MDFY11 - 11-0018

Request for Proposal

Catherine Mesly, Sales Coordinator

Ph: 519-341-4148 • E:

Mark Dosman, CEO

Ph: 519-821-0666 • E:

Please direct all questions to Strategic Site Selection – do not contact the client directly

December16,2015

Deadline for proposals:

Wednesday,January 20, 2016

The Coaching Association of Canada (CAC) is seeking hosts for the 2017 Petro-Canada Sport Leadership sportif conference.

The Petro-Canada Sport Leadership sportif conference (SLS) is an annual conference organized by the Coaching Association of Canada (CAC) that fosters the development of Canada as a leading sport nation and reinforces the CAC’s role in achieving that goal. Known as Canada's premier annual conference for sport leaders, 400-500 national and provincial team coaches, sport administrators, coach educators, and sport researchers convene for several days of learning, networking, and celebrating achievements in sport. In attendance are the CEOs and administrative staff of National Sport Organizations, responsible for site selection of their respective annual competitions, including regional and national championships.

The conference includes the annual Petro-Canada Sport Leadership Awards Gala. Petro-Canada is a proud and supportive partner of the conference and has been title sponsor of the event since 2003.

The 2015 Petro-Canada Sport Leadership sportif conference welcomed 448 delegates to the three-day event held in Winnipeg in November 2015. The conference resulted in $633K of combined visitor spending and event operation expenditures which supported $1.4 million in economic activity.

Past conferences have been held, or will be held, at the following locations:

  • Sheraton Hotel, Richmond (2016)
  • RBC Convention Centre, Winnipeg (2015)
  • Westin Hotel, Ottawa (2010 & 2014)
  • Westin Hotel, Calgary (2013)
  • Hyatt Regency Hotel, Montreal (2012)
  • Royal York Hotel, Toronto (2011)
  • Sheraton Vancouver Wall Centre, Vancouver (2006 & 2009)
  • Hyatt Regency Calgary, Calgary (2008)
  • Westin Nova Scotian, Halifax (2007)

You are eligible to bid to host the Petro-Canada Sport Leadership sportif conference (SLS) if you meet the following criteria:

  • You are a Destination Marketing Organization (DMO) in Canada who can partner with a host venue that meets the event criteria in terms of offering adequate meeting space and sufficient guest rooms with flexibility for programming needs as listed. We will consider a Convention Centre with a host hotel close by.
  • Your city is easily accessible by air, train, and car (ideally, your community is serviced by an international airport with adequate number of non-stop flights in and out on a daily basis).
  • You commit to payment of a hosting fee.
  • You submit a clear and concise proposal that meets all the mandatory guidelines & requirements keeping within the document page limit.

Hosting Fees, Sponsorship & Financial Commitments

The successful host will partner with the CAC with respect to hosting fees and sponsorship as follows:

1.)The host community will provide payment of a Hosting Fee in the amount of $10,000 payable to the CAC in two installments. In return for said hosting fee, the CAC will offer the host community visibility as a partner/sponsor and incorporate local community branding into the conference publicity and advertising materials.

2.)The host community will make a sponsorship commitment at the conference the year prior to hosting SLS. The minimum investment will be $5000. Exact sponsorship benefits will be negotiated between the CAC and the host community, however, this could include hosting a social event, trade show space, plenary sponsorship, refreshment break sponsorship, etc. A complete copy of specific sponsorship benefits for available sponsorship packages and associated fees will be provided to the sponsor for consideration and discussion.

3.)In addition, the host organization must ensure that at least one (1) representative from the DMO attend SLS2016 as a conference delegate at its cost so as to ensure that host city representatives have a personal hands-on understanding of the conference requirements.

If you cannot commit to the above or can commit to more, please advise and include rationale in your proposal.

Site Visits – Selection Process & Conference Planning

All shortlisted host communities will be responsible for providing travel and covering expenses for two (2) individuals from the CAC for a site visit required to determine suitability of the host city. Expenses may include air travel from Ottawa, food and beverage, ground transportation, etc. The proposed host hotel is required to provide 1-2 complimentary room nights for the CAC representatives in the case where an overnight stay is required.

