request for proposal analysis

2024 AMTA National Convention RFP 1

AMERICAN MASSAGE THERAPY ASSOCIATION (AMTA)

REQUEST FOR PROPOSAL

2024 NATIONAL CONVENTION

Thank you for your interest in bidding on the 2024 AMTA National Convention. Proposals must be received by

February 10, 2021. Bids and questions should be sent to: Laura Kozak at [email protected]

Please note, the most recent convention data in this document is from the 2019 National Convention. We

anticipate there will be some changes to this event in the post-covid era and we appreciate your flexibility as we

work through these updates.

Organization Information

The American Massage Therapy Association® (AMTA) is the premier membership association of professional

massage therapists. AMTA is the only international volunteer member-driven organization representing the

profession and has more than 90,000 members. The mission of the American Massage Therapy Association is to

serve AMTA members while advancing the art, science and practice of massage therapy.

Previous & Upcoming National Convention Locations

2016 Wisconsin Center/Hilton City Center Milwaukee, WI October 26-29

2017 Pasadena Convention Center/Hilton Pasadena Pasadena, CA September 13-16

2018 Washington Marriott Wardman Park Washington, D.C. August 8-11

2019 Indiana Convention Center/Westin Indianapolis Indianapolis, IN October 23-26

2020 CANCELLED DUE TO COVID

2021 Tampa Convention Center/Tampa Waterside Marriott Tampa, FL August 26 - 28

SITE SELECTION

Final site selection is determined by the AMTA Board of Directors based on recommendations from AMTA

staff. We ask that all facilities hold the dates until final decisions have been made. The following is a general

timetable for the decision and contracting process.

2024 AMTA National Convention RFP 2

TBD Site visits with finalist cities will be conducted

End of August 2021 AMTA Board of Directors votes on 2024 Location

Mid-September 2021 Finalist cities notified of status

Early October 2021 Initial drafts of contracts from facilities are received by AMTA

End of January 2022 Final contracts are signed by AMTA and facilities

REQUIREMENTS TO BID

Listed below are the requirements to host the AMTA National Convention. Questions regarding bid

procedures and requirements should be directed to Laura Kozak at [email protected]

Convention Dates for Consideration

There are several possible dates for the 2024 National Convention (listed below). By policy AMTA must avoid

religious holidays. Each set of dates details a schedule of Monday & Tuesday Board of Directors Meetings

with Wednesday through Saturday of continuing education and tradeshow. Proposals for the following dates

only will be accepted.

AMTA Board Meeting AMTA National Convention

September 9-10 September 11-14

September 16-17 September 18-21

September 23-24 September 25-28

The following dates would also be considered if there is a substantial difference in room rate and meeting space cost.

AMTA Board Meeting AMTA National Convention

August 12-13 August 14-17

August 19-20 August 21-24

October 14-15 October 16-19

October 21-22 October 23-26

Meeting Space

The estimated meeting space needs for the 2024 National Convention are shown in the AMTA National

Convention Schedule & Meeting Space Needs Worksheet. All meeting space should be located in the host

hotel and/or nearby or adjoining meeting space venue or Convention Center.

AMTA asks that the following be provided at no charge for the duration of the conference:

a. All meeting space.

b. Right to change or expand proposed meeting space without financial penalty to AMTA at any

2024 AMTA National Convention RFP 3

point.

c. Internet lines in the AMTA Staff office and high speed Wi-Fi in the registration and exhibit hall

areas.

d. Wireless internet access for all attendees in all meeting rooms and common areas contracted by AMTA.

Please address details of the following meeting needs:

a. Availability of the Meeting Space needs (attachment).

b. Statement guaranteeing prices for items above six (6) months in advance of the Convention.

c. Complete map/diagram of all meeting space.

d. History of recent meetings of similar size and scope hosted in venue with meeting planner

contact information.

e. Commitment to complimentary meeting space, wired and wireless internet as outlined

above.

f. Flexibility & understanding of AMTA’s ability to change or expand meeting space at any

time without financial penalty.

g. Dock access information.

h. Availability and location of power in space being proposed for general sessions/luncheons

including information on rates and regulations including labor fees for tie-ins if applicable.

i. Contacts and fees for local stagehand labor and rates for Load-In and Strike Labor.

j. Information on how meeting rooms are secured when not in session and overnight (fully locked, air

walls that cannot be secured, rekeyed, etc.). Provide information and rates for security guard

should this service be needed.

