REQUEST FOR PROPOSAL
Purpose of meeting
The purpose of this meeting/conference is to give employee’s an opportunity to bind together as a team, network as friends and business partnerships, meet face to face with all our lender partners and foremost to celebrate the achievements and success’s of Choice Home Loans staff. With an aim to allow our staff to voice and discuss future economic issues. The conference will form platform requirements for Choice to succeed and develop into the future. Ironically it is Choice’s 10 year anniversary since forming a business partnership with Challenger Financial Services. Furthermore with a friendly competitive culture at Choice another aim of our conference is to refresh and instil team values and re-invent our product to evolve with the volatile economic conditions in which we work and hyper evolve amongst. As always, our goal is to come together to share ideas and celebrate partnerships in an enjoyable environment whilst continuing on our theme for 2008 and beyond which is The Next Frontier. It is an exciting time within our industry and one full of many potential hazards and economic down falls that will recreate business opportunities that as a team we should explore together.
Meeting Structure
The entire programme lasts for 4 days. Included will be hands on workshops, followed by 4 days of conference plenary intermingled with tutorials and specialist parallel streams. The plenary include the meeting of CEO’s, networking with other members and an Operators Forum. Closing off the Choice conference is the awards ceremony. The Choice Management Committee expects that the first workshop day will be on a Wednesday and that the conference will close off on Saturday. Variations are possible, of course, by negotiation with the Choice Home Loans Management Committee. In detail, there are 7 distinct parts to the structure of events during the conference. The structure may vary from year to year, depending on local requirements. These include workshops, tutorials, plenary conference, member meeting, as well as several side events Choice may wish to host.
Company Details
Company Name – Choice Home Loans
Address - Level 1, 250 Charman Rd
Cheltenham VIC 3192
Company Telephone – 1800 188 288
Company Fax – (07) 55 678 956
Company Email –
Company Website –
Personal Details
Title - Mr
Name – Brendan O'Donnell
Direct Telephone – 0422 645 567
Direct Email –
Position Title – Chief Executive Officer
Meeting name The next Frontier Choice Home Loans Annual
Conference
Dates Commencing – 11am Wednesday 29th October
Concluding – 4pm Saturday 1st November
Number of attendees
There are 40 top performing delegates attending the four day experience that will be chosen from our 1250 consultants throughout Australia. These 30 people chosen are the top achievers for the year 2007- 2008. There will also be six CEO’s from each Brisbane, Sydney, Melbourne, Hobart, Perth and regional Australia offices from the company escorting the attendees throughout the conference.
Budget
Total budget for conference is $150, 000 all inclusive. All airfares non-inclusive (to be purchased by attendees at our flying partner Virgin Blue, at supporters prices). Please note: leftover surplus will be equally reimbursed to each attendee for flights after conference and planners are paid for.
Accommodation Facilities
Delegates attending the Choice Home Loans conference will need: Wireless internet, conference centre, DVD player in each room, mini-bar, single bedroom stay, be in close proximity to each other, VIP recognition, wireless internet facilities, long distance telephone access, laptop safes, Television, air-conditioning and upgrades, dry cleaning facilities, fitness centre, recreational activities area, buggy access and daily fruit platters.
Accommodation requirements
26 rooms all inclusive of meals
Accommodation special requirements
- Where possible, we ask that the delegate’s rooms be located close to one another.
- Wireless internet facility
- Water in each mini bar
- Daily fruit platters in afternoon
- A preferred Rooming List for the 3 nights can be found in Appendix 1
Meeting room requirements
Wednesday requires:
Reception Venue
Conference room
Theatre
Thursday requires:
Conference Centre
Conference room
Friday requires:
Conference Centre
Reception venue
Saturday requires:
Conference Centre
Reception venue
Special Room Requirements for Dinners (all meals served by 8pm)
Wednesday night dinner room requirement:
- Room decorations (Chair Covers, Table Runners, etc)
Thursday night dinner room requirement:
- Room decorations (Chair Covers, Table Runners, etc)
Friday night dinner room requirement:
- Room decorations (Chair Covers, Table Runners, etc)
- Area set aside for band (green room)
Deposit deadline
Deposit of 20% must be submitted 3months prior to the date of conference. A proposal to host Choice’s Next Frontier Convention must be submitted at least 4 months before the proposed conference date. This allows for the clarification period and site visit to be made by Choice Home Loans CEO.
Is that date flexible?
Yes
Channel of receiving the RFP response –
Fax and email
Submitting RFP Responses–
Proposals to host the Next Frontier conference should be sent via email or fax (07) 55 678 956. Proposals should be submitted in Microsoft Office or Adope PDF. The attached Request for Proposals provides an opportunity to host the Next Frontier conference and we look forward to answering any remaining questions that you might have and to reading your proposal in due course.