If a host community is selected to host SLS, an additional two site visits will be required during the planning phases and all expenses associated with these two visits will also be the responsibility of the host city. The proposal must include confirmation that the host city and/or venue will meet this requirement.

Shipping

The host community will commit to covering shipping costs for Conference-related materials (promotional material, gifts, signage, etc.) from the CAC’s office in Ottawa to the host city. The host will also provide adequate insurance on the shipment to cover replacement cost and any pre-conference storage if required. The CAC will be responsible for covering any ground transportation of event materials from the storage location to the host venue (if required). The proposal must include confirmation that the host city and/or venue will meet this requirement.

Event Tie-ins

The CAC is interested in having the opportunity to tie the conference into an already scheduled sporting event or competition or regional cultural event that may be taking place in the host community. Said existing event would be incorporated into the conference schedule as part of the social component of the conference (and offered as an optional activity to delegates). Examples include off-site hospitality events such as a professional sport event (NHL, MLB, etc.), major Gamescompetitions,other high profile amateur sport competitions, festivals, or another event/activity that is conducive for sponsors and delegates to network, socialize, have fun, and experience the local flare of the host city. Bids that incorporate ideas or suggestions related to existing community events taking place at the same time as the conference are welcomed and encouraged.The CAC will add value to bids that are returned highlighting the culture of sports in that particular city.

Event Planning Assistance & Volunteers

The CAC may require the host DMO to provide limited staff support to assist with planning the conference. Representatives from the host organization may be required to attend meetings, participate in planning conference calls, and assist on-site as needed (estimated 6-10 meetings or calls in the one year leading up to the conference).

Volunteers will also be required to assist the CAC’s staff on-site at the event (no volunteer assistance in advance of the conference is required). Approximately 15-20 volunteers over a 4-day period will be needed for various functions, including event set-up, registration, presenter and speaker liaison, special event planning, etc. The CAC will manage all aspects of volunteer training, supervision, and scheduling and the host organization will be required to provide suggestions as to from where local volunteers could be recruited (i.e. through local university or college event planning, sports administration, marketing or tourism programs).

Gifting

Host communities may consider offering gifts to delegates or volunteers as part of their bid submission. Typical volunteer gifts could include free parking near the venue, gift cards for coffee shops, or local restaurants, etc. Gifts for delegates are usually a branded item from the host community that could be inserted into delegates’ bags at registration (typical value is $7-$15 per person) or free admission to a local attraction or restaurant coupon that could be utilized during the conference.

DMO Contact Information:

Contact name:

Contact Phone/Email:

Notes:

Hotel Contact Information:

Hotel name/address/website:

Contact/Phone/Email:

Notes:

1

Client:Coaching Association of Canada

Program Name: 2017 Petro-Canada Sport Leadership sportif conference

Dates (highlight in blue all dates which are available):

  • Monday October 30 – Saturday November 4, 2017
  • Monday November 6 – Saturday November 11, 2017

Is pattern flexible? No

Location:Across Canada

Total Room Nights:675

Occupancy:Single (King) + Double (2 Queens)

Billing & Reservations Details:

  • Reservation Method:Rooming list for speakers, staff, and special guests. Attendees to make individual reservations
  • All rooms & tax will be billed to:TBC based on above
  • Incidentals billed to:Individual

Contract Terms:

  • Strategic Site Selection to review terms & conditions
  • Client to sign final contract
  • All guestrooms 10% commissionable to Strategic Site Selection

Expected Decision Date: Spring 2016

2. Proposal (please complete all sections using a Bluefont colour)

Guestroom Block Summary:

Room Type: / Mon / Tues / Wed / Thurs / Fri / Sat / Sun
Standard / 5 / 50 / 200 / 200 / 200 / 20 / c/o
Total Room Nights: / 675