This language must be addressed in final meeting space venue contract. Bid will also include statement(s)

from meeting space venue agreeing that these items will be included in contracts, as well as a sample

contract from venue to include any clause(s)/language that will be included and/or required in the final

contract. NOTE: Specific language will be determined and agreed upon by both AMTA and venue during

contract negotiations.

Hotels

To preserve the health and well-being of our conference attendees, hotels should be non-smoking. AMTA

looks forward to working with hotels that are instituting green initiatives.

2024 AMTA National Convention RFP 4

Host Hotel

One (1) host hotel, connected to or adjacent to meeting space (if not at host hotel), must be designated.

Host hotel must be a full-service property and be rated a 3-star or 4-diamond property or higher. If host

hotel cannot accommodate AMTA’s room block request, a second overflow hotel may be recommended.

Bid must include information on host hotel and overflow hotel(s) including: number/type of guest rooms,

restaurant(s) on site, check in/out times, amenities offered to guests (spa, pool, fitness facilities, and high

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

etc.), and parking information, etc.

Guaranteed Room Rates

Room rate must be commensurate with the property rating, region and property type and location. Room

rates must be provided for single and double rooms. Room rates should take into consideration that AMTA

members are predominantly self-employed and are subject to budgetary constraints. Room rates should

not exceed $170 per night. More than one hotel can be utilized to accommodate group size if locations are

conducive to meetings. This rate will be advertised to all attendees via AMTA marketing pieces including

email, mail and web site.

Bid must include a brief statement listing and guaranteeing the rate to be in effect during the year of the

conference, room rebate (if applicable) and other standard room charges. AMTA will not work with third

party housing services and requires hotel(s) to accept all reservations.

Room Block

The AMTA sleeping room block request and pick up history are listed below. Bid requires that the room

block be held as of the time of bid submission and until notified they may release block(s) which will be no

later than September 2021.

Saturday 15 Sunday 90

Monday 150

Tuesday 400

Wednesday 550

Thursday 550

Friday 450

Saturday 350

Sunday 30

Total 2,585

2024 AMTA National Convention RFP 5

Pick-Up History

2014 Pickup = 1,953 total Room Rate = $169 s/d

2015 Pickup = 2,171 total

Room Rate = $165 s/d

Room Rate = $149/$159 s/d

2016 Pickup = 2,249 total Room Rate = $159 s/d

2017 Pickup = 2,009 total Room Rate = $159 s/d

2018 Pickup = 2,827 total Room Rate = $169 s/$189 d/ $199 t

2019 Pickup = 2,382 total Room Rate = $164 s/$174 d/$184 t/$194 q

Complimentary Rooms & Requests

The following complimentary room nights must be provided at the host hotel. Bid will include statement of

commitment to the required complimentary room nights.

a. AMTA will be offered the lowest group rate in the hotel for the dates outlined and specified in

the contract.

b. A Presidential Suite will be offered to AMTA on a complimentary basis for arrival on Saturday

prior to the Board Meeting and through the final Sunday of the event (8 nights total). Three

Executive Suites (or comparable) on a complimentary basis for arrival on the Saturday prior to the

Board Meeting through the final Sunday of the event (8 nights total).

c. Twenty junior suites will be provided at group rate for dates of the event for Board & Committee

Members.

d. A minimum of 15 rooms will be offered at a Staff Rate, which will be 50% off AMTA's negotiated

rate for the dates of the event.

e. Complimentary WiFi in guest room for AMTA Board, Committee and Staff during duration of their

stay (approx. 30 people)

f. Complimentary access to Club/VIP Lounge Level or similar for AMTA Board, Committee and Staff

during duration of their stay (approx. 30 people)

g. Room block cut-off date will be no more than twenty-one (21) days prior to the event, but AMTA

will publish a thirty (30) day cut-off date in all promotional material.

h. A minimum of ten (10) rooms will be set aside after the cut-off date, for up to 48 hours before

2024 AMTA National Convention RFP 6

the convention, for AMTA VIPs.

i. A complimentary 1 per 40 rooms will be offered on a cumulative basis.

j. Convention rates will be offered three (3) days pre- and post-event.

k. Host hotel will extend complimentary nights in year of event for three people to perform follow

up site visit and for logistics meetings with convention vendors.

Payment

Master account billing payment for charges incurred during meetings, to be approved in writing by

authorized designees. Master account will be due no earlier than thirty (30) days after invoicing.

