Convention Proposal Form for the

Convention Proposal Form for the

Biennial Convention of the

Texas Federation of Republican Women

TFRW requires a total of 650 sleeping night rooms, 150 of these must be in the headquarters hotel. All hotels desiring to be considered as a convention headquarters must complete this form and mail it to the TFRW Convention Site Selection Committee Chairman not later than ___________, 20___.

NAME OF CONVENTION HEADQUARTERS HOTEL:

_________________________________________________________________________

ADDRESS: ______________________________________________________________

CITY: ___________________________________________________________________

CONTACT: ______________________________________________________________

TITLE: __________________________________________________________________

_____ PROPOSES TO BE HEADQUARTERS HOTEL

(Need only fill out Sections I & II for proposal)

_____ PROPOSES TO BE CONVENTION SITE AS WELL - FILL COMPLETE FORM

(If not Convention Site - Convention Center must submit Form Sections III & IV)

SECTION I – HOTEL ROOMS AND RATES:

1. Total number of rooms at hotel: ________________ HOT tax rate: ____________________

2. Number of rooms guaranteed for TFRW: __________________________________________

3. Number of suites available to TFRW: _____________________________________________

4. Current convention room rates: Single $ ______________ Double $ __________________

5. Current walk-in rates: Single $ ______________ Double $ __________________

6. Charge to children under _________, in room with parents $ ___________________________

7. How far in advance will hotel guarantee rates? ______________________________________

8. What is the hotel policy for complimentary rooms? #______ comp rooms for # ______ booked.

9. TFRW requires two (2) two-bedroom suites with parlors.

Will the headquarters hotel provide these at no cost?  YES  NO

10. How many other two-bedroom suites with parlors are available to be sold as Hospitality Suites? _______________________________________________________________________

11. Will headquarters hotel provide complimentary rooms for VIP speakers?  YES  NO

12. How many? ________________________________________________________________

13. How many days preceding and following the convention will hotel give the attendees the convention room rates? Preceding ______________ Following _____________________

14. Will the hotel extend checkout time? _____________________________________________

SECTION II – PARKING, RESTAURANTS AND GUEST SERVICES

1. Distance to the hotel from airport in miles: _________________________________________

2. Does the hotel provide free airport transportation?  YES  NO

3. Current charges for airport transportation to the hotel by: Taxi _________________________

Bus / Limo __________________________ Other ________________________________

4. List all airlines serving this airport: _______________________________________________

____________________________________________________________________________

5. Parking available for ______________ vehicles. Current daily rate $ __________________

6. Facilities located at the headquarters hotel. (Check if Yes)

 Shopping Arcade List Other Amenities:

 Indoor Swimming Pool _____________________________________

 Health and Exercise Rooms _____________________________________

 Tennis Courts _____________________________________

 Golf Course (or use of private course) _____________________________________

7. Restaurants in hotel are available to attendees for

Average Cost Seating Capacity

Breakfast _________________ ________________

Lunch _________________ ________________

Dinner _________________ ________________

8. What late night or 24-hour restaurants/room service does the hotel offer?

9. How many restaurants are within three blocks of the hotel? ____________________________

10. Will you guarantee sufficient Check-in Staff and bell service to facilitate smooth check-in and checkout at peak periods?  YES  NO

__________________________________________________________________________

SECTION III – BANQUET SERVICE AND MEETING ROOMS

Banquet Service:

1. Do you have a ballroom large enough for business sessions (850-900 seated theater style) separate from the food functions (850-1000 at rounds for 10)?  YES  NO

2. How many people can be accommodated at meal functions at rounds for ten (10)? _________

3. How many people can be accommodated at a standing social session immediately preceding a meal function? ______________________________________________________________

4. Is there a room charge for banquet, social and meeting rooms?  YES  NO

5. Current price range of banquet meals:

Luncheon Minimum $ _____________ Maximum $ _____________

Dinner Minimum $ _____________ Maximum $ _____________

6. What is the current sales tax on meals? _______________ Gratuity rate? _______________

7. How many places or percentage do you set for banquet in excess of the guarantee? ________

8. What is the meal guarantee deadline? _____________________________________________

9. If this is a convention center, what food service arrangements are available?

__________________________________________________________________________

10. Will complimentary coffee and soft drinks be served in meeting and pressrooms?

 YES  NO

Meeting Rooms:

General Session meeting area accommodating 850-1000 persons, theater style with raised dais set for 20-30 people must be available throughout convention.

11. Capacity of meeting room for general sessions using above seating arrangements? ________

12. Where is this meeting area in relation to exhibit space, as described in Section IV? ________

13. What are your signage capabilities, rules and regulations?

__________________________________________________________________________

14. Will microphones and podiums be provided? _____________________________________

15. Describe all other meeting rooms available during the convention:

(May attach Floor Plan with seating capacities of rooms and descriptions)

Room name/No Classroom Theater Conference

___________________ ________________ _______________ ________________

16. Please indicate  YES  NO if you can meet these additional requirements:

a. Luncheons or Breakfasts for 100-150 at rounds of ten (10) with head table for 10-12?

 YES  NO

b. Meeting rooms for Executive Board for 75-100 persons?  YES  NO

c. VIP staging room adjacent to General Session area?  YES  NO

d. Press Room adjacent to General Session area?  YES  NO

(Suitable for press conferences by the convention speakers)

e. Office space for TFRW staff close to General Session area and Exhibit Hall?  YES  NO

(Office should have four (4) six-foot tables, space for copy machine, and electrical outlets)

f. Will the hotel provide any of the above equipment?  YES  NO

17. Will there be any charge for the rooms listed above?  YES  NO

18. What printing facilities are available in the hotel/convention center and what are the hours?

__________________________________________________________________________

SECTION IV – EXHIBIT SPACE

TFRW requires space for a minimum of 30 exhibit/vendor booths, 8’X10’. This space must be separate but near the banquet, reception, and general session areas.

Exhibit facilities:

1. What is the square footage of available exhibit space? _________________________________

2. How many 8’X10’ booths can be accommodated? ____________________________________

3. Is the exhibit space located on one floor?  YES  NO If not, how many floors? _________

4. Is the exhibit space located on the same floor as the general session meeting rooms?  YES  NO

5. Is there a charge for use of the exhibit area?  YES  NO

If so explain any costs, days charged for, extra charges, etc.

__________________________________________________________________________

6. Who furnishes electrical connections? (Decorator, hotel, etc) _______________________________

7. What are the current charges for electrical service to the booths? ____________________________

8. Are there special conditions, prohibitions or provisions (union or other) that effect exhibitors?

 YES  NO Explain__________________________________________________________

________________________________________________________________________________

9. Do you charge a drayage fee for materials brought in for exhibit and/or sale?  YES  NO

10. What are the insurance requirements? _________________________________________________

_______________________________________________________________________________

11. Do you provide security for the exhibit booths?  YES  NO

And is there a charge?  YES  NO

12. What is the customary source of your decorating (pipe and drape) services?

_______________________________________________________________________________

What do they charge? _____________________________________________________________

Signature of Preparer ____________________________________________________________

_____________________________________________________________________________

Name

_____________________________________________________________________________

Title

_____________________________________________________________________________

Address

_____________________________________________________________________________

City, Zip

_____________________________________________________________________________

Phone

_____________________________________________________________________________

Email information