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REQUEST FOR PROPOSAL 2016 & 2017 Sport Events Congress

(updated July 2014)

To request a copy en français, contact Krista Benoit at kbenoit@canadiansporttourism.com

Thank you for your interest in bidding to host the 2016 and/or 2017 Sport Events Congress! CSTA’s Sport Events Congress (SEC), has grown from 48 delegates in its first year (2001) to almost 400 delegates in 2014. This event, managed by the Canadian Sport Tourism Alliance (CSTA), is Canada’s largest annual gathering of sport, tourism professionals, event management firms and suppliers to the sport tourism industry. Past conferences have been held at the following locations:

River Rock Casino & Resort in Richmond, BC

Doubletree by Hilton Hotel in Toronto, Ontario

Westin Hotel, Crowne Plaza Hotel and Delta Hotel in Ottawa, Ontario

Hilton Lac-Leamy in Gatineau, Quebec

Shaw Conference Centre in Edmonton, Alberta

Please note: CSTA does not have a formal policy related to geographic rotation of the Congress.

The conference brings together sport organizations who own the rights to events open for bid, tourism representatives who are seeking event opportunities and suppliers who offer goods and services to support event bidding and hosting throughout Canada. This group of approximately 400 gathers at Sport Events Congress for three days for professional development (training on sport tourism tools, best practices, etc.) and to visit local facilities and support services in the community where the Congress is held. The economic impact of the Congress in the community where it is held is substantial, but more importantly sport tourism stakeholders learn how to impact economic growth in their communities through sport tourism initiatives. In 2014, a quick survey of Congress attendees who participated in the event in Edmonton, Alberta showed that the average length of stay by attendees is 3.3 nights and the average spending per person is $991. The average spending per day is $297. The GDP impact provincially was $673,000 in Alberta in 2014 and the total economic activity resulting from the Congress in 2014 in Edmonton was $1.35 million. A. Eligible Bidders Effective bidding is one of the most important skills that can be developed in the sports event industry, therefore CSTA requests that interested bidders carefully follow the requirements set forth in this document. Incomplete bids and/or late bids or bids that do not meet all of the mandatory requirements will not be considered. You are eligible to bid to host SEC 2016 or 2017 if:

1.) Your organization is a CSTA member in the “active” membership category (i.e. convention & visitors bureaus, sport tourism commissions, economic development agencies, destination marketing organizations) and your membership status is in good standing at the time of the bid submission (to be determined by CSTA). Bids will not be accepted from hoteliers or venues.

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2.) You agree to maintain your membership status with CSTA through to the end of 2017 as a condition of the bid. 3.) You pay the bid fee to CSTA (see section B). 4.) You designate one person from your organization as the principal contact for the bid. 5.) You meet all the guidelines & requirements outlined below including providing the information requested in a clear

and concise format.

B. Bid Deadlines & Bid Fee Bids for hosting Sport Events Congress 2016 and/or 2017 will be accepted until 8 pm EST on October 31, 2014. Bids will be reviewed internally by a selection committee formed by CSTA and a decision regarding the successful bids for each Congress will be made no later than April 25, 2015. The bid fee is $1500 payable to CSTA and must be submitted on or before the bid deadline. Bids that do not include the bid fee will not be considered. The bid fee is non-refundable. If you are bidding for both SEC 2016 and 2017, there is only one bid fee payable ($1500). C. Bidding Process & Selections Bid documents must be submitted electronically as one file in PDF format. Said file may contain no more than 15 pages with a maximum file size of 3 MB. No attachments or appendices may be submitted separately. No hard copies of bids will be accepted. Host communities may submit bids to host both conferences in one proposal. In other words, a DMO may submit a bid to host:

a) SEC 2016 only b) SEC 2017 only c) SEC 2016 and SEC 2017 d) SEC 2016 or SEC 2017

Bids must be submitted to Krista Benoit, CSTA’s Director of Marketing & Events at kbenoit@canadiansporttourism.com. Once CSTA is in receipt of your proposal, no changes or modifications to your submission will be permitted. Please ensure your submission is final. Receipt of all bids will be acknowledged.

