I. Contact Information
*Event Name: Eastern Diocese Holiness Convention
*Event Host Organization: Eastern Diocese Church of Christ Holiness U.S.A.
Event Organizer : Steven Hill
*Key Contact Person: Steven Hill Job Title: Conference Planner
*Mailing Address Line 1: P.O. Box 2652 Mailing Address Line 2:
*City: Wilmington
*State/Province: DE
*Zip/Postal Code: 19805
*Country: U.S.A.
*Phone: (302) 427-8913 ext. 470 Fax: N/A
Mobile Phone: (302) 981-4924
E-mail Address: [email protected] Web Address: www.edcochusa.org Preferred Method of Communication:
x Telephone x Email
Letter Fax Other:
Event Organizer/Host Organization Billing Address: Eastern Diocese Church of Christ Holiness U.S.A.
Billing Contact Person: Steven L. Hill Billing Address Line 1: P.O. Box 2652 Billing Address Line 2:
City: Wilmington State/Province: DE Zip/Postal Code: 19805 Country: U.S.A.
Billing Contact Telephone: (302) 981-4924 Contact Information Comments:
II. Event Profile
*Event Name: Eastern Diocese Holiness Convention
*Event Host Organization: Eastern Diocese Church of Christ (Holiness) U.S.A.
Event Organizer: Eastern Diocese Church of Christ (Holiness) U.S.A.
Event Start Date: Thursday, June 23, 2022 Event End Date: Sunday, June 26, 2022
Event Organizer
Market Segment: Association (International) Association (National)
Association (Regional, State or Local)) Corporate
Educational Ethnic
Fraternal Government Military
x
Religious Social*Event Type:
*Event Status:
*Event Frequency: Annual
Event Host Overview: Christian Organization gathering among the 9 Church of Christ (Holiness) USA Eastern Diocese. The Youth Conference engages in
Community Projects within the City in which we host the Conference to leave a positive impact once we depart.
Event Objective: Gather for worship, attend educational workshops, fellowship during luncheon/banquet, hold end of fiscal year business
Attendee Profile
Expected Total Event Attendance: 200-250 Attendee Demographics Profile:
(Include information regarding demographics, international mix of attendees, fly-in v. drive-in mix, etc.) Drive in mix
Accessibility/Special Needs:
Handicap accessible rooms
Event History
First Time Event:
x If No, attach the APEX Post Event Report (PER)
If a PER is not available, Complete the following for past occurrences:
Facility Name City,
State/Province, Country
Start Day &
Date
End Day &
Date
Total Attendance
Total Room Nights
APEX Post- Event Report (PER)
attached Wyndham Garden
Hotel York
York, PA June 20, 2019
June 20, 2019
225 126 Yes
No Sheraton Reston
Hotel
Reston, VA June 21, 2018
June 24, 2018
220 111 Yes
No Wyndham Garden
Hotel York
York, PA June 29, 2017
July 2, 2017
200 120 Yes
No
Wyndham Garden Hotel York
York, PA June 23, 2016
June 26, 2016
235 162 Yes
No
Holiday Inn
Washington-Dulles International Airport
Dulles, VA June 25, 2015
June 28, 2015
220 93 Yes
No
Holiday Inn
Washington-Dulles International Airport
Dulles, VA June 26, 2014
June 29, 2014
200 72 Yes
No
HILTON WASHINGTON DULLES AIRPORT
Herndon, Virginia
June 27, 2013
June 30, 2013
225 83 Yes
No HILTON
WASHINGTON DULLES AIRPORT
Herndon, Virginia
June 21, 2012
June 24, 2012
213 74 Yes
No
Exhibition Information
The event is or includes an exhibition: Yes x No If Yes,
Type of Exhibition: Public Private
Public/Private Combination Type of Exhibits
choose all that apply:
Custom Fabricated Modular
Portable Other:
Number of Exhibits Expected:
Number of Exhibiting Companies Expected:
Exhibitor Demographics Profile:
(Include information regarding demographics, industry focus, special needs, etc.) Secured Exhibition Area: Yes No
Gross Space Required:
Unit of Measurement: Square Feet Square Meters Net Space:
Unit of Measurement: Square Feet Square Meters
Exhibitor Kit Provided to Exhibitors: Online Printed CD ROM None Other
General Service Contractor
General Service Contractor (GSC) Selected: Yes x N
Future Open Dates
There are future open dates for this event:
x
Yes No If Yes,Published Start Date
Published End Date
Comments
June 22, 2023 June 25, 2023
Event Profile Comments:
III. Requirements
*Statement of Need:
Open to a multiple year contract.
