Canadian Psychological Association
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- Reynard Small
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1 2021 RFP Details RFP Name 2021 Response Due Date Decision Date RFP Type RFP Code Decision Factors Billing Information Concessions / Contractual Requirements Wed, 06-Jul-2016 Fri, 02-Dec-2016 Space and Sleeping Rooms MCN9GRVWYNB Location and price Master Account Individual reservations 1:40 cumulative 4 Comp (or heavily discounted) rooms - 2 for each of 2 pre-convention site visits 1 year out and 4-5 months out) Comp Presidential Suite for CPA President Comp Vice-Pres Suite for CPA Vice President 10 Comp upgrades (from standard rooms to suites) CPA Staff Rooms at 50% of conference rate (max 10) 4:00pm late check-out for CPA Staff Comp Internet in meeting space for delegates Comp Internet access in guest rooms 3-day Pre and Post rates One (1) comp parking space for duration (Mon-Sun) (for rental errand vehicle) Review and include The Howes Group contract clauses Key Contact Information Contact Name Brenda Howes Address brenda@thehowesgroup.com Organization The Howes Group Phone Title Ms Preferred Contact Method Cvent, , Phone Mobile Address Website Additional Information 1182 Willowbrook Way Manotick, ON K4M 1B6 Canada Howes Group Contract Clauses to be reviewed and included. Rates for Rooms, Space and Exhibits to be confirmed (guaranteed) and net commissionable for IATA number Organization Information Organization Name Organization Type Association Industry Address Events / Year Laurier Avenue West Suite 702 Ottawa, ON 51P 5J3 Canada Event Information Event Name Annual Convention 2021 Total Attendees 1,500 Event Type / Convention Page 1 of 10 Largest Room Required 15,000 Sq. Ft. (1,500 Sq.
2 2021 Commission Yes % Event History The planner has indicated that this event has been held before. Mtr.) Dates Flexible? Event Dates Yes Mon, 07-Jun Mon, 14-Jun alternate dates Date Type Date Options Notes Planner Preferred Alternate Date Mon, 07-Jun Mon, 14-Jun-2021 Contract Signature Location Mon, 31-May Mon, 07-Jun Destinations Under Consideration Additional Information Ottawa Western Canada - Calgary, Vancouver, Edmonton The convention is normally held during the week / weekend before the Father's Day weekend in Canada (i.e. usually the 2nd weekend in June) in a Monday to Monday pattern. This is the preferred time slot. However, there is some flexibility to the pattern. Please suggest alternate dates. **Please note that 2020 and 2021 are being submitted simultaneously. CPA is open to changing the year / location pattern based on value. Previous Event History This event was previously held in the following location(s): Venue Name City State Date Attendees Room Block Room Pick-Up F&B Spend Hyatt Vancouver British Columbia June 2-9, , $44,500 The Westin Ottawa Ontario May 31 - June 8, , $61,750 Hilton Quebec Quebec June 11-17, , $56,500 Sleeping Room Requirements Day Any (Run Of House) Sun, 06-Jun Single (1 Bed) Double (2 Beds) Suite Staff Mon, 07-Jun Tue, 08-Jun Wed, 09-Jun Thu, 10-Jun Fri, 11-Jun Sat, 12-Jun Sun, 13-Jun Mon, 14-Jun Check-in Date Sun, 06-Jun-2021 Total Room Nights 1,044 Page 2 of 10 Peak Room Nights 260
3 2021 Page 3 of 10
4 2021 Room Requirements Start Date Fri, 04-Jun-2021 Day Time Agenda Item Room Request Mon, 07-Jun-2021 Tue, 08-Jun-2021 Tue, 08-Jun-2021 & Storage & Storage Registration Area Registration Tue, 08-Jun :00 AM-8:00 AM Continental fast fast Notes or Exceptions: set up and time to be Tue, 08-Jun :00 AM-6:00 PM Board of Directors Tue, 08-Jun :00 AM-10:30 AM AM Notes or Exceptions: set up and time to be Tue, 08-Jun :00 PM-1:00 PM Working (Hot) Notes or Exceptions: set up and time to be Tue, 08-Jun :00 PM-3:30 PM PM Notes or Exceptions: set up and time to be Wed, 09-Jun-2021 Wed, 09-Jun-2021 Registration Area Registration & Storage Wed, 09-Jun :00 AM-6:00 PM Employment & Media Wed, 09-Jun :00 AM-6:00 PM Workshop 30 Wed, 09-Jun :00 AM-6:00 PM Workshop 30 Wed, 09-Jun :00 AM-6:00 PM Workshop 35 Wed, 09-Jun :00 AM-6:00 PM Workshop 35 Wed, 09-Jun :00 AM-6:00 PM Workshop people 30 people 35 people 35 people 35 people Page 4 of 10