A selection committee formed by CSTA will review all bids and make final decisions regarding selections of host cities for SEC. Please note that decisions on host cities are based primarily on measures which include overall cost & financial implications; accessibility for transportation by air, train and car; logistical fit; ability to fully execute the Go Congress! program, potential tie-ins to a local event that could be used as a networking event/social activity during the Congress, etc. CSTA reserves the right to not select a host through this process if it is deemed that the project will not continue or if it is perceived that none of the proposals meet the needs of the organization. CSTA also has the right to cancel this RFP at any time and shall not be obliged to provide reasons for the cancellation. Common reasons for non-acceptance of bids may include venue being unsuitable in terms of size and layout, meeting space charges or fees, hosts who do not demonstrate a clear understanding of the target audience and event stakeholders, the proposal was not submitted according to the submission guidelines, the proposal did not allow for use of a 3rd party AV supplier, challenges with transportation in and out of the city, costs for transfers between airport and venue, inability for the host city to demonstrate its ability to meet all the financial requirements, including execution of the Go Congress! program, inferior space for trade show and/or hospitality suite, etc. D. Event Requirements at Host Venue – Mandatory Elements Below are the compulsory requirements at the venue for hosting Sport Events Congress in 2016 and 2017. These requirements are generally non-negotiable, however, some flexibility exists where noted. Do not submit a bid unless you are able to meet all of the mandatory requirements as outlined below.

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i) Preferred Dates

CSTA has some flexibility regarding preferred dates for the Congress in 2016 and 2017. The general timeframe is anytime between the 3rd week of March and the end of April. It is most desirable to stay away from dates that overlap or are too close to Easter, school breaks or any other known or common holiday that could affect attendance at the conference. The conference will last three full days and preferred days of the week are Tuesday-Wednesday-Thursday or Wednesday-Thursday-Friday. A pre-conference planning and set-up day also needs to be factored into the timing. Bids must include one or two different date options for consideration with indication of how/when an external event could be factored into the schedule (see details in section Dii).

ii) Event Tie-ins CSTA is interested in having the opportunity to tie the Congress into an already scheduled sporting event or competition or regional cultural event that may be taking place in the host community. Said existing event would be incorporated into the Congress schedule as part of the social component of the Congress. Examples: off-site hospitality events such as a professional sport event (NHL, MLB, etc.), major Games or other high profile amateur sport competition, golf, sport demo, facility tour, festivals or another event/activity that is conducive for sponsors and delegates to network, socialize, have fun and experience the local flare of the host city.

iii) Hotel – Guest Rooms & Meeting Space CSTA requires hotel accommodations for its conference delegates. A variety of single occupancy and double occupancy rooms are required. Some suites and upgraded room types are also required for VIPs and special guests. The preferred room rate is less than $169 CDN per night and should be commensurate with the property rating, region and property type/location (i.e. resort, downtown, suburb, etc.). If the guest room rates ranges between $149 and $169 per night, a secondary hotel (or overflow hotel) offering rooms at a much lower rate (under $125 CDN per night) will be required for delegates who cannot justify staying in the host hotel due to cost. The host hotel must be a full-service and modern hotel that can not only provide the required guest rooms, but also the required meeting space on-site. An exception will be made for hotels that are attached to a conference centre that will be providing some or all of the required meeting space. See meeting space requirements below. The overflow hotel (if applicable) must be within two (2) kilometres from the host hotel/meeting space (i.e. within walking distance). Bid documents must include information on the host hotel and the overflow hotel (if required) including:

number/type of guest rooms available

restaurant(s) on-site

check-in/out times

amenities offered to guests (pool, fitness facilities, high speed internet, etc.)

distance to airport and airport transportation options (i.e. shuttle service, taxi, van service, etc.)