Location Requirements
The event must take place in a specific location: Yes x No
• If Yes:
City:__________________ State/Province: __________________ Country: __________________
• If No:
Preferred locations for the event are:
Country Region, Province or State City
USA Maryland Open
USA Virginia Open
USA Delaware Open
USA New Jersey Open
USA North Carolina Open
Other Location Requirements:
(Describe other requirements relating to location such as Airport, City Center, Resort, Suburban, etc.) Other Location Requirements Comments:
Date Requirements
Year Month Start
Day & Date
End Day & Date
Future Published Dates 2022 June Thursday, June
23
Sunday, June 26
Future Published Dates 2023 June Thursday, June
22
Sunday, June 25
Number of days/hours needed in advance of published event dates for set-up and move-in:
x Days Hours
Number of days/hours needed post-event for tear-down and move-out:
Days x Hours
Other Date Requirements Comments:
Facility Requirements
Preferred Facility Type:
Conference Center x Convention Center x Hotel
Resort x Restaurant
Unique Venue
x Other: Office / Conference Set up Guest Rooms
• Total Room Nights:130
• Peak Night Room Block: 60 Largest Function Space
• Minimum Square Footage:5000 sq ft
• Set-up Type Required: Theatre w/ stage
• Minimum Capacity: 200-250
• Minimum Ceiling Height:
Exhibit Hall
Gross Space Required:
Recreation Preferences
Recreation Type Required Preferred but Not
Required
Not Required
(e.g. Beach, Fitness Center, Golf, Pool, Spa)
Pool, Fitness Center Spa, Basketball and Tennis Court
Other Facility Requirements Comments:
Guest Room Block Requirements
Guest Rooms are Required for this Event: x Yes No Cut-off Date: 14 Days prior to major arrival date
Reservation Method: {X} Individual Call-in {X} Rooming List
# of Guests
# of Single- Bedded Rooms Required
# of Double- Bedded Rooms Required
# of Suites Require d
# of Accessibl e
Rooms Required
Total # of Rooms &
Suites Required
Day (e.g., Monday)
Thursday 5 5 2 2 14
Friday 15 40 2 4 61
Saturday 15 40 2 4 61
Sunday Checkout Checkout Checkout Checkout Checkout Checkout
Totals 35 85 6 10 136
Description of Accessible Rooms Requirement:
Room Rate Must Be No More Than: $99 - $119 (Flat rate for single, double, triple occupancy requested.) Government Per Diem Rates Required: Yes x No
If Yes,
Number of Rooms Requiring this Rate All except Staff Rooms Reduced Staff Room Rates Required: x Yes No
If Yes,
Number of Rooms Requiring this Rate: _______7________________
Rebates Will Be Paid on Room Rates: x Yes No If Yes
Describe rebate, assessment or commission requirements associated with this RFP: ($7) Rebate on Rooms Method of Reservations: Select All That Apply: x Rooming List x Individual Reservation
Other Guest Room Block Requirements Comments:
Function Space and F & B Requirements
Function Space (including for exhibits) is Required for this Event: x Yes No
If Yes,
The following chart/schedule outlines function space requirements for the event.
DATE TIME
(FROM - TO) FUNCTION # PPL SET-UP MEETING ROOM:
Thurs,
6/23/2022 12pm -11:59pm Registration Set-Up/
Storage Room 10 (4) 6ft tables skirted around perimeter of room
Thurs,
6/23/2022 12pm-11:59pm Executive Office 15 Conference Fri, 6/24/2022 6am-11:59pm Executive Office 15 Existing Fri, 6/24/2022 6am- 11:59pm Registration Set-Up/
Storage Room 10 Existing Fri, 6/24/2022 6:30am – 9am Breakfast/ Flow Basis 20 Banquet Fri, 6/24/2022 7am-11:59pm General Sesion/
Move in Set Up/
Concert @ 6pm
200 Theater
Fri, 6/24/2022 10am-8pm Registration 16 (8 ) 6ft tables skirted w/ 2 chairs at each table with power cord/outlet at each table
Fri, 6/24/2022 12noon -3pm Daughters of Ester
Session 15 (8) 6ft tables covered with white & purple table cloths w/
2 chairs at each table
Fri, 6/24/2022 10am – 11:59pm Breakout/ UCWM
Session & Luncheon 50 (3) 6ft tables on a raised platform/stage covered with white & purple table cloths w/
2 chairs at each table. Theater Style Seating, podium &
Microphone on stage, Banquet Seating in the rear of room for 50 people
Fri, 6/24/2022 10am – 11:59pm Breakout / Brotherhood
Session & Luncheon 50 (2) 6ft tables dressed at front of room with podium in between w/ 2 chairs at each table. Theater Style Seating, podium &
Microphone.