Guestroom Rates (please complete all sections):

  • Proposed Rate for Standard Rooms (before tax):
  • Taxes and mandatory fees:
  • Resort fee (if applicable):
  • What is your standard group rate over these dates:
  • Hotel agrees to offer $10 rebate back to the organization:

Please confirm that meeting space and guestrooms are on a 1st or 2nd option hold: Yes or No

Meeting Room & Event Summary:

Time / Function / Setup / PAX / Room Name / Square Footage
Cap. for Setup / Rental Fee
Monday and Tuesday
08:00 - 23:59 / Office / Boardroom / 20
08:00 - 23:59 / Storage / - / -
08:00 - 23:59 / Registration / Foyer (near office) / -
08:00 - 23:59 / Meeting #1 / Half Rounds / 20
08:00 - 23:59 / Meeting #2 / Half Rounds / 20
08:00 - 23:59 / Meeting #3 / Half Rounds / 20
08:00 - 23:59 / Meeting #4 / Half Rounds / 20
08:00 - 23:59 / Meeting #5 / Half Rounds / 20
Wednesday
08:00 - 23:59 / Office / Boardroom / 20
08:00 - 23:59 / Storage / - / -
08:00 - 23:59 / Registration / Foyer (near office) / -
08:00 - 23:59 / Plenary SET UP / Half Rounds w/ stage and AV / 400-500
08:00 - 23:59 / Exhibits SET UP / 30
08:00 - 23:59 / Speaker Lounge / Casual seating with work station (500 sq'+) / 10
08:00 - 23:59 / Meeting #1 / Half Rounds / 20
08:00 - 23:59 / Meeting #2 / Half Rounds / 20
08:00 - 23:59 / Meeting #3 / Half Rounds / 20
08:00 - 23:59 / Meeting #4 / Half Rounds / 20
08:00 - 23:59 / Meeting #5 / Half Rounds / 20
08:00 - 23:59 / Meeting #6 / Half Rounds / 20
08:00 - 23:59 / Meeting #7 / Half Rounds / 20
08:00 - 23:59 / Meeting #8 / Half Rounds / 20
08:00 - 23:59 / Meeting #9 / Half Rounds / 20
08:00 - 23:59 / Meeting #10 / Half Rounds / 20
08:00 - 23:59 / Meeting #11 (TBC) / Half Rounds / 20
08:00 - 23:59 / Meeting #12 (TBC) / Half Rounds / 20
08:00 - 23:59 / Breakout #1 SET UP / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #2 SET UP / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #3 SET UP / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #4 SET UP / Classroom or rounds with AV / 100-200
Thursday & Friday
08:00 - 23:59 / Office / Boardroom / 20
08:00 - 23:59 / Registration / Foyer (near office) / -
08:00 - 23:59 / Meeting #1 / Half Rounds / 20
08:00 - 23:59 / Meeting #2 / Half Rounds / 20
08:00 - 23:59 / Meeting #3 / Half Rounds / 20
08:00 - 23:59 / Meeting #4 / Half Rounds / 20
08:00 - 23:59 / Plenary / Half Rounds w/ stage and AV / 400-500
08:00 - 23:59 / Exhibits / 30
08:00 - 23:59 / Speaker Lounge / Casual seating with work station / 10
08:00 - 23:59 / Breakout #1 / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #2 / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #3 / Classroom or rounds with AV / 100-200
08:00 - 23:59 / Breakout #4 / Classroom or rounds with AV / 100-200
14:00 - 18:00 / Research Presentations and Social / Flow w/refreshments / 75
12:00 - 13:00 / Lunch / Buffet w/ rounds / 400-500
Times TBC / AM/PM Breaks / Foyer/Exhibit Area / 300
Times TBC / AM/PM Breaks / Speaker Lounge / 10
17:00 - 23:59 / Hospitality Room (THURSDAY) / Reception with casual seating + cash bar / 100
15:00 - 23:00 / Awards Gala (FRIDAY) / Rounds with plated dinner or food stations / 300-400
20:00 - 23:59 / After-party Space (FRIDAY) / On or off site, cocktail / 300
Saturday
08:00 - 17:00 / Office / Boardroom / 20
08:00 - 17:00 / Registration / Foyer (near office) / -
08:00 - 17:00 / Meeting #1 / Half Rounds / 20
08:00 - 17:00 / Meeting #2 / Half Rounds / 20
08:00 - 17:00 / Meeting #3 / Half Rounds / 20
08:00 - 17:00 / Meeting #4 / Half Rounds / 20
08:00 - 17:00 / Meeting #5 / Half Rounds / 20
08:00 - 17:00 / Meeting #6 / Half Rounds / 20
08:00 - 17:00 / Meeting #7 (TBC) / Half Rounds / 20
08:00 - 17:00 / Meeting #8 (TBC) / Half Rounds / 20
08:00 - 17:00 / Plenary / Half Rounds w/ stage and AV / 400-500
08:00 - 17:00 / Exhibits / 30
08:00 - 14:00 / Speaker Lounge / Casual seating with work station / 10
08:00 - 12:00 / Breakout #1 / Classroom or rounds with AV / 100-200
08:00 - 12:00 / Breakout #2 / Classroom or rounds with AV / 100-200
08:00 - 12:00 / Breakout #3 / Classroom or rounds with AV / 100-200
08:00 - 12:00 / Breakout #4 / Classroom or rounds with AV / 100-200
07:00 - 08:00 / Breakfast (TBC) / Buffet w/rounds / 300
12:00 - 13:00 / Lunch (TBC) / Buffet w/ rounds / 300
Time TBC / AM Break / Foyer/Exhibit Area / 300
Time TBC / AM Break / Speaker Lounge / 10