parking information (including rates, parking incentives or rebates, etc.) No more than two hotel options may be submitted as part of the bid. In other words, one host hotel + one overflow hotel or two possible host hotels. The Congress will attract between 350 and 425 delegates, the majority of which will require guest room accommodations at

the host hotel. Based on previous pick-up reports from previous events, the total room block is expected to be 650+ room

nights* broken down tentatively as follows:

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2 days pre-Congress

1 day pre-Congress

(Congress Set-up Day)

Congress Day 1 Congress Day 2 Congress Day 3 1 day post-Congress

30 rooms 165 rooms 200 rooms 200 rooms 50 rooms 5 rooms

Total Room Nights = 650 *there is an exception with respect to the # of room nights required if the Congress takes place in the Ottawa-Gatineau region as many of the delegates who will be in attendance live in Ottawa-Gatineau and would therefore not require hotel accommodations. For more information on this scenario, contact Krista Benoit.

If an overflow hotel is required, the above room block at the host hotel should be reduced by approximately 10% each night with the expectation that these room nights will be blocked at the overflow hotel for delegates who prefer a more cost-effective hotel option. Bids must include the host hotel’s attrition clauses (if applicable) and expected room release deadlines. The bid must include information from the hotel about its policy regarding reduction of the room block. CSTA requests to have the right to reduce the room block by 20% without penalty three (3) weeks in advance of the conference. CSTA will provide a rooming list for guests that will represent approximately 300 room nights. CSTA’s guests will have charges (room and taxes) billed to the master account. All other reservations will be made directly with the hotel by conference delegates with direct billing to each guest. The hotel must establish a room booking process that will facilitate guest room bookings by phone, on-line (or both) for conference delegates. The proposed agenda and estimated meeting space needs for SEC 2016 and 2017 are shown in Appendix A. All meeting space must be located in the host hotel and/or adjoining convention center. All meeting rooms utilized for the Congress must be in close proximity to each other (same floor or easy transition between floors). Bids must include a floor plan and outline of all meeting space, including capacity charts for each room based on different configurations. Bids must include recommendations from the hotel which indicate which meeting rooms will be assigned for SEC 2016 and/or 2017. Bids must also include the hotel’s policy on function room attrition (if applicable). Based on anticipated guest room revenues and food and beverage revenues, CSTA does not pay for meeting space. Bids must include a statement of commitment from the host hotel to waive meeting room costs based on a sliding scale related to expected revenues generated by the hotel through CSTA’s anticipated food and beverage orders and guest room bookings. The hotel must include a clause in the contract that prevents competing groups and/or SEC delegates from booking meeting space at the host hotel during the Congress timeframe. In other words, CSTA reserves to the right to review all requests for meeting space rental. Mandatory concessions to be offered by the hotel are as follows and must be outlined in the bid proposal:

Site visits: A total of six (6) complimentary nights prior to the Congress for use by CSTA staff & suppliers for site visits.

Suites: two (2) complimentary suites for the duration of the conference to be used by conference VIPs.

Complimentary Room Night Offer: The minimum complimentary room night offer is a ratio of 1:40.

Upgrades: The minimum complimentary upgrade offer is four (4) rooms during the conference dates.

Complimentary Parking: Complimentary parking for up to three (3) vehicles during the conference dates (distribution of these passes is at the discretion of CSTA).

Internet: Complimentary internet in meeting rooms and common areas (foyers & pre-function space) used for meeting space.

Meeting Space Rental Fees: Complimentary meeting space must be offered as part of the bid. Any other concessions offered by the hotel should be included in the proposal.

