Presentation on theme: "Conference Site Selection"— Presentation transcript:
1Conference Site Selection Stephanie SabalProgram Coordinator: Site Selection(direct)(fax)
2Conference Site Selection Step 1Submit your PAF to begin site selectionPlease allow time for site selection –18 to 24 months prior to the conference is ideal.
3Conference Site Selection Step 2Meeting Requirements and RFP
4Conference Site Selection Step 3View hotel proposals online
5Conference Site Selection Step 4ContractingACM will negotiate and secure a contract for Chair’s approval.Please do not contact hotel yet regarding selection.ACM’s standard contract includes:Lowest ratesRooms creditNo additional chargesOccupancy reportsSpace definiteAttritionForce Majeure
6Conference Site Selection Step 5Finalizing ContractContract and exposure is summarized by ACMACM will send the contract to conference chairperson for approval before ACM signs contractIf TMRF (budget) is not approved, SIG chairperson must approve exposure before ACM signs contract.
7Conference Site Selection Benefits of working with ACM on Site SelectionKnowledge & HistoryLeverageIndustry RelationshipsContracting using ACM’s Standard Contract
8Conference Site Selection Please avoid securing proposals and contracts on your ownContract secured by volunteer:1 per 40 complimentary roomsFive (5) complimentary parking passes for committee membersGuestroom Internet discount of $5.00 per 24 hours per room for all attendeesMeeting-room Internet discount rate of $500 per day (all rooms included)Contract secured by ACM:1 per 40 complimentary rooms earned based on the cumulative number of rooms used by POPL attendeesTwo (2) complimentary suite upgrades at group rateFive (5) complimentary upgrades to the club level at group rateFive (5) complimentary welcome amenities (wine and cheese)Complimentary guestroom Internet (WiFi) for all attendeesMeeting space Internet 100 MBs: Flat fee of $5,000 for the entire duration of the conference (total for all meeting rooms)20% discount on Audio Visual (AV) equipment and services. AV prices not to exceed 2011 price list.No fee for utilizing personal AV equipmentFive (5) complimentary parking passes per dayComplimentary wired Internet and power for Registration area