*Awards Gala dinner may take place off site – please see concession below

Meeting Rental (please complete all sections):

  • Total Proposed Meeting Room Rental (before tax):
  • Service Charge (if applicable):
  • Proposed F&B Minimum Guarantee:
  • Total Meeting Room Savings (compared to regular rental):

Trade Show & Coaches Lounge:

The trade show and Coaches Lounge component of the conference is an important element of the event for the CAC and offers an excellent environment for social interaction between sponsors and delegates. The host venue is expected to provide complimentary space to stage a trade show to be located in a high traffic area near meeting rooms. Locating the trade show and lounge area in a meeting room will not be considered. Bids must include a suggestion for placement of the trade show/lounge space.

Awards Gala After-party

The CAC is interested in staging an ‘after-party’ at a local club, lounge or bar following the Awards Gala. Said event would be a sponsored event offered as an optional activity for awards attendees following the Gala. Ideas, suggestions or any contributions (financial, event planning assistance, sponsor leads, etc.) towards this activity could be included in the bid proposal.

The host hotel must include a clause in the contract that prevents competing groups and/or SLS delegates from booking meeting space at the host hotel during the conference timeframe. In other words, the CAC reserves to the right to review all requests for meeting space rental for events which fall during the conference dates.

Key Concessions Requested by The CAC (highlight allconcessions included in bid):

