Major host responsibilities:



Request for Proposals (RFP) for the

25th National Conference on Problem Gambling Prevention, Treatment, Research and Recovery

Summer 2011

The National Council on Problem Gambling requests proposals to host the 25th National Conference in the summer of 2011.

I Background

A. History

This event is the world’s oldest and largest annual conference on problem gambling. We expect 550-600 attendees in 2011. For past events, approximately 50% of attendees are from the region, 40% from outside the region, and 10% from Canada and overseas. Approximately 75% of previous attendees listed their occupation as “counselors”.

B. Dates

Late-June dates are preferred, but consideration will be given to any dates in June and early July. Past conference dates and locations:

19th Annual: June 23-25, 2005, New Orleans, LA: Hotel Monteleone

20th Annual: June 22-24, 2006, St. Paul, MN: Crown Plaza Riverfront

21st Annual: June 8-10, 2007, Kansas City, MO: Marriott Kansas City Downtown

22nd Annual: June 26-28, 2008, Long Beach, CA: Hyatt Regency Long Beach

23rd Annual: June 25-27, 2009, Indianapolis, IN: Hyatt Regency Downtown

24th Annual: June 10-12, 2010, Portland, OR: Hilton Downtown

C. Host Responsibilities

All previous conferences have been hosted by a state-based non-profit council on problem gambling affiliated with NCPG. In the past the conference host is responsible for soliciting and organizing volunteers, working with state and regional media on publicity for conference, advising on program and speakers, assisting with registration and logistics during the conference, assisting with basic coalition building and fundraising among stakeholders in city/state/region. The host will co-chair the conference committee.  NCPG is responsible for all other aspects of conference planning and will sign all contracts.

For 2011 NCPG will consider bids from locations without a state council on problem gambling and will assume for itself the duties of the host.

II Room and Meeting Space Requirements

A. Preferred Pattern

2 day conference (9:00-5:00 Friday and Saturday)

B. Projected Attendees

550-600 attendees

C. Meeting Room Requirements

• 1 ballroom (capacity 600 theater style) for morning/evening plenary sessions the duration of the conference.

• 1 ballroom (capacity 600, rounds) for lunches the duration of the conference.

• 5 breakout rooms (capacity 150, theater style) for concurrent breakout sessions the duration of the conference.

• 1 meeting room (capacity 50, hollow square setup) 2 days prior and for the duration of the conference.

• 4 smaller meeting rooms (capacity 25-50, board room setup) 2 days prior and for duration of conference for committee meetings, media room.

• Atrium/foyer (can substitute extra ballroom) with approximately 10,000 square feet for registration, breaks & exhibits.

• 1 small lockable meeting room adjacent to the registration area, for staff office 2 days prior and for the duration of the conference

• Prefer but don’t require all meeting rooms on same floor and contiguous.

• All meeting space is provided free of charge.

D. Exhibitor Space Requirements:

25 exhibitors with 6 foot tables, situated at or near breaks and registration area.

E. Hotel Room Block Requirements

• Target room block rate of $150 per night.

Tuesday 10

Wednesday 50

Thursday 300

Friday 350

Saturday 275

Sunday 25

Total of 1010 room nights

III Proposal

A. Purpose and Objectives

Respondents are requested to prepare a proposal that provides information in each area below so that the reviewers may analyze whether the proposal meets specific hotel and conference space requirements as well as to provide information on the ability of the bidder to host the conference and the desirability of the proposed location. The responses should be provided within a narrative that may incorporate subjective comments along with objective responses. The narrative should utilize the host’s knowledge of the area and may include additional information and recommendations on issues and areas not covered in the RFP. The narrative should include with an executive summary of the proposal highlights and rationale for accepting the bid. Together, the narrative response and executive summary should not exceed five pages, although additional supporting documents such as hotel floor diagrams may be attached. Electronic copies are preferred. Contact NCPG Executive Director Keith Whyte (202.547.9204 or keithw@) with any questions.

B. Rating and Decision Process

Staff will review the proposal and assign a value of 0-5 points—zero if no information is provided, and ranging from one for very poor or unfavorable to five for excellence. All proposals that receive at least 75 points will be analyzed in depth, a site visit will be arranged for top candidates, and finalist(s) will be submitted to the Board of Directors for the ultimate decision. The National Council absolutely reserves all rights to make a selection based on its own subjective analysis of the proposal(s). The 2011 conference location and date will be announced at the 2009 Midwinter Board of Directors meeting in Washington, DC.

C. Criteria

1) Hotel Information (0-20 points)

a. Overall appearance, upkeep, location, services and amenities?

b. How closely does the proposed sleeping room block size & date compare to the requirements?

c. How close is the proposed sleeping room block price to the target rate?

d. Additional considerations & concessions?

2) Meeting Space (0-20 points)

a. Assessment of overall meeting space appearance, upkeep, location, services and amenities?

b. Rate the proposed plenary space compared to the requirements?

c. Rate the proposed breakout space compared to the requirements?

d. Rate the proposed exhibitor space compared to the requirements?

3) City/Area (0-40 points)

a. Transportation Options

i. Airport

1. Frequency of flights, number of major carriers, cities served?

2. Assessment of cost and availability of public/private transportation options from airport to hotel?

ii. City/Area

1. Assessment of cost and availability of public/private transportation options in town?

b. City/Area Profile

i. Assessment of city and area and region to support the conference, including size of city/Metropolitan Statistical Area (MSA) & tourist visitation/rankings?

ii. Number and accessibility of notable entertainment/attractions in area?

iii. Number of certified gambling counselors, certified addiction counselors, gambling treatment programs, GA/Gam-anon meetings in the area?

iv. Amount of gaming revenue, number of operators and employees in the area?

v. Assessment of potential competition from other major non-gaming events in area, and major gaming conferences nationwide?

4) Host Information (0-20 points)

a. Bidder’s conference hosting/management experience?

b. Amount of committed and proposed conference sponsors and their contributions?

c. Amount of committed and proposed conference host partners?

d. Amount of host staff, Board and volunteer commitments?

The revised deadline for proposals for the 2011 conference is Monday, July 20, 2009.

The proposals (5 pages plus supporting documents) must be received at the NCPG office by close of business Monday, July 20, 2009. Send proposals via email or regular mail to:

NCPG

730 11th Street, NW, Suite 601

Washington, DC 20001

Tel: 202.547.9204

keithw@.

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