Attrition

The AMTA will use its best efforts to offer and promote the use and benefits of the host hotel to its

attendees. AMTA requests that no attrition be added to the hotel contracts and asks for concessions to

meet its room block at 70% pickup.

Reservations

VIP and staff room and tax charged to master account, rooming list provided by AMTA. All other attendees

will make reservations and payment directly. Pickup reports are to be provided to AMTA on a weekly basis

after the official opening of housing to the membership.

Auxiliary Aids

Full specification sheets will be provided by AMTA. Standard set-up items such as chairs, tables, standard

linens, lecterns, house microphones are not to be additional charges to AMTA.

Parking

Complimentary parking for all site visits, if necessary, and six (6) nights during the week of the conference

must be provided for up to five (5) AMTA staff vehicles at the Host hotel. Bid will include a statement of

commitment to complimentary staff parking.

Food and Beverage at Host Hotel/Meeting Space

AMTA will have the option to work with the Catering Department of the center/hotel on menus designed to

consider our members special dietary requirements and AMTA's budget. Group has gluten, vegetarian and

vegan requirements and a large amount of water consumption at all events. It is requested that water

stations and water coolers are provided to attendees at no cost. A coffee break will be provided on a

complimentary basis by the hotel with dates and times to be determined by AMTA.

Host hotel/meeting space must be able to guarantee menu prices six (6) months in advance of the Annual

2024 AMTA National Convention RFP 7

Convention and must agree to a food and beverage price increase of no more than 3% per year of prices

submitted with bid. Bid must include a statement acknowledging this guarantee policy as well as a full copy

of the current catering menus.

Remodeling or Renovation – Meeting space venue will promptly and in advance notify AMTA of any

construction or remodeling to be performed in venue during the Convention. Venue will endeavor to keep

such activity from distracting or interfering with the use of meeting rooms or other facilities to be used during

the Convention. If it is anticipated that there will be any interference, venue will arrange comparable meeting

room facilities nearby, at no additional cost to AMTA.

Decorator and Audio/Visual

AMTA will enlist the services of a Convention Decorator & Audio/Visual Vendors to provide the necessary

equipment and services for the tradeshow portion of the convention – the AMTA exhibits hall, registration

counters and signage. The center and hotel will provide a list of preferred vendors for both services or make

recommendations to AMTA based on previous experiences. If the host hotel or meeting space venue has any

restrictions regarding which vendors can be used, labor laws, unions, fees, etc. it must include a copy of the

policies in the bid.

Enhancements

As a non-profit association, AMTA is proactive in looking for discounts and cost saving advantages for the

Convention and its attendees. To enhance the value of your bid submission, AMTA encourages the host city

to consider adding budget relieving enhancements or those benefitting attendees. AMTA is open to

suggested items from the bidding organizations.

Site Visits

Site visits will be scheduled to aid in the selection and planning for the Convention.

Pre-Selection Visit

A two-day pre-selection site visit to finalist cities will be performed by three (3) members of AMTA staff. The

timing of these visits to be determined based on company imposed covid-19 travel restrictions. Host city is

responsible for all travel and local expenses for these three (3) individuals including, but not limited to, air

travel or mileage reimbursement, ground transportation, etc. Host hotel is required to provide three (3)

complimentary room nights for pre-selection site visit. AMTA will book all travel and invoice host city for

2024 AMTA National Convention RFP 8

direct expenses immediately following the site-selection trip. Bid will include commitment to cover all travel

expenses for up to three (3) individuals for the pre-selection site visit.

Planning Visits

If selected, up to three (3) AMTA staff members will perform 1-2 overnight planning site visits. The site

selected will have an additional site visit prior to the event year. Host city is responsible for all expenses

incurred during these visits for up to three (3) staff members, including but not limited to, air travel or

mileage reimbursement, ground transportation, food and beverage, etc. Host hotel is required to provide

complimentary room night for staff members during site visit. AMTA will book all travel and invoice host city

for direct expenses immediately following the planning visits. Bid will include commitment to cover travel

expenses the planning site visits as outlined above on the final visit.

Local Area Information

Many attendees enjoy the amenities of the host city before, during and after the Convention. Bid should

include additional information on the area including, but not limited to, information on local airport

including servicing airlines, ground transportation options and distance to host hotel from airport, a guide to

“walking distance” restaurants/bars, shopping areas and other general tourist information. Ease of travel to

and from host city will be a factor in the selection process. Bid must include information specific to AMTA

Convention and not be limited to generic tourism brochures and literature provided by a CVB. Once a city is

selected as host, the CVB will provide mutually agreed upon marketing assistance to aid in promotion of

AMTA’s Convention at no cost to the association. Please outline which benefits are available for AMTA in

your bid proposal.

