We require a master list for speakers and staff. All others make their own reservations, pay room, tax and incidentals.

Transcription

1 PCNP 2018 and 2019 ANNUAL CONFERENCE REQUEST FOR PROPOSAL Event Name: PCNP 2018 Annual Conference AND PCNP 2019 Annual Conference Event Host: Pennsylvania Coalition of Nurse Practitioners (PCNP) Address and Contact Info: Ed Phillipps PCNP Annual Conference Proposal Contact Concepts Management Group, Management Company for Pennsylvania Coalition of Nurse Practitioners 2400 Ardmore Blvd, Suite 302 Pittsburgh, PA x109 Responses needed by: August 1, 2016 via our Online Form: Preferred method of communication: (no phone calls please) Overview: PCNP is the state organization that promotes and protects the practice of over 8,700 Certified Registered Nurse Practitioners (CRNPs) in Pennsylvania. See website for more information Possible conference dates: 2018: v. 1-3 or v : v. 7-9 or v Anticipated attendance: Requested Room Block: Wed Thurs Fri Sat Sun We require a master list for speakers and staff. All others make their own reservations, pay, tax and incidentals. Prospective Cities: Atlantic City 1

2 History/Room Block and Attendees: 2016: v. 3-5 Kalahari Resort & Convention Center 2015: v. 5-7 Lancaster Marriott & Lancaster Convention Center 2014: v. 6-8 Wyndham Grand Pittsburgh 2013: v. 7-9 Lancaster Marriott & Lancaster Convention Center Wed Thurs Fri Sat Sun TBD TBD TBD TBD TBD Total Rooms TBD Total Attendees TBD Number of Exhibitors Expected: 60 table tops; Tables must be in a section of the ball (preferable), right outside in the foyer or located adjacent to the General Session. This area to be included in the "no meeting rental" clause. set up fees. Please submit a set up diagram with proposal. Exhibitor kits to be provided to planner or via weblink for shipping, AV and electric. Audio-visual requirements: Main session Dual Screens LCD for session (front projection) House sound and microphone at podium Misc. based on faculty requests LCD Set up package Concurrent sessions Screen Microphone at podium to patch into house sound PCNP will bring LCD s and computers Wireless is an option that we are exploring LCD Set up package Concessions wish list: Complimentary Presidential Suite: Wednesday-Sunday Two upgrades to suites Complimentary Coffee/Soft Drinks for 5 people in Staff Office daily. One Complimentary Refreshment Break for 250 people 1 per 40 on a cumulative basis 20% attrition allowance with any penalties collected commissionable Must have on the contract: 80% F & B attrition 3 days pre/post group rate Complimentary meeting, exhibit and banquet space Complimentary wired microphone and podium in meeting s 2

3 Free Wi-Fi in guest s and meeting areas Discount on F & B Site/pre-planning comps Concessions wish list: Discount on A/V Ability to bring LCD projectors and laptops with no additional patch/access fees being charged Staff rates for up to 3 s Wednesday-Sunday Parking discount for attendees tes: Class Sets need to be 2 per six-foot table or 3 per eight-foot table Contract is between the Pennsylvania Coalition of Nurse Practitioners and the hotel, not Concepts 21 day cut-off rates available after cut-off at the conference rate on availability only Registration and Vendor Tables to be in same area close to meeting space Group History: 2016 Conference To be held in Kalahari Resort & Conference Center, Pocono Manor, PA, vember 3-5, Conference held in Lancaster Marriott at Penn Square, Lancaster, PA, vember 5-7, 2015 Sleeping rate: $136 Number of s picked-up from group block: 486 Food and beverage: $103, In house AV: $12, Held in Wyndham Grand Pittsburgh, Pittsburgh, PA, vember 6-8, 2014 Sleeping rate: $125 Number of s picked-up from group block: 661 Food and beverage: $103, In house AV: $12, Held in Lancaster Marriott at Penn Square, Lancaster, PA, vember 7-9, 2013 Sleeping rate: $132 Number of s picked-up from group block: 555 Food and beverage: $89, In house AV: $7,

4 PCNP 2016 Annual Conference Meeting Room Needs Day Type Time Event F&B Room Set up Wednesday Staff Office 1:00 PM - 8:00 PM Registration counter/tables Thursday Registration 7:00 AM - 5:00 PM Registration Registration counter/tables Workshop 8:30 AM - 5:00 PM 5 Workshops Class Friday Saturday Basket Display Set up 3:00 PM - 8:00 PM Baskets traffic area (6-7 total) Exhibitor Set Up 3:00 PM - 8:00 PM Exhibit Hall 60 Tabletop exhibit tables Zumba 6:00 AM - 7:00 AM Zumba Yes Water Exhibit Hall Day/Evening/24 hr Exhibits 60 Tabletop exhibit tables Basket Display 7:00 AM - 6:30 PM Baskets traffic area (6-7 total) Registration 7:00 AM - 5:00 PM Registration Registration counter/tables 7:00 AM - 8:00 AM Breakfast Keynote Break 8:00 AM - 11:45 AM General Session Theatre Style with center aisle for 650 people 10:15 AM - 10:45 AM Break with Exhibitors Yes Coffee 12:00 PM - 1:00 PM Lunch Yes Rounds of 8 for 650 people 1:15 PM - 2:15 PM 5 Concurrent Sessons 5 Classs (2 per 6' table) Break 2:15 PM - 2:45 PM Break with Exhibitors Yes Coffee 2:45 PM - 3:45 PM 5 Concurrent Sessons Yes 5 Classs (2 per 6' table) Break 3:45 PM - 4:00 PM Break with Exhibitors Yes Coffee 4:00 PM - 5:00 PM 5 Concurrent Sessons Yes 5 Classs (2 per 6' table) 5:00 PM - 6:30 PM Reception Yes Cocktails and rounds for 500 people 6:30 PM - 10:00 PM Board Meeting Yes Hollow square for 30 people Zumba 6:00 AM - 7:00 AM Zumba Water Meditation 6:00 AM - 7:00 AM Meditation 4

5 Exhibits Day/Evening/24 hr Exhibits 60 Tabletop exhibit tables Basket Display 7:00 AM - 1:00 PM Baskets traffic area (6-7 total) Registration 7:00 AM - 4:30 PM Registration Registration counter/tables Keynote 8:00AM -11:45 AM General Session Theatre Style with center aisle for 650 people 12:00 PM - 1:00 PM Lunch Yes Rounds of 8 for 650 people 1:00 PM - 2:00 PM 2:15 PM - 3:15 PM 3:30 PM - 4:30 PM 4 Classs (2 per 6' table) 4 Classs (2 per 6' table) 4 Classs (2 per 6' table) How to Respond: Please respond by August 1, 2016 via our online form at 5