RFP - Gulf Coast Faith Formation Conference
(Formerly known as the Hofinger Conference)
Contact person:
--
Terry Wessels
T.M. Enterprises
A Division of Rockford Management Services, LLC
8404 Jamesport Dr
Rockford IL 61108
P: 815-332-7084
F: 815-332-3476
E:,
www.TMConferenceServices.com
Conference Website: http://www.gulfcoastfaithformationconference.org/
Location: Archdiocese of New Orleans
Contracts will be signed by the Archdiocese of New Orleans after review by the Archdiocesan lawyer.
For 2016 looking for the following concessions:
1) (400 rooms) at $99 room rates (so that we can get people to book at the host hotel and not look for other options)
Wed Thurs Fri Sat
20 150 200 40
To obtain the concessions requested, we will not contract with the Double Tree for 2016.
We will advertise that the Crowne Plaza is our host hotel in the brochure/website.
We do reserve the right to use a few rooms at the Hilton say no more than 20 per night Wed-Sat for those who need to be close to the PC who are working on the conference.
2) 70% attrition
3) Complimentary internet in the sleeping rooms
4) $10 rebate per room
5) 1/40 comp room
6) Considerations to have breakfast buffets available to those who wish to eat at the hotel before coming to the P.C for the conference $10
If possible we would like to have the online reservations system offer the following options to our guest when they register for their room
Option #1 room only $99 + tax
Option #2 room + (1) buffet breakfast at say $10 per person/per day for the room (+ tax)
7) Complimentary suite that can be used for a hospitality room that has 1 or 2 connecting rooms with either single of dbl beds. (Must have at least 2 beds available to us for 4 nights)
8) Shuttle service for 50-60 people* that would pre-register with our company for the shuttle service. We understand that the shuttle would seat 15 people.
*The people that I would anticipate needing shuttles are the speakers, exhibitor, musicians and staff - most of whom have flown into town and do not have cars.
We assume that the shuttle will run for these approximate hours.
Wednesday Jan 7, 2015 Times to be determined probably 1 or 2 runs between noon and 6 pm for just a few of us (6 or less)
Thursday Jan 8, 2015 8 am - 7:45 pm (approximate hours)
Friday Jan 9, 2015 6:30 am - 10:45 pm (approximate hours)
Saturday Jan 10, 2015 6:30 am - 7:45 pm (approximate hours)
As per our discussion, you see the shuttle leaving the CP on the 00 (hour) and 30 (half hour);
and leaving the Pont. Center on the 15 and 45 of each hour.
9) For our May pre-conference planning meeting we would ask for:
- Complimentary meeting room space for a pre-conference planning meeting – May 2015. We would have approximately 15-25 people attending a meeting from approximately 9am – 3 pm
- And up to (4) complimentary overnight rooms for out of town planners (like myself) to use to attend the May 2015 planning meeting.
We would order coffee and pastries in the morning from the hotel and order a lunch in your restaurant. We would work with your chef to create a modified menu with only 3-4 choices at a particular price point. The morning of the meeting we will ask those attending to pre-order their lunch so that it can be planned out and not be too disruptive to your other guests in the restaurant. We would prefer to leave the meeting room for lunch for the change of pace through the day.
Additional meeting room space that may be needed – we would know by no later than May 2015
(THIS WOULD BE A PIGGY BACKED EVENT – FORM/REFORM CONFERENCE) .
10) Complimentary meeting room space: Thursday - Jan 7, 2015 through 7 pm on Sunday Jan 11, 2015.
The rooms would be used to host a few receptions for up to 100-150 people (F&B to be determined)
And we may be able to offer a post-conference day of workshops on Sunday (F&B to be determined).
I would ask that the VCB:
· Assist in looking to obtain a conference rate for car rentals with Enterprise.
· Assist in booking a bus for taking people to the French Quarter like we did in 2014 but we would move this event to Friday night.
· Assist in contracting 10-20 rooms per night at the Hilton Garden Inn for Wed, Thurs, Fri and Sat nights
· Assist in obtaining a contract with the Pontchartrain Center for 2016 dates
HISTORY
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2014 HOFINGER CONFERENCE ROOM RESERVATIONS
Wed Thur Fri Sat Sun sub TOTAL
Hilton Reserved 50 75 75 30 230
Not confirmed
$119 w/$10
or $129 w/$10 Pick up 19 52 53 30 2 156
Crowne Plaza Reserved 8 48 48 16 120
$109 w/$10 Pick up 39 60 5 104
(1/50) + 2 amenities
DoubleTree Reserved 10 60 60 20 150
$99 w/$10 Pick up 63 77 5 145
(1/40)
Contracted with 80% attrition and $10/room rebate 500
FINAL Total Room Nights: 404
Based on the questions asked prior to people being given their nametags onsite
Fairfield 11 people for ? room nighst - 11 to 22 assumed
4 Points 7 people for 3 nights = 21 room nights
LaQuinta 6 people for ? room nights - 6-12 assumed
Marriott 1 person for ? room nights - 1-2 assumed
Other 8 people for ? room nights - 8-16 assumed
__?__ 44 people for ? room nights - 44-88 assumed
DT + CP 249 room nights
Hilton 155 rooms nights
not in block 91-161 room nights
Total rooms 495-565 room nights
1) CONTRACT HOTELS
total wed thurs fri sat sun
CP $109 104 0 39 60 5
DT $99 145 0 63 77 5
H $119 155 19 52 53 30 1
2) PONTCHARTRAIN CENTER
Rental Fees: $17,401.00
F & B $4842.00 +
Vouchers $2652.00 (given to spkr and exhibitors to use at concession stand)
Concession ______unsure but it was substantial
RCLB Box Lunch: ______unsure
Clergy Day Dinner: $4821.28
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2013 HOFINGER CONFERENCE ROOM RESERVATIONS
Wed Thur Fri Sat Sun TOTAL
Hilton Reserved 29 79 79 79
$109 w/$10 Pick up 14 68 70 35 1 188
Crowne Plaza Reserved 60 60 60
$99 w/$10 Pick up 52 61 17 130
DoubleTree Reserved 25 125 125 25
$89 w/$10 Pick up 6 57 68 23 2 156
All rooms include a $10 rebate
Total Room Night: 474 (with approx 75 rooms not in block)
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2012 HOFINGER CONFERENCE ROOM RESERVATIONS
Wed Thur Fri Sat Sun TOTAL
Hilton Reserved
Pick up 7 59 61 41 168
Crowne Plaza Reserved
Pick up 40 57 12 109
DoubleTree Reserved
Pick up 26 35 1 62
Holiday Inn Reserved
Pick up 7 7 7 21
Total Room Nights 360