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iv) Hotel - Food and Beverage

CSTA provides a daily hot buffet breakfast and lunch to delegates, as well as morning and afternoon snacks during the Congress. A small wine and cheese reception may also take place and reception snacks and platters are required for evening hospitality functions. A plated lunch is served for the PRESTIGE luncheon event. See Appendix A for a sample schedule which outlines expected food and beverage requirements. Note that the anticipated food and beverage spend typically falls in the range of $70k-$85k. The hotel must allow CSTA to obtain a special occasions permit for any evening hospitality functions that maybe be held at the host hotel and the bid submission must include confirmation that this will be feasible and a recommendation on what type of space would be suitable for this type of event at the host hotel. In other words, CSTA will provide its own alcoholic beverages (generally beer and wine) and offer these to attendees in an ‘open bar or host bar’ format and will not order alcoholic beverages from the hotel. Food and non-alcoholic beverages will be ordered from the host hotel for the evening hospitality functions. Typically, the host hotel provides a large suite, bar or lounge area, etc. for a private rental for these evening functions. The bid information must include the price ranges for all meals and breaks as per current hotel catering menus at the time of the bid submission and indication of any deposits required from the hotel in advance of the conference that would be applied towards the food and beverage bill. Do not submit full hotel catering menus with the bid submission (price ranges only).

v) Trade Show The trade show component of Sport Events Congress is an important element of the event which represents a significant revenue stream for CSTA and offers an excellent environment for sponsors to showcase their products and services. Therefore, the host hotel is expected to provide the trade show area to CSTA at no charge and include one 6-foot or 8-foot table per booth and two chairs per booth. A minimum of 20 booths (6x8, 8x8 or 10x10 in size) must be accommodated in the area designated for the trade show. A high traffic location is preferred (i.e. foyer area near meeting space) as opposed to having the trade show located in a ballroom or confined space and positioning of trade show space in relation to meeting space. Bid must include a recommendation for a location for the trade show element and a proposed trade show floor plan. See Appendix C for a sample of an acceptable trade show floor plan.

vi) Audio Visual Equipment Supplier CSTA requires a supplier for rental of audio visual equipment, computers, lighting, etc. Bids must include the option for CSTA to bring its own external 3rd party supplier to the host hotel for these services. Therefore the venue contract must specify that CSTA is not obligated to use the in-house supplier for AV services and there will be no penalties or extra charges (patch fees, use of loading dock, power charges, etc.) incurred for this right. E. Go Congress! Program – Mandatory Element The successful host of SEC 2016 and 2017 must commit to participate as a partner with CSTA in the Go Congress! Program designed to help off-set or fully subsidize travel costs for members of the national sport community to attend the Congress in years where the Congress is held outside of the Ottawa-Gatineau area where most NSO offices are located. The host may partner with suppliers (i.e. for air travel, ground transportation, etc.) in order to fulfill this commitment. At minimum, the host must commit to fully subsidizing all travel costs and hotel accommodations for at least 75 people representing 50+ national sport organizations (NSOs). Additional gifts or perks offered to the NSO representatives are at the discretion of the host. CSTA will provide the host community with a prioritized list of NSOs that meet the criteria and will conduct all promotional activities and engage in communication with the appropriate NSOs to advertise the offer and to help confirm their participation. Furthermore, CSTA will waive Congress registration fees for NSO attendees who participate in the Go Congress! program. The host will be required to contribute up to a maximum of $5000 to help cover contract fees for a part-time CSTA contractor who will coordinate the logistical requirements for travel for NSO delegates who are part of the Go Congress! Program. This