  • Guestroom rates extended 3 days pre & post event
  • Waive the resort fee (if applicable)
  • Waive fees on holiday costs if proposing over Remembrance Day
  • Waive service charge on meeting space rental (if applicable)
  • Ten (10) upgrades to the next level rooms at the standard group rate
  • Ten (10) staff rooms at a reduced rate of $99
  • Ten (10) complimentary welcome amenities
  • One (1) upgrade to a presidential suite at the standard group rate
  • Two(2) upgrades to suites at the standard group rate
  • Two (2) complimentary suites for the duration of the conference (VIPs and Sponsors)
  • Complimentary internet in all guestrooms
  • Complimentary internet in meeting rooms and public areas for all attendees (must have)
  • Complimentary function space (all space)
  • Two complimentary room nights for a site inspection prior to contract
  • Eight (8) complimentary room nights for pre-planning after the contract is signed
  • 1/40 complimentary guestrooms (cumulative) credited to the master account
  • Cut-off date 2 weeks out with the ability to book at the group rate after the cut-off
  • 30% allowable attrition up to day of arrival (must have)
  • Waive patch fees, waive liaison fees, and waive load in/out fees when using a 3rd party AV supplier
  • 15% discount on AV if contracted through the in-house supplier
  • 15% discount on F&B menus
  • 2016 menu prices held for 2017
  • Hotel agrees to offer $40,000 F&B minimum (off-site dinner) or $60,000 F&B minimum (on-site dinner)
  • *Hotel agrees to contract dinner space with a clause that allows the group to release at no penalty up to 30 days out
  • Complimentary or discounted parking for all attendees
  • One additional complimentary upgrade to a suite for the organizer
  • Lowest rate guarantee (including rates listed on 3rd party travel websites such as, but not limited to Expedia, Travelocity, Hotels.com, etc.)
  • Completely accessible meeting space (ramps, elevators, automatic doors) and small number of accessible guestrooms available at the host hotel
  • 5 complimentary parking passes with in and out privileges to be used at the discretion of the CAC

Total Dollar Value of Concessions offered:$ ______

Additional Questions (please provide all answers in aDifferent Colour):

  1. Should the client move to contract, are you able to include a re-booking clause?
  1. Do you have any construction planned over our dates?
  1. Do you have any companies in-house over our dates that could be competitive with our client? If so, who?
  1. If the client requires, can you agree to a non-compete clause?
  1. What is the regular cost of high speed internet in the guestrooms?
  1. What is the regular cost of high speed internet in the meeting rooms (wired and wireless)?
  1. How many guestrooms in the hotel are accessible?
  1. What rating is your hotel (Diamond/Star)?
  1. How many bedrooms do you have in the hotel? Please list the number of rooms you have in each category.
  1. What do the Rates include? (i.e. complimentary continental breakfast, etc.)
  1. Do you offer reward points?
  1. How far is the hotel from the closest international airport (KM and approximate time)?
  1. Bedroom amenities (highlight all that apply):

- Balcony/Terrace- Windows That Open- Internet- Pullout Sofa Bed

- Hair Dryer- Iron / Ironing Board- Coffee Maker- LCD/Plasma TV

- Newspaper- Mini Fridge- Mini Bar- Fireplace

- Other (please list):

  1. Hotel amenities (highlight all that apply):

- Restaurant(s)- In-Room Dining- Business Centre- Pool

- Fitness Facility- Full Service Spa- Golf Course- Beach

- Sauna- Other (please list):

  1. Please provide average cost for:
  2. Continental Breakfast:
  3. Morning Break:
  4. Lunch:
  5. Afternoon Break:
  6. Meeting Planner Package:
  7. F&B Tax:
  8. F&B Service Charges and Gratuity:
  9. Meeting Space Service Charge:
  1. What are the hours of operation for your in-room dining (if applicable)?
  1. What are the hours of operation for your business centre (if applicable)?
  1. What is the hotel's pet policy?
  1. What is the hotel's regular guestroom and food & beverage attrition policy?
  1. What is the hotel's regular cancellation policy?
  1. Who is your in-house Audio Visual provider?
  1. Please list all exclusive suppliers to the hotel:
  1. Please list the Restaurants and/or bars located on your property:
  1. What is the cost for parking at the Hotel?
  2. Self Parking:
  3. Valet Parking:
  1. Are you a Union hotel? If so, when is the next Collective Bargaining Agreement due?
  1. Please provide a list of all fees that may be incurred by our group (e.g.: GST, HST, provincial/territorial taxes, tourism levy, destination marketing fee, resort fee, patch fees, service charges, porter, etc.):
  1. Please attach the most current banquet menu, floor plan, capacity chart and A/V price list.

55 Old Ruby Lane, RR#1, Puslinch, ON, N0B 2J0 (TIDS #: 96-5 2319 5)