Concessions & Terms

These requests apply to every open RFP year. Please note in your proposal which concessions you can offer.

Sleeping Rooms

We are seeking GSA/per diem rates for government attendees and are agreeable to a split rate structure (government/per diem and industry), with the industry rate helping to support the government rate. Attrition and commission should be cumulative and calculated at the conclusion of the conference.

Priority Requests

  • Between contract signing and the conference, up to fifteen (15) complimentary room nights, with additional nights at a discounted rate, for planning purposes (subject to availability).
  • Twenty (20) rooms upgraded to suites for State CEOs and VIPs, billed at the group rate.
  • No fee for an outside production company.
  • 10% commission to Housman & Associates, LLC (IATA# 45-584280).

Additional Requests

  • One (1) complimentary room per forty (40) paid at the group rate, cumulative, credited to the master account
  • Five (5) complimentary suites for the meeting planner team, Thursday (prior) – Thursday (after)
  • Ten (10) staff rooms per night at $99 for staff, crew and volunteers
  • Group rates honored three (3) days pre- and post-meeting, based on availability
  • Sleeping room cut-off two (2) weeks prior to main arrival day
  • Guaranteed early check-in and late check-out for staff rooms and suite upgrades; 2:00 PM late check-out for ten (10) VIPs
  • Double meeting planner points to Housman & Associates, LLC
  • Complimentary meeting space
  • 20% discount on banquet menu pricing; no added fee for customized menus
  • Waived chef, attendant and bartender fees; guaranteed 5% overset
  • Flat $25 per person crew meals (soup or salad, hot entrée, vegetable, starch, dessert) for up to 10
  • Complimentary coffee, beverage and snack break in the staff office for 10 people daily
  • 20% discount on in-house AV; DOT staff may bring in data projectors and laptops at no charge
  • Complimentary Wi-Fi in all guest rooms and meeting space
  • Staging and private function fees waived; rigging permitted above the truss; complimentary remote for General Session house lighting
  • Guaranteed availability of a 12' x 32' riser for General Session and a 6' x 24' riser for the FOH tech table
  • Complimentary 200-amp and 100-amp three-phase power in Expo and General Session; 50% discount on non-standard electrical in all meeting space
  • Shipping/receiving fees waived for the first 25 boxes; 25% discount on all other shipping and receiving
  • Five (5) complimentary valet passes daily for the H&A team; 50% discount on valet and self-parking for attendees
  • Complimentary secured parking for an oversized vehicle
  • Ten (10) complimentary VIP amenities (retail value $50 each)
  • Complimentary private airport transfers for five (5) VIPs; airport shuttle on main arrival and departure days; hotel-to-venue shuttle support for multi-property programs; luggage storage on departure day
  • Resort/urban destination fees waived
  • Complimentary water for speakers; complimentary easels and flip charts (within venue inventory)
  • Complimentary fitness center access; 25% discount on business center services
  • 6% rebate to the master account

Billing & Reservations

  • Master Account (H&A; credit card to be provided): F&B, AV, electrical/internet, room rental, equipment rental, VIPs, staff, full-coverage attendee room/tax/parking, paid-outs and anything else approved by the client.
  • Rooming List: Provided 30 days prior to the program, specifying who is billed to the master account (room and tax only, or all charges).
  • Meeting Room Refreshments: Bottled water, soda and prepackaged snacks offered on consumption.
  • Space Approvals: Meeting space requests from sponsors or attending companies must be approved by H&A before booking.

Proposal Requirements

Please include all costs associated with: hotel accommodations, taxes, service fees (and tax on service fees, if applicable), banquet F&B (specify any F&B minimum), room rental, audio-visual, electrical, equipment rental, internet, transportation, on-site activities and dining. Please also provide:

  • Full banquet menus (attachment or link)
  • Digital e-brochure or sales kit with floor plans, meeting room names, capacity charts and dimensions, including ceiling heights
  • Room diagrams in the set-ups outlined on the Meeting Space Needs page, if possible
  • Preferred vendor list
  • Recommendations for golf courses and local activities, the CEO Dinner, Host State Event, Board of Directors Event, Closing Event, technical tours and spouse/guest activities
  • For multi-property proposals: a map showing walking distance between hotels and venues, plus shuttle options and costs
  • Weather contingency plans for any outdoor or tented space