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person will ensure that all Go Congress! participants are fully registered for the Congress and all travel requirements are confirmed and organized and will work within the parameters and budgets set by the host. Bid documents must include a written commitment from the host to partner with CSTA on the Go Congress! program and include a list of confirmed partners (i.e. airlines) who may be involved in execution of the program. Bids should also include an estimated Go Congress budget based on air travel as noted above and 2-3 room nights per NSO rep at the host hotel + any ground transportation costs, costs for gifting programs (if applicable), etc. In the case where Ottawa or Gatineau may bid to host the Congress, a proposal with respect to how the Go Congress! program could be initiated (assuming minimal travel expenses would be required) must be submitted along with a proposed budget. See Appendix B for a copy of Go Congress! advertising from SEC 2014 which explains how the Go Congress! program was managed and promoted in 2014 in Edmonton, Alberta. F. Site Visits – Mandatory Element Up to three (3) site visits to take place in 2014-2015 may be required in order to aid in the selection and planning for the Congress. The host organization is responsible for all travel and expenses for two (2) individuals from CSTA for each site visit required (one site visit to view the site during the selection process and 1-2 others after the host city has been selected). Expenses may include air travel, food and beverage, ground transportation, etc. The proposed host hotel is required to provide 1-2 complimentary room nights for CSTA representatives for each site visit that requires an overnight stay. Furthermore, the successful host agreements to cover return airfare (economy class or equivalent) for maximum 4 CSTA staff or consultants to the host city for participation in the Congress. Confirmation that the host city will provide of all these requirements must be clearly stated in the bid. G. Local Speakers – Mandatory Element Bids must include suggestions for local/regional speakers for breakout and keynote sessions and should include brief bios, a brief explanation of the fit with typical Congress topics and previous speaking experience. CSTA does not pay speaker fees. CSTA will be under no obligation to confirm any speakers or suggested topics as part of the 2016 or 2017 Congress agendas. Any speaker recommendations will be considered as suggestions only. H. Event Planning Assistance – Mandatory Element CSTA will require the host organization to provide staff support to assist with planning Sport Events Congress. Representatives from the host organization may be required to attend meetings, participate in planning conference calls and assist on-site as needed. Specifically, at least one person from the host organization will be required to plan all aspects of any off-site activities and/or social events as per the sponsorship requirement (see Section N). Volunteers will also be required to assist CSTA’s staff on-site at the event (no volunteer assistance in advance of the Congress is required). Approximately 15-20 volunteers over a 4-day period will be needed for various functions, including event set-up, registration, presenter and speaker liaison, special event planning, etc. CSTA will manage all aspects of volunteer training, supervision and scheduling and the host organization will be required to provide suggestions and leads as to where local volunteers could be recruited (i.e. through local university or college event planning, sports administration, marketing or tourism programs). I. Additional/Optional Activities & Local Area Info – Optional Element Many Congress attendees sometimes choose to enjoy the amenities of the host city before, during and after the Congress Bids may include suggestions for off-site recreational activities that Congress delegates may want to participate in during their stay in your city. Activities could include: running and walking and hiking trails or events, tourist attractions, winery tours, local theme parks, etc. Bids may also include a guide to restaurants/bars within walking distance of the host hotel, shopping areas, fitness centres and other general tourist information.

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Activities may not conflict with scheduled Congress presentations and sessions unless intended to be a formal part of the Congress program as social or networking events tied into the Congress agenda (as noted in section D – event tie-ins). Any coordination or costs related to optional activities will be the responsibility of the host organization or passed onto delegates on pay per service basis. J. Media/Communications Strategy – Mandatory Element Bids must include a brief proposal regarding a potential media/communications strategy that would be undertaken by the host community in an effort to generate awareness and build capacity for sport tourism locally/provincially and ultimately increase attendance at the Congress. K. Shipping – Mandatory Element The host community will commit to covering shipping costs for Congress-related materials (promotional material, gifts, signage, etc.) from CSTA’s office in Ottawa to the host city. Shipping costs could range from $500 to $5000 depending on geographic location. The host will also provide adequate insurance on the shipment to cover replacement cost and any pre-Congress storage if required. L. Government Letter of Support & Support from Provincial Sport Organizations – Mandatory Element Bids must include a letter of support from the provincial government or regional economic development agency confirming that there is support for hosting Sport Events Congress in the region. Furthermore, bids must include a letter from a provincial sport umbrella agency (i.e. ViaSport in the province of British Columbia, Sport Alliance of Ontario in the province of Ontario, Sports-Québec in Québec, etc.) with a commitment for provincial sport organizations (PSOs) to take part in Sport Events Congress as event rights holders in Sport Events Exchange, a business-to-business marketplace that serves to match events open for bid with host communities. The investment by the provincial government will be used to off-set registration fees for PSOs (including travel or accommodations expenses if required). The letters of support from either the provincial government or provincial sport body must include a commitment to assist PSOs with these expenses (where applicable). M. CSTA’s Obligations CSTA will manage all budgeting, marketing, registration, planning and execution of the Congress. CSTA will sign contracts, and pay all invoices, and receive all fees with the exception of the events and activities that the host organization commits to manage and undertake as part of the hosting agreement. CSTA retains the rights to all event branding for the Congress, but will integrate DMO branding in promotion and marketing initiatives related to the Congress. For examples of how this could be executed, see Appendix D. N. Summary of Hosting Fees, Sponsorship & Financial Commitments – Mandatory Element The successful host must commit to the following financial commitments: Sponsorship: The successful host of the Congress must commit to sponsorship of the following:

Hospitality Suite at the Congress in the year prior to hosting (i.e. SEC 2016 host will be required to sponsor the hospitality suite at SEC 2015 in Toronto) - This sponsorship position is an excellent way to showcase your city and encourage attendance at SEC for the following year! Associated sponsorship fees to be paid to CSTA in January in the year of the Congress

Title Sponsor of the Welcome Buffet Luncheon on Day 1 of the Congress held in the host city (i.e. the host city for SEC 2016 will be the welcome buffet luncheon sponsor in 2016) - This sponsorship position allows you to formally welcome Congress delegates and kick-off the Congress in your city! Associated sponsorship fees to be paid to CSTA in January in the year of the Congress

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Title Sponsor of at least one off-site Hospitality Event in your city - This sponsorship allows you to entertain Congress delegates in your backyard and showcase facilities and services in your city encouraging events rights holders to consider your city for future events! Title sponsorship fees will be waived, however all costs associated with hosting these events will be assumed by the host, including transportation from the host hotel to the off-site activity, food and beverage for all delegates, activity fees for all delegates, etc. The host may secure partners to help deliver on this element and reduce its financial commitment (upon approval from CSTA).

Hosting & Bidding Fees: The successful host must commit to payment of the following fees:

1.) Payment of a Hosting Fee in the amount of $25,000 (minimum*) payable to CSTA in two instalments (to be negotiated between the host and CSTA). In return, CSTA will provide the host community with visibility as a partner/sponsor of the Congress and will incorporate local community branding into marketing materials. See Appendix D for examples. *The minimum hosting fee payable is $25,000, however, hosts may offer a fee over and above at their discretion.

2.) In addition, the host organization must ensure that at least two (2) representatives attend SEC 2015 as

conference delegates at its cost to ensure that host city reps have a complete hands-on understanding of the Congress requirements.

3.) Payment of the bid fee of $1500 (as explained in section B)

Additional Financial Commitments: The following additional financial commitments are the responsibility of the successful host (as outlined in the RFP):

1) Go Congress! costs (as detailed in section E) 2) Site Visits (as detailed in Section F) 3) Shipping (as detailed in Section K)

O. Bid Submission Check-list Before submitting your bid, please ensure that you include the following elements which are considered mandatory. Bids that do not include information about these required elements outlined in a clear and concise format will not be considered: □ Complete contact information for at least one person from the host organization who will act as the main contact for

all bid-related communications (see Section A) □ Confirmation of CSTA membership status and a written commitment to maintain membership status through to

2017 (see Section A) □ One or two date options for SEC 2016 and/or 2017 and clarification with respect to which year (s) you are bidding

on (see Sections C and Di) □ Possible event tie-ins (see Section Dii) □ Complete and detailed hotel information (as outlined in Section Diii & Div) □ Trade Show floor plan (see Section Dv) □ Go Congress! program proposal & budget (see Section E) □ Audio Visual Supplier commitment (see Section Dvi) □ Commitment regarding sponsorship and hosting fees (see Section N) □ Commitment to site visits (see Section F) □ Commitment regarding event planning assistance (see Section H) □ Media/communications strategy (see Section J) □ Suggestions regarding local speakers (see Section G) □ Shipping Commitment (see Section K) □ Government letter of support & provincial sport organization support (see Section L)

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The following information is considered optional. Bids may include this information, but bidders are not required to do so. □ Information on additional/optional local activities (see Section I) Please note that bids will not be considered if the bid document exceeds the page limit specified and/or the file size. Refer to Section C for details.

