MCASC Annual Meeting RFP
August 21-25, 2011 2012
Proposals will be accepted for either years.
Response to RFP should be sent to:
Kimberly Cox, Motorcoach Association of South Carolina
106 Main Street, Brookneal, VA 24528
Telephone: 888-376-1150 Fax: 866-376-1156
Email: Kimberly_c@embarqmail.com
Meeting History: See schedule of events of August 2008 below.
August 20-24, 2006 Room Pickup: 440 Embassy Suites Hotel, N. Charleston $35,053
August 11-15, 2007 Room Pickup: 328 Myrtle Beach Marriott at Grand Dunes $39,927.55
August 24-28, 2008 Room Pickup: 399 Radisson Hotel Columbia $10,662.34
Room Pickup: Sat: 7 Sun: 87 Mon: 108 Tues: 110 Wed: 87
Day 1 Sunday
(Registration 3:00-5:30)
For registration, MCASC requires a separate meeting room in close proximity to the heaviest volume of meeting
traffic with a key for security, or a “permanent” registration area that can be secured. MCASC staff will have computer, printer, registration materials, door prizes, gifts, and equipment which must be secured. MCASC requires at least 1 complimentary easel. The board of directors will meet late afternoon. Plans for Sunday evening for the board and any other members who might have arrived for the meeting should include dinner and exposure to a local attraction. This evening event may be sponsored for operators and a minimal charge to associate members. MCASC staff works with the CVB or Associate members to plan this event to provide further exposure for group tours to the area.
(Transportation is provided by either MCASC operator members or MCASC coach sales members.)
3:30—5:30 Board of Directors Meeting
Plan for 14 people. Hollow Square or conference style seating. Refreshments: coffee, soft drinks, cookies or other snack.
7:00 Dinner for Board and “Early Birds”
Sponsored for Operators; optional minimum cost for Associates. Plan for 35 Operators and 75 Associates.
Day 2 Monday
(Registration 8:30-5:00)
Existing registration set up.
9:00—10:00 Breakfast Session
New Member Orientation
Rounds. Riser, Standing microphone, if necessary.
10:30—4:30 Optional Familiarization Tours
Sponsored by Host Convention and Visitors Bureau
CVB can choose to provide a “fam” tour or design the reception and dinner to familiarize operators with the area and attractions for motorcoach groups. CVB determines actual time for tours; it may be less time than provided for in this outline. Tours are open for participation by all members. Lunch should be sponsored for those on tours, boxed lunch on the coach or provided by a stop on the tour.
10:30—4:30 Optional Golf Outing
CVB arranges for tee time at local course. Plan for 20 golfers. MCASC will have a tournament coordinator, but initial contact is made by the CVB to acquire the lowest possible course fees. A boxed lunch for golfers is sponsored by the CVB or the hotel.
Other optional activities may be planned such as a fishing tournament, bowling tournament, or feature some other local resource.
7:00 Welcome Reception/Dinner
Sponsored by Host Convention and Visitors Bureau
This event can be on or off the selected hotel property; however, it is an opportunity to showcase an attraction in the area to motorcoach operators. This event is sponsored by the CVB. Plan for 150 people.
(Pre-registration is required to participate in “fam” and golf tournament or other kind of tournament.)
(Transportation is provided by either MCASC operator members or MCASC coach sales members.)
Day 3 Tuesday
(Registration 7:30-5:00) Existing set up.
8:00—10:00 Breakfast Buffet/Market Place I
Operator time with motorcoach sales representatives. Set up in rounds for approximately 150 people, with a riser at the front with a microphone and standing podium. Microphone should be complimentary. MCASC requires ample parking space for display of up to 7 coaches by sales members. The parking should be in close proximity to the hotel convention area (area assigned to Market Place). This is a key element to a successful meeting. The coach representatives provide sponsorships and transportation. MCASC gives them preferential treatment.
10:15—11:45 Seminar Sessions
One meeting room set theatre for 35.
One meeting room set theatre for 90.
There should be ample room for AV needs such as screen and projector. Standing podium and one 6’ table for speaker’s materials. Water station.
12:00—1:45 Lunch
Time for state and national tourism reports and Association Business Session.
Plan for 200 people. Set in rounds for lunch. Riser and microphone at the front of the room.
1:45—2:00 Break
No refreshments.
2:00—3:30 Market Place II
Market Place is piped and draped for booths to accommodate operators seated at 4’ tables, which are clothed and skirted with a chair on either side. No electricity is required. MCASC has contracted with a professional exhibition service in the past; however, if the hotel or other facility used for market place is equipped to provide this service, MCASC is open to a cost comparison.
Plan for 45 8’ x 10’ booths. Set should allow for a minimum of 9’ aisles between rows. Under ideal circumstances, the set should allow for a refreshment* area centrally located within the booth set up accommodating up to six rounds and refreshment set up. A minimum of 8,000 square feet is needed for market place, ideally 10,000 square feet.