Days & Times Function Room Specifications Suggested Space Square Footage

Saturday-Sunday Executive meeting space as needed

800 - 1000 SF Board room for executive team as needed available, preferred in hotel.

Sunday (24 hours) AMTA Office

Near AMTA Lounge/Registration (1500 SF). Room requirements: Electrical for office equipment (laptops, printers, etc); open space for 200 boxes to be shipped, used and stored during convention; keyed access to AMTA staff

Monday

24 hours AMTA Office Same as previous day

7:30 - 8am Board Breakfast 40 people, continental

8am - 6pm Board Meeting 2,500 SF preferred at host hotel

8am - 6pm CVOP Meeting 1 Ballroom and 4 breakouts (3,500 SF & 1,500 SF each)

Tuesday

24 hours AMTA Office Same as previous day

8am - 6pm Board Meeting Same as previous day

8am Exhibit Hall Access

Decorator’s access to set up exhibit hall (40,000 SF) Mix of 10x10, 10x20, 20x20, 20x30

8am - 5pm CVOP Program 1 Ballroom and 4 breakouts (3,500 SF & 1,500 SF each)

4:30pm - 8:30pm Chapter Presidents Dinner Meeting space and dinner for 150 ppl (4,000 SF)

Wednesday

24 hours AMTA Office Same as previous day

8am AMTA Storage Space Decorator install pipe & drape 10 10x10 draped areas (2,000 SF)

8am - 6pm Committee Meetings Keyed Access for AMTA (1,500 SF)

8am - 7pm Registration (1,000 SF) 9 reg counters 6’ tables, 6 hospitality desks 6 ’ tables, chairs

8am - 6pm Preconvention Workshop 1 1,500 SF

8am - 6pm Preconvention Workshop 2 1,500 SF

AMTA Schedule & Meeting Space needs worksheet

8am - 6pm Chapter Leadership Training 1 general session for 250 ppl (4000 sf), 3 breakouts room at (1,500 SF)

10am Opening Session Rehearsal

Same location as Opening Session (15,000 SF)

1pm - 7pm Assembly of Delegates meeting Business meeting (8,000 SF)

7pm - 8:30pm Presidents Reception

400 people on a flow: does include short program at beginning so space that allows for stage and microphone is ideal.

Thursday

24 hours AMTA Office Same as previous day

7am - 8pm Registration open Same as previous day

8am Poster Session

Area for 10 double sided poster presentations

8am - 11am Opening Session Same as previous day

8am - 6pm Committee Meetings (2) 2 rooms at 1,000 SF each

11am - 8pm Exhibit Hall open Same as previous day

11:30am - 1pm First-Timers Luncheon

350 ppl at rounds, 3,500 SF (preference is located in exhibit hall)

1:30pm - 6pm (10) Education Sessions 10 rooms at 3,000 SF each

5:30pm - 8pm Opening Night Reception exhibit hall

Friday

24 hours AMTA Office Same as previous day

7am - 8:30pm Registration open Same as previous day

7am - 7pm Exhibit hall open Same as previous day

8am - 6pm Committee Meetings (2) 2 rooms at 1,000 SF each

8am - 6pm (10) Education Sessions 5 rooms at 4,000 SF; 5 rooms at 3,000 SF

8am - 6pm Student Day 4,000 SF

11:30am - 6pm Poster Session Same as previous day

7pm - 8pm Foundation Reception 1,500 SF: Host hotel or offsite

Saturday 24 hours

AMTA Office

Same as previous day

7am - 2pm Registration open Same as previous day

7am - 2pm Exhibit Hall open Same as previous day

8am - 12pm (10) Education Sessions 5 rooms at 4,000 SF; 5 rooms at 3,000 SF

9am - 11am Closing Session Rehearsal Same room as opening session

2pm - 5pm Closing Session Same room as opening session

2pm - 7pm Exhibits Hall Teardown

4pm - 12am Band Dressing Room Close to Dinner Dance; 300 SF

7pm - 12am AMTA Dinner Dance 750 ppl banquet with stage and dance floor, preferred in host hotel; 15,000 SF