P. Questions

Questions related to information contained in this RFP should be directed to: Krista Benoit, CSTA Director of Marketing &

Events at 819-682-5298 or kbenoit@canadiansporttourism.com. Questions or inquiries should be forwarded no later than 4

business days in advance of the bid deadline (October 31, 2014). Last minute inquiries cannot be accommodated.

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APPENDIX A

Expected Schedule of Events*, F & B requirements & Meeting Space Requirements Sport Events Congress 2016 and 2017

*subject to change

1 Day Pre-Congress (Congress Set-up and Planning Day)

Time Description of Activity

Meeting Room Requirements Food and Beverage Requirements

8 am onwards Event Set-up – CSTA Office & Registration

Office space (300+ sq feet) + registration area (to be located in foyer outside of meeting rooms or coat check area or equivalent - 300+ sq ft required) Office space & registration area to be reserved on a 24 hr-hold until 5 pm on last day of conference

Lunch for volunteers and staff (15 people) Break for volunteers and staff (15 people)

Noon onwards Event Set-Up – Plenaries (Ballroom)

Ballroom set-up in rounds of 8 or 10 (7500+ sq feet) *will need 24-hold on this room until end of conference

None

Noon onwards Event Set-Up - Breakout & Concurrent Sessions

4 meeting rooms (3500+ sq feet each) …. Can be a ballroom that can be divided into 1-2-3-4 sections. Access to these rooms for set-up on the pre-Congress Day is required with a 24-hr hold until end of the event

None

Congress Day 1 & Day 2 & Day 3

Approx. Time Description of Activity

Meeting Room Requirements Food and Beverage Requirements

8 am to 9 am Breakfast Buffet Ballroom – same set-up as previous day all three days *will need 24-hold on this room until end of conference

Hot Buffet Breakfast for 2 of the 3 days (350 people); no breakfast served on day 1

8 am to 4 pm Event Registration & CSTA Office

Same set-up as previous day all three days Coffee and tea station on day 1 (125 pl) plus beverages for 10 ppl served in office space sporadically on all three days

8 am to 4 pm Trade Show Contractor/decorator for trade show will set-up pipe, drape, etc. prior to Exhibitor move-in. See Section Dv & Appendix C for guidelines on trade show space

Refreshment Breaks – beverages and snacks for 350 ppl (1 on day 1, 2 on day 2, 1 on day 3) will be served in trade show area

9 am to 4 pm Breakout & Concurrent Sessions

Same set-up as previous day on all three days None

10 am to 4 pm Speaker Lounge Small meeting room or lounge located in close proximity to trade show foyer area and meeting rooms (300+ sq feet)

Coffee, tea and beverages for 6 people, refreshed as needed daily

Noon to 1 pm Hot Buffet or Plated Lunch

Served in ballroom plenary space – same set-up as previous days

Hot Buffet lunches for 2 of the 3 days, plated lunch for the 3rd day (est. 400 ppl)

8 am to 4 pm Misc. Small Meetings & Sessions

3 meeting rooms (all 700-1000 sq feet) required for all three days

None

9 pm to midnight Networking / Hospitality Function

Suite or meeting room or lounge that can accommodate 100 people in stand-up reception format, cruiser tables, casual seating and decorated ambiance required

Selection of hot and cold canapé and non-alcoholic beverages to be ordered from hotel. CSTA to provide special occasions permit for outside purchase of alcoholic beverages. See details in Section D iv

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APPENDIX B: Go Congress! Program

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APPENDIX C: Sample Trade Show Floor Plan

Ballroom for plenaries and meals

Breako

ut R

oo

ms &

Office

Spaces

Breakout Rooms & Office Spaces

Trade Show Area + Registration Info Desk

Ref

resh

men

t St

atio

n

Ref

resh

men

t St

atio

n

Breakout Rooms & Office Spaces

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Appendix D: Examples of Integrated Community & Event Marketing & Branding