5 2021 Wed, 09-Jun :00 AM-6:00 PM Workshop 80 Wed, 09-Jun :00 AM-6:00 PM Workshop 80 Wed, 09-Jun :00 AM-6:00 PM Workshop 90 Wed, 09-Jun :00 AM-6:00 PM Board of Directors 80 people 80 people 90 people Wed, 09-Jun :00 AM-10:30 AM AM Notes or Exceptions: set up, time and #ppl to be Wed, 09-Jun :00 PM-1:00 PM Notes or Exceptions: set up, time and #ppl to be Wed, 09-Jun :00 PM-5:00 PM Exhibit Room - Move In Setup Notes or Exceptions: 20-8' x 10' booths; 66 double sided poster boards (for 132 single posters on display at one time) plus 10 digital posters Wed, 09-Jun :00 PM-3:30 PM PM Notes or Exceptions: set up, time and #ppl to be Wed, 09-Jun :00 PM-10:00 PM Presidential Reception Reception Thu, 10-Jun-2021 Thu, 10-Jun-2021 Thu, 10-Jun-2021 Registration Area Registration & Storage Exhibit Room Exhibit Notes or Exceptions: 20-8' x 10' booths; 66 double sided poster boards (for 132 single posters on display at one time) plus 10 digital posters Thu, 10-Jun :00 AM-7:00 AM Healthy Choices Program Notes or Exceptions: Need one large, or two small, relatively quiet rooms/spaces for each of early morning Yoga and Guided Meditation Thu, 10-Jun :30 AM-8:30 AM 1st Time Attendees Orientation Notes or Exceptions: Large room set in combination of rounds and bistros for 300 ppl Thu, 10-Jun :00 AM-6:00 PM Employment & Media 25 people 8x10 10,000 Sq. Ft. 400 people 8x10 10,000 Sq. Ft. 300 people Page 5 of 10
6 2021 Thu, 10-Jun :00 AM-6:00 PM Plenary General Session Notes or Exceptions: Room to hold ppl Thu, 10-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: For 150+ ppl Thu, 10-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: for 150+ ppl Thu, 10-Jun :00 AM-6:00 PM Session 100 Thu, 10-Jun :00 AM-6:00 PM Session 100 Thu, 10-Jun :00 AM-6:00 PM Session 100 Thu, 10-Jun :00 AM-6:00 PM Session 100 Thu, 10-Jun :00 AM-6:00 PM Session 50 Thu, 10-Jun :00 AM-6:00 PM Session 50 Thu, 10-Jun :00 AM-6:00 PM Session 50 Thu, 10-Jun :00 AM-6:00 PM Session 50 Thu, 10-Jun :00 AM-6:00 PM Control Centre 5,000 Sq. Ft. / 500 people 1 1 Thu, 10-Jun :00 AM-6:00 PM Coms/Media Thu, 10-Jun :00 AM-6:00 PM Staff Working Room Thu, 10-Jun :00 AM-6:00 PM Production Room Thu, 10-Jun :00 AM-6:00 PM Room 10 Notes or Exceptions: Boardroom Thu, 10-Jun :00 AM-6:00 PM Room 24 Notes or Exceptions: for ppl Boardroom Thu, 10-Jun :00 PM-1:00 PM Plenary "Grab and Go" Notes or Exceptions: Bagged lunch Thu, 10-Jun :00 PM-7:00 PM Lecture General Session 10 people 24 people 400 people 200 people Page 6 of 10
7 2021 Fri, 11-Jun-2021 Fri, 11-Jun-2021 Fri, 11-Jun-2021 Fri, 11-Jun-2021 Registration Area Registration & Storage Exhibit Room Exhibit Notes or Exceptions: 20-8' x 10' booths; 66 double sided poster boards (for 132 single posters on display at one time) plus 10 digital posters Social Event (tbd) Notes or Exceptions: set up and timing to be Fri, 11-Jun :00 AM-7:00 AM Healthy Choices Program Notes or Exceptions: Need one large, or two small, relatively quiet rooms/spaces for each of early morning Yoga and Guided Meditation Fri, 11-Jun :00 AM-6:00 PM Employment & Media Fri, 11-Jun :00 AM-6:00 PM Plenary General Session Notes or Exceptions: Room to hold ppl Fri, 11-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: for 150+ ppl Fri, 11-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: for 150+ ppl Fri, 11-Jun :00 AM-6:00 PM Session 100 Fri, 11-Jun :00 AM-6:00 PM Session 100 Fri, 11-Jun :00 AM-6:00 PM Session 100 Fri, 11-Jun :00 AM-6:00 PM Session 100 Fri, 11-Jun :00 AM-6:00 PM Session 50 Fri, 11-Jun :00 AM-6:00 PM Session 50 Fri, 11-Jun :00 AM-6:00 PM Session 50 Fri, 11-Jun :00 AM-6:00 PM Session 50 8x10 10,000 Sq. Ft. 400 people 5,000 Sq. Ft. / 500 people 1 1 Page 7 of 10