Banquet
Seating in the rear of room for 26 people
Sat., 6/25/2022 6am- 11:59pm Registration Set-Up/
Storage Room 10 Existing Sat., 6/25/2022 6am-11:59pm Executive Office 15 Set up for
Ministers Wives Luncheon at 12noon / Pastors meet at 2pm0
Sat., 6/25/2022 6:30am-9am Breakfast/ Flow Basis 150 Banquet Sat., 6/25/2022 7am- 11:59pm Registration 15 Existing Sat., 6/25/2022 7am- 5pm General Session/
Morning Manna 7am, Business Session 9:30am – 12noon
200 6ft Table w/ 2 Chairs in the front of the room
Sat., 6/25/2022 1pm – 6pm Workshop 25 Classroom Sat., 6/25/2022 1pm – 6pm Workshop 25 Classroom Sat., 6/25/2022 1pm – 6pm Workshop 25 Classroom Sat., 6/25/2022 10am-11:59pm Workshop 25 Classroom Sat., 6/25/2022 7pm- 9pm Banquet 150 Rounds Sun, 6/26/2022 7am-5pm Executive Office 10 Conference Sun, 6/26/2022 6:30am-8:30am Breakfast/ Flow Basis 125 Banquet Sun, 6/26/2022 6am -3pm General Session-
Sunday School/
Close Out Service
200 Theater
Sun, 6/27/2021 7am- 3pm Registration 25 Existing Sun, 6/27/2021 3pm-5pm Move-out
Function Space and Audio/Visual Comments (e.g. rear screen projection needs, production requirements, etc.):
Complimentary podium and microphone for general session room, complimentary Projection Screen,
Complimentary Board & Easel with Large Pad and markers for General Session Room. Group will bring their own A/V at no additional charge.
Overall Food & Beverage Budget: $4,500 (indicate currency type) Includes Tax: x Yes No
Includes Service Charges: x Yes No Includes Gratuity: x Yes No
Other Function Space and Food & Beverage Requirements Comments: Requesting cost for adults to be no higher than $25 inclusive and children no more than $18 inclusive
Concessions Desired
*One (1) Complimentary one bedroom Suites for Bishop over the dates of event
*One (1) Complimentary one bedroom Suite for the Planner of Convention over the date of the event
* Seven (7) Staff Rooms (50% off of Group Rate)
* Complimentary Meeting Space Complimentary
*Complimentary Breakfast per day included in the rate (up to 4 people)
*(1) Complimentary Room Night per every 35 Room Nights Cumulative
*(1) Complimentary Projector and for Main Ballroom
*(1) Complimentary Projector Screen for Main Ballroom
*Complimentary parking for hotel guest, with unlimited in-and-out privileges
*Complimentary use of hotel fitness facilities
*Complimentary Internet Access in Guestrooms, Break-out Rooms, and Ballroom
Insurance:
In order to host this event, what are your specific insurance requirements of my organization?
Commercial General Liability Insurance, including blanket contractual liability
*With respect to the commercial general liability protection, if the amount exceeds $1,000,000, what the limits can be provided by primary and excess/umbrella coverage.
Commercial Automobile Liability Insurance for owned, non-owned and hired vehicles Workers' Compensation Insurance as required by statute.
Employers' Liability Insurance.
Other Specific Requirements:
General Session/Worship Services Meeting Room Requires: Complimentary 32x40 stage at front, center of room, Podium w/mic on stage facing theatre style set up. 15x30 area for musical instruments at side of the stage.A 6ft table w/ 2 chairs to be placeds directly outside of the General Session Meeting Room and every Breakout room.
Additional Request/Comments:
*Lock Safe
*Hard wire Access to the Internet (Internet Cables to Connect to Laptop) (2) Complimentary Easals
*Automatic external defibrillators (AED) onsite Hotel Property
*Group is exempt from sales tax in most states and will provide qualified certificate upon request
*Meeting planner Rewards number will be included in final contract
*$15 Inclusive Turkey Sandwich Buffet (w/ lettuce,tomatoes, onions, pickles, mayo, mustard etc.), Chips,
Assortment of Brownies/Cookies, Bottled Sodas, Juice, Water, and Fruit for 80 people on Friday and 10 people on Saturday
IV. Proposal Specifications
The RFP issuer expects that all work will be performed in a professional manner. All information provided in this RFP is proprietary for this purpose only. Information cannot be released without written permission from the contact person named in Section I.
Questions:
Direct all questions and requests for additional information regarding this RFP to the contact person designated in Section I (Contact Information).
Decision Making Process: Site Visits will be conducted by planner based on hotels selected from proposal submissions- so please submit your most competitive proposal. Planner will notify selected hotel(s) of the decision for site visits and will work with each hotel to set up the site visit arrangements.
