DRAFT UPDATED DECEMBER 8, 2000
government employees, some of whom will be using vouchers, credit cards or direct
agency billings. Please state the procedures for obtaining prior credit approval.
State the number and types of rooms normally provided and under what conditions.
The conference will need space as outlined on the attached sheet. Please complete this
form and describe the room arrangements that will be provided to meet these needs.
Please be specific concerning which rooms you are proposing. Special restrictions and
location details should be outlined. State any charges that will be applied to the use of
The conference always provides space for exhibitors. The number of exhibitors will range
from 30 to 45, depending on the location of the conference and the specific interests of the
organization. Most exhibitors will bring their own displays, which do not usually exceed
10 feet. Some are table-top displays and the hotel will be requested to provide for these.
HOSPITALITY, MEALS AND BANQUET SERVICES
The Conference will hold a number of breakfasts and luncheons and an awards banquet.
We will also provide daily coffee/soda breaks. Describe the number and type of facilities
available for meals. State the usual pricing for group meals including service charges.
Include copies of menus from in-house restaurants and cafes. Indicate any special
arrangements that can be made or services for which your hotel is especially noted. Please
discuss arrangements that can be made for a hospitality room during the conference.
PARKING AND AIRPORT TRANSPORTATION
Discuss the hotel parking arrangements and costs for both guests and daily visitors to the
conference. Is airport transportation provided, and if so, what is the cost?
State hotels policy concerning the Associations obligations should the number of
attendees fall below expectations. Additionally, bidder should indicate their ability to
handle attendance above that projected.
Once a contract is signed, it is not anticipated that the Organization will change its
meeting location without cause. Please state hotel policy concerning cancellation or
amendment to our contract.