– 501c7 Membership Club

<DATE THAT REQUEST IS BEING SENT>

Group Contacts:
<NAME>, <TITLE>

<Phone Contact>

<EMAIL ADDRESS>

Sales Department,

We represent one of the eight Regions that make up the Non Profit Organization known as the Mind’s Eye Society. In more than <NUMBER OF CITIES IN YOUR REGION> cities located in <LIST STATES IN YOUR REGION>, hundreds of members engage in regularly scheduled World of Darkness gaming, socials and charity events. In conjunction with the Affiliate Nations, our gaming chronicle spans hundreds of locations in seven Countries, all part of the same perpetual story that a membership in the Mind’s Eye Society opens the door to. In essence, we are a live action theater/gaming organization. Our events include games, socials, meetings and charity events.

Here in the <YOUR REGION> Region, we are known for <GIVE SOME HISTORY OF YOUR REGION OR DELETE THIS PARAGRAPH>
The particular event that we are currently planning will take place in <MONTH OF PROSPECTIVE EVENT> of <YEAR OF PROSPECTIVE EVENT>, and is traditionally a well attended biennial occurrence.
If you have any questions about our organization or our event needs, please contact one of us by email or cell phone via the above listed contacts.

Thank you for your time in reviewing our proposal request. Our bid deadline is <BID DEADLINE DATE>, after which our National Convention Administrator and Board of directors may take up to one month to review and select a bid. We look forward to hearing back from you and working with you in the future.

Sincerely,

<CONTACT NAME>

<CONTACT TITLE>
<CONTACT PHONE>

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– 501c7 Membership Club

<YOUR REGION> Regional Event <YEAR OF EVENT>

Hotel Block Spec Sheet

Preferred Dates:

<PREFERRED MONTH AND ANY DATE PREFERENCES>

Room NIGHTS

Wednesday / Thursday / Friday / Saturday / Sunday
5 / 25 / 40 / 40 / 10

TOTAL ROOM NIGHTS: 120 (maximum)

  • Room Rate: Standard Occupancy Rooms (1-4 people) must remain under $129.99 (before tax), with strong preference given to rates under $99.00 (before tax) per night.
  • Comp Room Ratio: No less than 1 night for every 40 room nights booked. *
  • One suite sized room for use as a Hospitality Suite/Member services room at discounted rate or at no cost, for run of the event. This room is not included in any standard no food clauses in guest rooms, and will be expected to contain light fare and non alcoholic beverages provided by the Minds Eye Society. Cooking ability is at the discretion of the hotel.
  • Complimentary room upgrade at the standard rate for at least two rooms.
  • Group Rate to be honored at least 3 days before and after event dates listed.
  • Room Rates are non-commissionable to ensure lowest pricing.
  • Preference will be given to bids in which the Room Rates provided to the general public for the time period of our event, are not lower then the rates given to our attendees, unless that rate is then extended to our attendees, and those attendees who have rooms within our room block have their rates changed to the lower cost. This is to encourage our attendees to book rooms within our room block.
  • Room block will be held until three weeks prior to the event, preferably two weeks.
  • Room block can be enlarged if it fills 60 days out from the dates and that we are notified of the room block filling.
  • Reduction Clause: 10% block reduction without penalty until 6 weeks prior to the event.
  • Room Block Pick Up: We work with meeting space on a sliding scale based on hotel room block fulfillment. Once we have reached 90% of our room block commitment, meeting space becomes complimentary. It then becomes a sliding scale not to exceed more than $2000 USD if we make 75% of our block. Meeting space fees are waived with 90% pick up; room fees shall not exceed $2000 USD for 75% block pick up.
  • Reservations: Our group must be able to make room reservations by speaking with the hotel directly and via a 1-800 number /internet reservation site.
  • Parking: Parking rates MUST be included in the bid guidelines. STRONG preference given to bidsthat provide low cost or no cost parking.
  • Outside Food/Alcohol Policy: All bids MUST include the hotels current policy on outside food and drink in both the convention space and the guest rooms. If there is no policy governing food/drink in the guest rooms a simple statement from the hotel to that affect is acceptable.