NOTICE OF INTENT TO SUBMIT A PROPOSAL – Choice Home Loans Next Frontier Conference
A. Submission of this form with signature will confirm your intent
_________ to submit a Proposal
________ not to submit a Proposal
B. Do you want to be contacted for future Requests for Proposals?
____Yes ____No
C. If you respond with a “not to submit a Proposal”, please write a brief reason(s) below.
Vendor Name:
Contact Person:
Title:
Email Address:
Signed:
Date:
Thank you for your interest in hosting The Next Frontier.
DISCLAIMER
This Request for Proposal Document (RFP Document) contains brief information about the Choice Home Loans conference, qualification requirements and the selection process for the successful applicant. The purpose of this RFP Document is to provide applicants with information to assist the formulation of their bid application.
Confidentiality
This RFP or any part thereof, and all copies thereof must be returned to the Choice Home Loans upon request. It is understood that this RFP is confidential and proprietary to Choice Home Loans, contains privileged information, part of which may be copyrighted, and is communicated to and received by proposers on the condition that no part thereof, or any information concerning it may be copied, exhibited, or furnished to others without the prior written consent of Choice Home Loans, except that the proposer may exhibit the specifications to prospective sub-contractors for the sole purpose of obtaining Proposals from them in relation to the RFP. Notwithstanding the other provisions of the RFP, proposers will be bound by the contents of this paragraph whether or not they submit a Proposal or respond in any other way to this RFP.
LETTER OF RESPONSE
Hyatt Regency Sanctuary Cove
Manor Circle Sanctuary Cove Resort,
Gold Coast, Queensland, Australia 4212
Tel: 1800 188 288
Fax: +61 7 55 678 956
Date: 2nd June 2008
Mr. Brendan O'Donnell
Choice Home Loans
Level 1, 250 Charman
Cheltenham VIC 3192
RE: Response to Request for Conference.
Dear Mr. Brendan O’Donnell:
We are responding to your request for proposal for the next Frontier Choice Home Loans Annual Conference on the 29th October to 1st November 2008.
Delegates attending the Choice Home Loans conference will stay at The Hyatt Regency Sanctuary Cove. This venue offers a wonderful range of services and enjoyment. Set in the heart of Sanctuary Cove, Australia's most exclusive 1000 acre fully integrated resort is surrounded by superior conference business centre, sporting and recreational facilities. The resort consists of The Great House, with its colonial architecture and rustic furnishings, five secluded low-rise accommodation courts. Superb conference, sporting and recreation facilities include conference room suitable to fit 500 people, wireless internet, movie theatre suitable for conference calling, two international golf courses, state of the art recreation club, world class shopping village and restaurants, and a 330 berth marina. Sanctuary Cove is the perfect place to experience a conference, offering a world of convenience, comfort, style, luxury and diversion.
Accommodation offer
- 20 x two bedroom suites (top performers)
- 6 x lagoon view rooms (Ceo’s)
All rooms provide
- Balcony
- Golf buggy per room
- Enhanced work desk lighting
- Hairdryer
- 24-hour room service
- Tea & coffee making facilities
- Cable/satellite TV channels
- AM/FM clock radio
- Individual heat control
- Safe deposit boxes at reception
- Maximum guests per room: 2
- Minibar
- Video on demand
- High-speed wireless Internet access
- Individual air conditioning control
- 24-hour concierge
- Morning newspaper
Special room for dinner
We would like to provide The Cove Café for Wednesday night, The Fireplace Restaurant for Thursday night, and Function Room for Friday night.
Wednesday Night
Thursday Night
Friday Night
Meeting Planner
The conference will be organized and conducted by the Sanctuary Cove Event Management Company. For further enquiries please contact or direct on 0422 345 678.
Budget Breakdown (see appendix 1 for full details)
This section presents the proposed budget for hosting the Choice Home Loans. It also highlights how any surplus revenues, losses, tax and insurance issues will be handled by the host organisation(s). The local host should explain how any Choice Home Loans surplus would be used.
Meeting room offer (see appendix 2 for full schedule)
We have booked all meeting rooms you required, however the wedding will be on Friday after noon at the Grange reception. We can provide The Village Theatre or The Woolshed Conference Centre instead if you wish.
This is the booking room list for your conference.