A 6’ or 8’ skirted table with microphone is required inside Market Place for staff use. Market Place should remain set for the duration of the meeting. Set up must be completed at least two hours prior to the beginning time above. Breakdown may be done immediately following Day 4 market place which ends at 12:00 noon.
*Refreshments, under ideal circumstances, is set up inside Market Place as described above. If space limitations
prohibit this set up, then the break can be set in the prefunction area, or other appropriate area in close proximity
to Market Place. If inside Market Place, refreshments are set for entire time of market place.
3:30—3:45 Break
3:45—5:15 Market Place III
Existing set up.
6:00—7:00 Hospitality
MCASC requires a hospitality room or suite to allow MCASC to provide its own alcoholic beverage and packaged snacks.
7:00—Ice Breaker Event
This event is sponsored by the host CVB and local members. Ideally, this is another opportunity for the host CVB to feature local attractions for motorcoach groups.
Day 4 Wednesday
(Registration 7:30-5:00) Existing set.
8:00—9:30 Breakfast Buffet
Set in rounds for 180. Riser with standing podium/microphone.
9:45—11:45 Market Place IV
Existing set.
12:00—1:30 Lunch
Association reports and election.
2:00—3:30 Seminar Sessions
Operators: Theatre seating for 35, riser/podium.
Associates: Theatre seating for 75, riser/podium.
3:30—4:30 Associates Business Meeting
Existing set for Associates Seminar.
4:30—5:30 Board of Directors Meeting
Existing set for Operators Seminar.
6:30—6:45 Gala Reception
This event is sponsored by the host location for the next
year’s annual meeting. Plan for 225
7:00— General Session II (Dinner)
Awards Presentation. Board Installation.
Entertainment will be planned for this session by an Associate Member(s). Expect staging requirements. Sponsoring member is responsible for all costs incurred for set up (sound, lighting, etc.), unless prior approval by MCASC. Plan for 200 people.
Hospitality will be open following dinner.
Day 5 Thursday
(Registration 8:30-9:30)
7:30—8:30 Breakfast Buffet
Plan for 150 people. Riser, Podium
8:30—9:30 Round Table Discussion Nuts & Bolts: Shop Talk Existing set for breakfast.
Other Information
Physical and dietary requirements
The host property will be notified of any special requirements of members attending the meeting prior to the meeting date.
Complimentary Rooms
MCASC requires the following complimentary Rooms:
One complimentary one-bedroom suite for the current president.
One complimentary two-bedroom suite for the executive director and staff.
One guest room complimentary per 50 rooms picked up based on total room nights.
Other complimentary requirements:
All meeting room rental complimentary based on meal functions outlined in this schedule.
At least one complimentary easels per day to be used for signage.
One microphone per day where appropriate; that is, where a microphone is needed based on size of room and number of people.
Deadline for proposals
The deadline for receipt of proposals is April 1, 2009 so that a site inspection and decision can be made as soon
as possible.
The host location for 2011 and 2012 will sponsor the reception on Day 4 prior to the awards banquet for 2010 and 2011 respectively.
The host location for 2011 and 2012 will host at least one board of directors meeting/annual meeting planning session. Hosting will include meeting space, a meal, and light refreshments during the board meeting (coffee/soft drinks), and complimentary guest rooms or reduced rate (less than group rate for meeting). Maximum guest rooms needed will be 14.
Other considerations that may impact selection
Is the host property willing to sponsor a break during the annual meeting and market place?
Is the host property willing to offer reduced “shoulder” rates for pre— and post—meeting. That is, offer a
reduction from the group approved rate for two nights prior and two nights after the actual meeting dates?
Is the host property willing to make any other concessions beyond what is outlined herein?
History
History is located above. Feel free to contact Kimberly Cox if additional information is needed, or the listed hotels.
Perceived Benefits to the Host Location/Property
Promotion of location and property in at least two issues of the MCASC newsletter to all members.
One free advertisement in the newsletter from the time of selection up to one year.
One free advertisement in the membership directory.
Promotion through design of the cover of the membership directory giving exposure to the memory of
the meeting throughout the following year as members use their directory.
Contact Information
Kimberly Cox, Meeting Manager, Motorcoach Association of South Carolina
106 Main Street, Brookneal, VA 24528
888-376-1150 Fax: 866-376-1156 Email: Kimberly_c@embarqmail.com
This RFP is sent only to member convention and visitor bureaus for distribution to properties that might have the outlined meeting requirements and interest in hosting MCASC’s annual meeting. I am open to discussion of any portion of this proposal and special considerations that may be given depending on circumstances of location and property for the mutual benefit of the location, property, and MCASC. I am open to suggestions that might enhance the experience for all parties concerned, especially the membership. I believe that the success of the meeting is priority.
Attendance building is a key element and MCASC staff will work with the host location and property to create interest and desire on the part of the membership to attend the meeting.
Thank you for your interest in hosting MCASC.
Linda Morris