**If we receive at least 3, complimentary, standard hotel accommodations (rooms) throughout the weekend; we are willing to waive the comp room ratio and the room upgrade.

Meeting space breakdown:

  • One room to hold 300+ people seated theater style; (may be same as the ballroom).
  • Ballroom - capacity to be sectioned into no less that three, separate spaces.
  • Registration Space – may be done in a Mezzanine or similar open space as long as we have accessibility to electrical outlets, wired or wi-fi internet access at no charge, and assured that convention and guest traffic will not be impeded. Will require 6, 6x3 ft tables or comparable table setups.
  • Convention Operations/Security – if room is large enough (must have at least two lockable entrance and exits) this may combined with registration.
  • Exhibitors’ Hall - will require locked door capacity with a minimum of 8 classroom style tables, 6x3 ft.
  • Events Lounge – A lockable room or spacious private suite for guests of honor and special events. Refrigeration is required in this room for medications and foods/beverages for those with medical and religious/dietary restrictions. No food stuffs will leave this area.
  • 24 Hr hold and use on all meeting space from 2 PM Thursday through Sunday early afternoon.
  • Registration, Con Operations/Security, Exhibitors’ Hall and Events Lounge must be available no later than 8am Thursday (ability for late afternoon Wed access appreciated but not necessary.)
  • Security, Events Lounge, Exhibitors’ Hall and (1) Space to accommodate 300 people must be available until 2pm on Sunday.
  • Tables used for Registration and the Exhibitors’ Hall must be draped and skirted. Tables requested for meeting spaces are to be draped. Lock-out capacity must also be confirmed and placed in the contract at no additional cost to the Mind’s Eye Society organization.
  • No charge for storage or pickup of boxes (reasonably sized, weighing less then 50lbs) received the day before the convention begins (Wednesday).
  • Meeting space set-up is finalized approximately 4 weeks prior to the event (table and chair configurations). i.e Banquet Service Orders.
  • This group requires water stations in the hallways during the run of the convention with the ability to be refreshed during hours of heavy traffic. (Minimum number of stations: 4, with the ability to set up stations inside breakout rooms.)

Additional Points of Consideration

  • Complimentary Airport Transportation for members to and from hotel
  • Complimentary WiFi or wired internet access in room.
  • If no free airport transportation – pricing information on shuttle and taxi costs
  • Date of ADA compliance and date of last renovation
  • Are *all* floors ADA accessible?
  • Is the hotel a smoke-free environment or does it have designated floors? If the hotel was not built smoke-free, but now is, when did that renovation take place?
  • Does the hotel have 24 hour room service?
  • Can the hours of your lounge/bar be extended?
  • Special arrangements for “boxed lunch” type meals at discounted rates, or discounted arrangements for members to dine at locations within the hotel.
  • Does the hotel have capacity to block a wing/floor or set of rooms in one locale for our group?
  • Does hotel have same day dry-cleaning services?
  • Please provide hours for the hotel gift shop, if applicable.
  • Does the hotel have a pool, work out facility or game room with hours of operation?
  • Do the standard rooms include mini-frig or microwaves? Do the suites?

Bid Proposals Must Include:

  • Copy of the hotel and meeting space layout
  • Listing of specific rooms proposed for Mind’s Eye Society use
  • Sheet including the square foot measurements for each room along with any unique architectural designs (pillars, recessed areas) that will need to be considered when preparing room layout.
  • Rates for upgraded accommodations and suites for our organization, as some members will request more than the “standard” room.
  • Brochure/photos of room interiors and floor plan layout for facility
  • Information on Hotel Deposit Policy/Credit Application Policy. Providing a copy of the credit application is ideal for our legal team to review. Please note which credit cards are accepted and/or preferred.
  • A detailed breakdown of the hotel’s guest room capacity: number of floors, maximum occupancy, room types, smoking vs. non-smoking floors.

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