Hotel Request for Proposal

2016 REQUEST FOR PROPOSAL

 

OBTA invites you to showcase your facility and catering expertise to their membership and guests by hosting one of their 2016 meetings or events. 

  • Bi-monthly membership meetings average 40 to 60 travel professionals.
  • Bi-monthly board meetings average 10 executive-level members.
  • Bi-Monthly member Connects average 40 to 60 travel professionals.
  • The annual fund-raising auction averages between 110 and 200 attendees and showcases a local charitable organization and its membership.
  • Two bi-annual day-long board member retreats.

     

These are excellent opportunities to bring decision makers into your facilities, showcasing the best you have and demonstrating your catering and audio/visual prowess. Hosting an event also enters you into the running for the coveted annual OBTA Silver Platter Award, which is voted on by the membership and is given to the most memorable venue based on appearance, presentation, and catering skill.

 

By hosting a meeting or event, your property will have an opportunity to welcome the attendees from the podium, offer tours at the conclusion, and will be listed on the OBTA website as a sponsoring member. In addition, all meeting invitations to your location will advertise your property and include contact information. Event postings remain on the website for a full calendar year.

 

OBTA could not produce the quality educational and celebratory events for which we are known without your assistance and it is greatly appreciated. Thank you for considering hosting us in 2016.

 

Submission Instructions

Please review the dates and requirements below to ensure that pricing is consistent with OBTA requirements and then submit your proposal to the OBTA contact by Thursday, December 31, 2015, or as soon as possible. Make sure to include in the email Subject Line: OBTA Event Proposal. If you have questions or believe you cannot host an event at the cost given, but would still like to be considered, please contact the OBTA Director of Special Events to determine the best way to participate.

 

OBTA Contact Information:     
Michelle Navarro, Director of Special Events
michelle.navarro@provenancehotels.com
503.219.8627

 

Requirements Based on Meeting/Event Types

Bi-Monthly Member Meeting & Direct Member Exchange Meeting

Dates: January 14, March 10, May 12, September 8, and November 10

Bi-Monthly Meetings are hosted at $20 per person, inclusive of tax, gratuity, and audio visual. If you believe you cannot participate at this cost but would like to host, please contact the OBTA directly to determine how best to participate. OBTA Board Meetings are held directly prior to the Member Meeting at the same location.

OBTA Board Meeting

This meeting is for Board Members only and is set for up to 12 people.

  1. Includes complimentary coffee and water
  2. Includes complimentary continental breakfast – Chef’s choice
  3. Board room set up or horse shoe table set up
  4. Complimentary internet access
  5. Availability of electrical outlets and/or power strips
  6. Runs from 9:30 a.m. to 11:30 a.m.
  7. Should be in proximity to member meeting
  8. Green meeting practices followed

Member Meeting

  1. Accommodates between 45 and 75 members and guests in half rounds
  2. Audio/Visual complimentary
    1. Podium with microphone and wireless lapel microphone
    2. LCD projector package with 10’ projection screen
    3. Remote control advancer
  3. Lunch – chef’s choice.
    1. Preset salad and dessert
    2. Buffet or plated service for main course
  4. Registration table space outside meeting room
    1. Two six-foot tables.
    2. Complimentary internet access
    3. Power strip at registration station
    4. One trash can at registration station
  5. Timeframe: 10:30 a.m. set up, 11:30 a.m. arrival, 12 noon lunch service, 1 p.m. lunch completion, 1:30 p.m. exit
  6. Takes place the second Thursday of the month (July and August are dark).
  7. Complimentary one-night stay for speaker when needed, with complimentary breakfast
  8. Green meeting practices followed.
  9. Ample event parking
    1. Downtown hotels: street and garage parking OK
    2. Please let OBTA Director of Special Events know if parking is included or if parking price is reduced

 

Bi-Monthly Member Connect

Dates: February 8th, April 11th, June 13th, August 8th, and December 12th (The date during each of these weeks is flexible, though cannot be Friday, Saturday or Sunday.)

  1. Connects are up to 50 people (previous have been around 30 people).
  2. Runs 4 to 6pm or 5 to 7pm.
  3. Complimentary host provided appetizers.
  4. OBTA to pay for one beer or wine $6 inclusive (Attendee receives drink ticket. Only charged based on consumption of tickets redeemed.).
  5. Additional drinks are paid by attendee.
  6. If venue is interested in sponsoring entire event, (appetizers, 2 drinks, event space), OBTA can offer sponsorship opportunities.
  7. Venue space can be semi private or cordoned off space that is part of an existing bar or restaurant.
  8. OBTA prefers to include a brief educational component, such as a demonstration or product presentation. Please advise if your space is conducive to this. Past examples include a terrarium building demonstration at Christopher David, summer tea mixing at Smith Tea and cheese/wine pairing demonstrations.
  9. Set up: reception or existing space

 

Day-Long Bi-annual Retreats

Dates: Thursday in July & Thursday in January

The Day-Long Bi-annual Retreats are hosted at $20 per person, inclusive of tax, gratuity, and audio visual. If you believe you cannot participate at this cost but would like to host a Day-Long Retreat, please contact the OBTA contact directly to determine how best to participate. Due to its nature, the Day-Long Retreats require further discussion with properties interested in hosting the event so as to work through logistics, break times, etc. You are welcome to develop a proposal with your best pricing and submit it the OBTA contact who will bring it before the board.

  1. Accommodates up to 15
  2. Board room set up or horse shoe table set up
  3. Availability of electrical outlets and/or power strips
  4. Complimentary internet access
  5. Meals – chef’s choice
    1. Breakfast bar 8:30 a.m. to 10:30 a.m.
    2. Lunch 12:30 p.m. to 1:30 p.m.
  6. Timeframe: 8:30 a.m. to 4 p.m.
  7. Green meeting practices followed.

 

Conclusion

Thank you for considering hosting a 2016 meeting or event for OBTA. Your generous support allows us to continue offering superior education to our members and provides invaluable networking time to all involved. Your dedication to the travel industry is greatly appreciated!