WebMD-Medscape Video Program-Madrid-3/11-3/12

Transcription

1 RFP Details RFP Name Response Due Date Decision Date RFP Type RFP Code Thu, 11-Feb-2016 Fri, 12-Feb-2016 Space Only L2N6HDGRWWN Key Contact Information Contact Name Meredith Burns Address ment.com Organization Sky Events Management Phone Title Event Planner Preferred Contact Method Cvent, Mobile Address 335 Deerfield Road Morganville, NJ USA Organization Information Organization Name Organization Type Address Events / Year 0 Corporate Atlanta Atlanta, GA USA Event Information Event Name Total Attendees 15 Commission Yes % Event History The planner has indicated that this event is being held for the first time. Dates Flexible? No Event Dates Fri, 11 Mar Sat, 12 Mar 2016 Contract Signature Location Atlanta Page 1 of 5

2 Room Requirements Start Date Fri, 11-Mar-2016 Day Time Agenda Item Room Request Fri, 11-Mar :00 PM-11:45 PM GREEN ROOM Notes or Exceptions: *Should be next to or across from the studio room. Separated by an air wall is ok. Conference 400 Sq. Ft. / 20 people *20ft X 20ft room dimensions or greater **breakfast & lunch on the 12th Fri, 11-Mar :00 PM-11:45 PM STUDIO ROOM Notes or Exceptions: (2) 6ft tables w/ 5 chairs in rear of room Room must be at least 30x30 with 9 foot ceilings or greater. Sat, 12-Mar :00 AM-11:00 PM GREEN ROOM Notes or Exceptions: *Should be next to or across from the studio room. Separated by an air wall is ok. Other 900 Sq. Ft. / 15 people Conference 400 Sq. Ft. / 20 people *20ft X 20ft room dimensions or greater **breakfast & lunch on the 12th Sat, 12-Mar :00 AM-11:00 PM STUDIO ROOM Notes or Exceptions: (2) 6ft tables w/ 5 chairs in rear of room Other 900 Sq. Ft. / 15 people Room must be at least 30x30 with 9 foot ceilings or greater. A/V Needs STUDIO ROOM REQUIREMENTS: (Very Important) - Should be next to or across from the green room. Separated by an air wall is ok. - 9ft Ceilings or greater - Approximately 30ft X 30ft - Wireless Internet Required - Room should contain NO support beams or chandeliers (hanging below 10 ft). - Low noise area Room should be free of noises (away from the street / elevator / lobby / kitchen or staff hallway). If near any of these locations, signs must be posted during taping that all parties must remain quiet. - 3 or 4 Phase 20amp Power Distribution Box with 2-3 heavy duty (25ft) extension cords and power strips or guaranteed 4 outlets on 2 separate circuits. - Garbage Can Additional Information - Signage outside of studio room indicating Video Shoot in Progress Please keep noise level down GREEN ROOM REQUIREMENTS (Very Important) - Should be next to or across from the studio room. Separated by an air wall is ok. - Approximately 20ft X 20ft Page 2 of 5

3 - Conference table w/ skirting and power drop(s) on table for laptop connection. - Wireless internet access codes should be left on conference room table. - Catering Table Set-Up - Hi-Boy Cocktail Table with Bar Chair or High Chair Flat Panel Monitor with RCA & VGA inputs Provided with: - (2) 30ft composite RCA cables to run from green room to the studio room - (1) 15ft VGA M to F Cables - Garbage Can - Signage outside of studio room indicating Video Shoot in Progress Please keep noise level down Page 3 of 5

4 Additional Questions 1. Please select your current Forbes and/or AAA Rating? (Multiple choice) (Required) [ ] 1 Star [ ] 2 Star [ ] 3 Star [ ] 4 Star [ ] 5 Star [ ] Not Rated -Star [ ] 1 Diamond [ ] 2 Diamond [ ] 3 Diamond [ ] 4 Diamond [ ] 5 Diamond [ ] Not Rated -Diamond 2. How far is your hotel in miles from the below address? Palacio Municipal de Congresos Campo de las Naciones Avda. Capital de España Madrid Madrid Spain **Please map quest and give exact mileage. (Comment) (Required) 3. We would prefer to pay meeting room rental and have no F&B minimum. Please confirm what the total rental will be. (Comment) (Required) 4. Please confirm that there will be no food and beverage minimum? (Comment) (Required) 5. Is your hotel able to accommodate the delivery and storage of 4 large crates? (they are all on wheels) (Comment) (Required) 6. Please confirm that the Studio Room and the Green Room are next to or across from one another. Separated by an air wall is ok. (Comment) (Required) 7. The Studio Room must have 9ft Ceilings or greater and be 30ft X 30ft room dimensions or greater We can go down by 5ft but no less. Please confirm the name of the room and the exact dimensions and the ceiling height of the room. We need LxWxH. We will happily pay more for a room of the proper size. PLEASE LIST MEETING ROOM NAME AND DIMENSIONS IN THIS SECTION! (Comment) (Required) 8. The Studio Room must contain NO pillars or chandeliers (hanging below 10 ft). Please confirm. (Comment) (Required) 9. The Studio Room must be in a LOW NOISE area. Room cannot be next to a street/elevator/lobby/kitchen or staff hallway. If near kitchen or staff hallway signs must be posted during taping that all parties must remain quiet. Please confirm. (Comment) (Required) 10. Please confirm that you can provide the following electrical needs in the Studio Room: 4 outlets on 2 separate circuits. (Comment) (Required) 11. The Green Room must be at least 20ft X 20ft room dimensions or greater - We can go down by 5ft but no less. Please confirm what the exact dimensions are and the name of the meeting room. LxWxH (Comment) (Required) 12. Please confirm that you can provide in the GREEN ROOM: Flat Panel Monitor with RCA & VGA inputs Provided with: - (2) 30ft composite RCA cables to run from green room to the studio room - (1) 15ft VGA - M-F cable (Comment) (Required) 13. Do you have internet access available in the meeting rooms? Please confirm that this will not be a problem and what the cost will be if it is not complimentary. (Comment) (Required) 14. Please confirm that you will offer double reward points for the meeting planner? (Comment) (Required) 15. What other concessions will you offer? (Comment) (Required) Page 4 of 5

5 16. Your hotel MUST offer a 12% commission on the total Room Rental and any Food and beverage needs. Please confirm. (Comment) (Required) 17. Indicate your agreement to the commission by providing your name, title and the date of your response in the area below. (Comment) (Required) 18. Please indicate in the space below your contact name, hotel address, phone number, and address - if it differs from the contact information on the response sheet provided in this RFP. (Comment) (Required) Page 5 of 5