8 2021 Fri, 11-Jun :00 AM-6:00 PM Control Centre Fri, 11-Jun :00 AM-6:00 PM Coms/Media Fri, 11-Jun :00 AM-6:00 PM Staff Working Room Fri, 11-Jun :00 AM-6:00 PM Production Room Fri, 11-Jun :00 AM-6:00 PM Room 10 Notes or Exceptions: Boardroom Fri, 11-Jun :00 AM-6:00 PM Room 24 Notes or Exceptions: for ppl Boardroom Fri, 11-Jun :00 PM-1:00 PM Plenary "Grab and Go" Notes or Exceptions: Bagged lunch Sat, 12-Jun-2021 Sat, 12-Jun-2021 Registration Area Registration & Storage Sat, 12-Jun :00 AM-4:00 PM Exhibit Room - Tear Down Teardown Notes or Exceptions: Booths & Poster Boards Sat, 12-Jun :00 AM-7:00 AM Healthy Choices Program Notes or Exceptions: Need one large, or two small, relatively quiet rooms/spaces for each of early morning Yoga and Guided Meditation Sat, 12-Jun :00 AM-6:00 PM Employment & Media Sat, 12-Jun :00 AM-6:00 PM Plenary General Session Notes or Exceptions: Room to hold ppl Sat, 12-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: for 150+ ppl Sat, 12-Jun :00 AM-6:00 PM Session 150 Notes or Exceptions: for 150+ ppl Sat, 12-Jun :00 AM-6:00 PM Session 100 Sat, 12-Jun :00 AM-6:00 PM Session 100 Sat, 12-Jun :00 AM-6:00 PM Session people 24 people 400 people 5,000 Sq. Ft. / 500 people 1 1 Page 8 of 10
9 2021 Sat, 12-Jun :00 AM-6:00 PM Session 100 Sat, 12-Jun :00 AM-6:00 PM Session 50 Sat, 12-Jun :00 AM-6:00 PM Session 50 Sat, 12-Jun :00 AM-6:00 PM Session 50 Sat, 12-Jun :00 AM-6:00 PM Session 50 Sat, 12-Jun :00 AM-6:00 PM Control Centre Sat, 12-Jun :00 AM-6:00 PM Coms/Media Sat, 12-Jun :00 AM-6:00 PM Staff Working Room Sat, 12-Jun :00 AM-6:00 PM Production Room Sat, 12-Jun :00 AM-6:00 PM Room 10 Notes or Exceptions: Boardroom Sat, 12-Jun :00 AM-6:00 PM Room 24 Notes or Exceptions: for ppl Boardroom Sun, 13-Jun :00 AM-8:00 AM fast (Board of Directors) fast Notes or Exceptions: Continental breakfast; Set up to be. Sun, 13-Jun :00 AM-8:00 AM fast (Practice Directorate) fast Notes or Exceptions: Continental breakfast; Set up to be. Sun, 13-Jun :00 AM-6:00 PM CPA Board of Directors Sun, 13-Jun :00 AM-6:00 PM Practice Directorate Sun, 13-Jun :00 AM-10:30 AM AM (Board of Directors) Sun, 13-Jun :00 AM-10:30 AM AM (Practice Directorate) Sun, 13-Jun :00 PM-1:00 PM Working (Board of Directors) Notes or Exceptions: Set up to be. 10 people 24 people 22 people 22 people 22 people Page 9 of 10
10 2021 Sun, 13-Jun :00 PM-1:00 PM Working (Practice Directorate) Notes or Exceptions: Set up to be. Sun, 13-Jun :00 PM-3:30 PM PM (Board of Directors) Sun, 13-Jun :00 PM-3:30 PM PM (Practice Directorate) Mon, 14-Jun-2021 Practice Directorate Notes or Exceptions: timing to be Mon, 14-Jun :00 AM-6:00 PM Committee 22 people 22 people 28 people 28 people A/V Needs Additional Information Every meeting room has a laptop, projector and screen Main stage is typical. Space Required: Plenary (5,000 sq ft) + Exhibits/Poster (10,000 sq ft) for a total of 15,000 sq. feet Wed. Workshops - currently have 8; could have up to 12; final # tbd Additional Questions 1. When were your last union negotiations? (Comment) (Required) 2. When were your last hotel renovations? Bedroom renovations? Please explain. (Comment) (Required) 3. Have you detailed any attrition for bedroom block and meeting space? (Comment) (Required) 4. Have you included the F&B minimum for this group? (Comment) 5. Are there any other groups in house over the event dates? Are any of them of similar nature to this event? Please explai (Comment) 6. Have you included the meeting space costs? (Comment) 7. Who is your onsite AV company? What is your patch fee? (Comment) (Required) Page 10 of 10
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