Final Decision Maker: Steven L. Hill, Meeting Planner
There will be a preliminary cut with a second review of finalists: Yes Timeline:
• *RFP Published Date: September 7, 2021
• RFP Distribution Date: September 7, 2021
• Proposal Due Date and Time: September 20, 2021
• Preliminary Cut Date:
• Proposal Presentation Dates (if required):
• *Decision Date: ASAP
• Approximate Date of Site Inspection (if required): ASAP
• Number of Site Inspection Attendees (if required): 1 Decision Notification Method:
x Telephone Call x Email
Letter Fax
Key Decision Factors:
Selection is based on the following criteria, rated by how they will play a role in proposal evaluation (1 is critical, 3 is important, and 5 minimally important):
Decision Factor Rating
Ability of vendor to provide high level of service 5
Age and types of equipment to be provided 5
Amount of equipment owned by the vendor 5
Availability of required equipment 3
Comp Meeting Space 1
Information provided in the response to the RFP 1 Proposal in the response to the RFP is in the proper sequence 3
Room Rate 1
Recommendations from previous and existing clients 3
Staff Experience 3
Travel/shipping costs if equipment is trucked or flown in 5
Location 1
Other:
Required Attachments (select all that apply):
x Standard sales kit for the facility x Insurance Requirements x The facility’s APEX Site Profile
Exclusive and/or Preferred Vendor List x Price List(s)
Resort Fees x Parking
Valet Parking x Fitness Center
Porterage & Baggage
x Internet Access & Accessories Room Drops
Corkage - Wine & Beer Fees x Shipping & Receiving
Labor Policy
Cleaning/Trash Removal Policies Utilities
x Gratuities Policy Other:
Other:
Instructions for Responding:
• Each proposal responding to this RFP must include the information requested in Section V (Proposal Content) of this RFP (in the order presented).
• Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.
• The proposal with the lowest dollar amount will not necessarily be considered as the best proposal.
• Incomplete and/or late responses will not be considered.
• Accepted Formats for Response: x Mail Fax x Email Courier Other:
• Other instructions:
Proposal Specifications Comments:
V. Proposal Content
Each proposal responding to this RFP must include the following information (in the order presented here).
Facility Name:
Mailing Address Line 1:
Mailing Address Line 2:
City:
State/Province:
Zip/Postal Code:
Country:
Web Site: Primary Sales Contact:
Full Name:
Job Title:
Employer:
Mailing Address Line1:
Mailing Address Line2:
City:
State/Province:
Zip/Postal Code:
Country:
Phone:
Fax:
Mobile Phone:
E-mail Address:
Web Address:
Experience:
For how many events of similar size and scope as the one described in Section II of this RFP has the facility provided services in the past year?
Response to Requirements:
Dates & Guest Rooms Start Day
& Date
End Day
& Date
Single Occupancy Room Rate
Double Occupancy Room Rate
Extra Person Charge
Suite Rate Range
Availability
1st Option 2nd Option 1st Option 2nd Option
Additional options as necessary
Currency Type:
Function Space
Complete the following chart for each function outlined in Section III:
Day &
Date
Function Type
Start Time
End Time
Setup Function Room Name
Maximum Capacity for Setup Indicated
24-Hour Hold Available
Availability
Yes No
1st Option 2nd Option Additional
functions as necessary
1st Option 2nd Option
Food & Beverage
F&B Function Type Average Per Person Price Morning Break
Afternoon Break Reception Plated Breakfast Buffet Breakfast Continental Breakfast Hot Plated Lunch Cold Plated Lunch Buffet Lunch Plated Dinner Buffet Dinner
Currency Type: _________________
Standard Tax %: _________________%
Standard Service Charge %: _________________%
Concessions Offered:
Guest Rooms: _________________
Food & Beverage: _________________
Other Concessions: _________________
Insurance Coverage
Indicate the types and levels of insurance the company carries:
Errors & Omissions Insurance: ____________________ (indicate currency type) Workers Compensation Insurance: ____________________ (indicate currency type) Commercial Liability Insurance: ____________________ (indicate currency type) Commercial Automobile Liability Insurance
Other - ___________: ___________ (indicate currency type) References:
Provide three references for events similar in size and scope to the one outlined in Section II (Event Profile) of this RFP:
Reference 1 Reference 2 Reference 3 Event Name
Event Start Date mm/dd/yyyy
Event End Date mm/dd/yyyy
Event Type Event Host Given Name Middle Name Surname Job Title Employer Phone
E-mail Address Attachments:
The following are attached to this proposal:
Standard sales kit for the facility Insurance Requirements The facility’s APEX Site Profile
Exclusive and/or Preferred Vendor List Price List(s)
Resort Fees Parking Valet Parking Fitness Center Porterage & Baggage
Internet Access & Accessories
Room Drops
Corkage - Wine & Beer Fees Shipping & Receiving Labor Policy
Cleaning/Trash Removal Policies Utilities
Gratuities Policy Other:
Additional Comments:
