HIM Summit 2018 RFP Details RFP Name HIM Summit 2018 Response Due Date Decision Date RFP Type RFP Code Billing Information Concessions / Contractual Requirements Fri, 21-Apr-2017 Fri, 26-May-2017 Meeting Space and Sleeping Rooms P2NTQ7MMDLC individual reservations and pay own 10% F&B discount 15% AV discount complimentary 1 per 50 rate 3 day pre and post 10 upgrades at the group rate 10 additional staff upgrades at a discounted rate complimentary pool/beach cabana complimentary planning meeting in February for 2 people for 2 nights Key Contact Information Contact Name Donna Butterwick Email Address Dbutterwick@helmsbriscoe.c om Preferred Contact Method Organization HelmsBriscoe Phone 770-754-5967 Title Associate Regional Vice President Fax 770-754-1569 Address Cvent, Email, Phone 835 Freemanwood Lane Alpharetta, GA 30004 USA Organization Information Organization Name Organization Type Address Events / Year 0 Corporate n/a Atlanta Event Information Event Name HIM Summit 2018 Total Attendees 170 Commission Event History Yes The planner has indicated that this event has been held before. Dates Flexible? Event Dates Yes Sat, 21-Jul-2018 - Wed, 25-Jul-2018 + 1 alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Sat, 21-Jul-2018 - Wed, 25-Jul-2018 Sat, 14-Jul-2018 - Wed, 18-Jul-2018 Page 1 of 5
HIM Summit 2018 Previous Event History This event was previously held in the following location(s): Venue Name City State Date Attendees Room Block Room Pick-Up F&B Spend Eau Palm Palm 2016 Eau Palm Florida 207 Eau Palm Palm Florida 2015 Sleeping Room Requirements Day Any (Run Of House) Fri, 20-Jul-2018 20 Single (1 Bed) Double (2 Beds) Suite Staff Sat, 21-Jul-2018 40 Sun, 22-Jul-2018 195 Mon, 23-Jul- 2018 200 Tue, 24-Jul-2018 195 Wed, 25-Jul- 2018 35 Check-in Date Fri, 20-Jul-2018 Total Room Nights 685 Peak Room Nights 200 Page 2 of 5
HIM Summit 2018 Meeting Room Requirements Start Date Sat, 21-Jul-2018 Day Time Agenda Item Room Request Sat, 21-Jul-2018 8:00 AM-9:00 AM Breakfast 20 people Sat, 21-Jul-2018 8:00 AM-5:00 PM advisory board meeting Meeting Conference (Room Required) 20 people Sat, 21-Jul-2018 8:00 AM-11:00 PM Meeting Conference (Room Required) Sat, 21-Jul-2018 8:00 AM-11:00 PM Office Conference (Room Required) Sat, 21-Jul-2018 12:00 PM-1:00 PM Lunch 20 people Sun, 22-Jul-2018 8:00 AM-5:00 PM Meeting Conference (Room Required) Sun, 22-Jul-2018 8:00 AM-11:00 PM Meeting Conference (Room Required) Sun, 22-Jul-2018 8:00 AM-11:00 PM Office Conference (Room Required) Sun, 22-Jul-2018 12:00 PM-5:00 PM Registration Other Sun, 22-Jul-2018 7:00 PM-9:00 PM Dinner Notes or Exceptions: will start with a Reception - wants to be outside in a pilion type location. will need room for a dance floor and a band Mon, 23-Jul-2018 7:00 AM-8:00 AM Breakfast Notes or Exceptions: Meals in the same Mon, 23-Jul-2018 8:00 AM-5:00 PM Meeting Mon, 23-Jul-2018 8:00 AM-5:00 PM breakout #1 Mon, 23-Jul-2018 8:00 AM-5:00 PM #2 Mon, 23-Jul-2018 8:00 AM-5:00 PM #3 Mon, 23-Jul-2018 8:00 AM-5:00 PM breakout #4 175 people Buffet (Room Required) 2 2 35 people Mon, 23-Jul-2018 8:00 AM-5:00 PM Meeting Conference (Room Required) Page 3 of 5
