2) One-bedroom Suites for a total of six nights each, during the Annual Conference period; above and beyond the complimentary commitment;

•One (1) Two-bedroom suite accommodation for the Two Local Arrangements Committee Co-chairs; above and beyond the complimentary commitment;

•8-10 complimentary sleeping rooms for one Spring Planning Meeting (typically held approximately 6-7 months before the conference)

•Two Complimentary Conference rooms, one for 5p and one for 25p, for the Spring Planning Meeting, based upon availability. The 5-person meeting will be scheduled across two consecutive days, while the 25 person meeting will be for a half day meeting scheduled on the same two days;

•VIP upgrades for members of the Executive Board and Staff (20 total)

•Staff rooms equivalent to 2% of the block at 50% off Annual Conference rate

•VIP Amenity gifts during the Annual Conference equivalent to 1% of the block

•VIP Airport transfers equivalent to 1% of the block

  • Complimentary internet access for attendees in their room
  • Complimentary internet access in the exhibit hall
  • Complimentary internet access in the registration area

•Complimentary meetingand exhibit space based on 80% pick up of sleeping room block; below 80% sliding scale to apply (Please outline exact financial sliding scale)

•One complimentary microphone in each Conference room over 1,000 sq. ft.

•Food and beverage prices as well as prices on other services will not increase more than 3% per year based on prices submitted with the contract.

  • Assistance with attendee stimulation including promotion at the previous year’s Annual Conference, materials to disseminate via DEC’s website, and information made available to volunteers, governance members, and staff.
  • 10% back on rooms secured at hotel

The selected hotel/facility/city will work with the Executive Director to prepare and execute the final contracts. It is expected that hotels submitting proposals will be aware of the contractual verbiage and be willing to work quickly and easily to finalize contracts.

In addition, please find below specific contract verbiage that is expected to be included in the DEC contract. DEC deems the listed verbiage very important and therefore is making mention of it herein.

Room Rates

The rates confirmed will be the lowest room rates extended to any group during the three-month period immediately preceding and following the Annual Conference period, with the exception of room rates during holiday periods, distressed periods, and for groups initially contracted and booked six months or less prior to Annual Conference dates.

Reservations / Hotel Relocations

If Hotel is unable to provide a guest room to a DEC Conference attendee holding a confirmed reservation, Hotel will provide for each attendee for the nights the attendee is not accommodated:

a)Arrangements for accommodations at a comparable nearby Hotel and payment for that night's accommodations

b)Free transportation for attendee to and from Hotel

c)Priority Upgraded reservations for the first available room at Hotel the next night

d)One long distance phone call of reasonable length to notify of change of location.

Reservation Cutoff

The publicized room reservation Cutoff Date will be three (3) weeks prior to the start of the Conference. The actual Cutoff Date will be two (2) weeks prior to the Conference.

The Annual Conference will then be given the opportunity to guarantee additional rooms before any portion of the block is released. Additional rooms guaranteed without a specific occupant name will require guaranteed payment by DEC for the duration of the room nights reserved. The Hotel will continue to accept reservations, at the group rate after the actual cut-off date, pending availability of rooms. Hotel will honor all early arrivals and stay-overs at the Annual Conference rate as long as rooms are available and if they fall within the Annual Conference period.

Occupancy Reports

DEC will have the right to audit housing reports, in a secure and private manner; to be sure they have been given an adequate count for complimentary rooms and commissionable rooms. Hotel will cross reference rooms reserved outside of DEC’sblock with DEC’sConference attendee list for attrition purposes only.

The Hotel will provide the following onsite reports on a daily basis to DEC: Daily In-House List; Cancellation List; and No Show List. Failure to do so on a daily basis negates the hotel’s right to collect attrition charges. The hotel staff will meet each morning with DEC’s designated staff representative to provide pick-up reports and actual room counts of the previous day. Each day’s report will include the total number of single rooms, double rooms, suites and /or parlors and the room revenue generated. The report will also include the full names of all no-shows and same day cancels. The hotel will notify DEC of the designated hotel staff authorized to release this information within one week prior to arrival. The hotel will provide a final housing recap at the conclusion of the meeting, no later than 10 days following the departure of the last DEC guest from the hotel.

Master Account

All undisputed charges on the master account shall be due and payable within thirty (30) days after receipt and approval of the final bill from Hotel. Disputed items shall not be payable until resolved.

Other Functions

Hotel shall promptly notify DEC of any concurrent or overlapping conferences, conventions, special events or other attractions to be held in Hotel during the Annual Conference Period. Hotel agrees that there shall be no outside distraction that could affect the ordinary use of conference rooms or other facilities to be used by DEC and its attendees.

Construction and Remodeling

Hotel shall promptly notify DEC of any construction or remodeling to be performed in Hotel prior to or during the Annual Conference Period and Hotel confirms that any such construction shall not interfere in any way with DEC’s use of Hotel. In the event of any such interference, Hotel shall provide without charge, comparable room facilities at a hotel and free transportation to and from the substitute hotel.

Hotel agrees not to schedule any elective or non-critical construction or remodeling during the Annual Conference period.

Equal Rights / Freedom from Discrimination

DEC is interested in having all of the participants of their events treated equally. By signing this contract the Hotel is assuring DEC that they are committed to maintaining a work environment that is free of discrimination. Additionally, the Hotel is committed to hiring the best qualified people for jobs based upon job related qualifications regardless of race of color, religion, creed, national origin, sex, sexual orientation or age. It is agreed that the Hotel will also be committed to treating their guests equally with the above mentioned values.

Ground Transportation

Include approximate roundtrip cost from closest airport including shuttle, taxi, and any available public transportation system.

Safety

Hotel confirms that it complies and shall comply during the Annual Conference Period with all local, provincial and federal fire, safety and building codes. Hotel further confirms that it maintains procedures and policies concerning fire safety and other safety issues and Hotel shall make all such procedures and policies available to DEC for inspection upon reasonable notice. DEC agrees to comply with all such codes.