HIM Summit 2018 Mon, 23-Jul-2018 8:00 AM-11:00 PM Meeting Conference (Room Required) Mon, 23-Jul-2018 8:00 AM-11:00 PM Office Conference (Room Required) Mon, 23-Jul-2018 12:00 PM-1:00 PM Lunch Tue, 24-Jul-2018 7:00 AM-8:00 AM Breakfast Notes or Exceptions: Meals in the same Tue, 24-Jul-2018 8:00 AM-5:00 PM Meeting Tue, 24-Jul-2018 8:00 AM-5:00 PM breakout #1 Tue, 24-Jul-2018 8:00 AM-5:00 PM #2 Tue, 24-Jul-2018 8:00 AM-5:00 PM #3 Tue, 24-Jul-2018 8:00 AM-5:00 PM breakout #4 Buffet (Room Required) 2 2 35 people Tue, 24-Jul-2018 8:00 AM-5:00 PM Meeting Conference (Room Required) Tue, 24-Jul-2018 8:00 AM-11:00 PM Meeting Conference (Room Required) Tue, 24-Jul-2018 8:00 AM-11:00 PM Office Conference (Room Required) Tue, 24-Jul-2018 12:00 PM-1:00 PM Lunch Wed, 25-Jul-2018 7:00 AM-8:00 AM Breakfast Buffet (Room Required) Wed, 25-Jul-2018 8:00 AM-12:00 PM breakout #1 Wed, 25-Jul-2018 8:00 AM-12:00 PM Meeting Wed, 25-Jul-2018 8:00 AM-12:00 PM #2 Wed, 25-Jul-2018 8:00 AM-12:00 PM #3 Wed, 25-Jul-2018 8:00 AM-12:00 PM breakout #4 Page 4 of 5
HIM Summit 2018 Wed, 25-Jul-2018 8:00 AM-5:00 PM Meeting Conference (Room Required) Wed, 25-Jul-2018 8:00 AM-11:00 PM Meeting Conference (Room Required) Wed, 25-Jul-2018 8:00 AM-11:00 PM Office Conference (Room Required) Wed, 25-Jul-2018 12:00 PM-1:00 PM Lunch Additional Questions 1. Rates quoted are applicable days pre-meeting. (Comment) (Required) 2. Rates quoted are applicable days post-meeting. (Comment) (Required) 3. Does your property he Villas/and or Condo options also? Please describe and quote rates. (Comment) (Required) 4. Web address for meeting space detail? (Comment) (Required) 5. Please select your current Forbes and/or AAA Rating? (Multiple choice) (Required) [ ] 1 Star [ ] 2 Star [ ] 3 Star [ ] 4 Star [ ] 5 Star [ ] Not Rated - Star [ ] 1 Diamond [ ] 2 Diamond [ ] 3 Diamond [ ] 4 Diamond [ ] 5 Diamond [ ] Not Rated - Diamond 6. Will the meeting room rentals be waived? If not, what rates will apply? (Comment) (Required) 7. What is your nearest major airport and what is the distance (both miles and time)? What are the round trip shuttle and/or taxi costs? (Comment) (Required) 8. What amenities and activities does your hotel he on or near the property? (Comment) (Required) 9. What renovations he your property either recently completed or has on schedule? (Comment) (Required) 10. HelmsBriscoe will be paid a placement fee which is non-cancelable and non transferable to any other party for the booking of this meeting. HelmsBriscoe is acting with full consent and the client is aware of the placement fee payable to HelmsBriscoe by your organization. (Multiple choice) (Required) [ ] I agree that HelmsBriscoe will be paid a placement fee 11. Indicate your agreement to the placement fee by providing your name, title and the date of your response in the area below. (Comment) (Required) 12. Accounts Payable Contact First & Last Name: (Comment) (Required) 13. Accounts Payable Phone Number: (Comment) (Required) 14. Accounts Payable Email Address: (Comment) (Required) 15. Accounts Payable Fax: (Comment) (Required) 16. Please indicate in the space below your contact name, hotel address, phone number, and email address - if it differs from the contact information on the response sheet provided in this RFP. (Comment) Page 5 of 5