Wednesday: 12:00noon – 2:00pm, The Village Theatre
5:00pm – 7:00pm, The Woolshed Conference Centre
Thursday: 9:00am – 12:00noon, The Woolshed Centre
3:00am – 5:00am, The Grange Reception
Friday: 9:00am – 12:00noon, The Grange Reception
3:00pm – 5:00pm, The Village Theatre or The Woolshed Centre
Saturday: 9:00am – 12:00noon, The Woolshed Conference Centre
Wednesday
The Village Theatre
The Woolshed Conference Centre
Thursday
The Woolshed
The Grange
Friday
The Grange Reception
The Grange Reception
Saturday
The Woolshed Conference Centre
Letter of offer/Contract
Hyatt Regency Sanctuary Cove
Manor Circle Sanctuary Cove Resort,
Gold Coast, Queensland, Australia 4212
Tel: 1800 188 288
Fax: +61 7 55 678 956
Organisation Name: Choice Home Loans
Function Name: The Next Frontier Conference
Address: Level 1, 250 Charman Rd Cheltenham VIC 3192
Contact person: Brendan O’Donnell
Phone: 0422 645 567
Convention start: 29th October 2008
End: 1st November 2008
Arrival date: 29th October 2008
Departure Date: 1st November 2008
Approx Arrival Time: 10am
Departure Time: 8pm
Number of attendents: 46
First Meal: Lunch- 29th October 2008
Last Meal: Lunch- 1st November 2008
Terms and conditions policy
Food and Beverage arrangements
This contract is for 4 days and 6 buffet meals at the cost of $30 per person per meal, with 5 coffee breaks of $5 per person per day and dinner consisting of 3 evening buffet meals at $50 per person.
Cut off date
The Hyatt Regency and Choice Home Loans will agree to a cut off date for the reservation of the Conference centre to be the 29th of July 2008. Reservations made after that date will result in extra charges for the Federation.
Final programs
Expected attendance figures and functions are required by the Hyatt Conference Centre, three months in advance of the meeting date. Thereafter, the centre may release space not committed to use by the group after a notice of intent to release space is provided to the group.
Meeting space requirements
The Hyatt will provide a Convention centre, large theatre room and meeting rooms. The internet will be available in all apartments and meeting/ convention spaces.
Payment and Deposit
As consideration of the Convention facilities, equipment and related services Choice Home Loans agrees to pay the Hyatt Regency 20% deposit. This amount is to be paid three months in advance of facility usage. A refundable damage deposit of $10,000 is also required. Payment of all costs shall be made by VISA or MASTER credit cards or by a cheque payable to the Hyatt Regency.
Damages
Choice Home Loans will agree to pay for any damages caused towards the Convention Centre (beyond that of normal wear and tear) caused by any of the attending parties.
Insurance
The facility and the Hyatt should agree that each will carry adequate liability and other insurance to protect against any claims arising from any activities conducted in the facility during the conference.
Liability
Choice Home Loans will take full responsibility for its members and guests for any accidents or personal injury or property damages by or to a guest within the Sanctuary Cove precinct during the periods 29th October till 1st November 2008.
Cancellation
It is understood that the conference can be cancelled with a written notice up to 365 days prior to the conference without any liabilities. Cancellations 90 days prior to the first day of the conference will result in the loss of deposit only. If cancellation notice is less than 90 days, Polymer agrees to pay the guaranteed minimum of $ 20,000.
Cancellation due to uncontrollable events.
These are events due to the acts of God, war, government regulation, disaster, strikes, civil disorder, curtailment of transportation facilities, or other emergency making it inadvisable, illegal, or impossible to perform their obligations under this agreement. Either party may cancel this agreement for any one or more of such reasons upon written notice to the other party.
Smoking
Smoking or the use of fireworks, flammable warming devices and dangerous substances is prohibited in the Hyatt . Failure to comply will result in a strict penalty.
Alterations
No alterations to be made to the facilities without prior approval and arrangement with the Convention Co-ordinator.
We, Choice Home Loans agree/disagree with the terms and conditions presented by the Cairns convention centre. We have agreed/disagreed to pay the 20% deposit to the Hyatt Convention Centre by 29th July 2008 (Cross out the inapplicable)
This contract is binding when a copy bearing the required signatures has been sent to Choice Home Loans.
By Convention Centre
Acceptance__________________________
By Federation
Acceptance ____________________________
(Signature required) (Signature required)
Name of representative Name of representative
Title Title
Date_______________________________
Date_________________________________
JUSTIFICATION
Research and further studies of previous Choice Home Loans Conferences have resulted in evidence suggesting the conference should remain and be held annually. The chosen site at the Hyatt Regency Sanctuary Cove satisfies all needs for a successful conference. Moreover the convenience and excitement of having access to golf buggies to travel to meetings and recreational facilities is exceptionally convenient and unique. Furthermore the conveniences of having all meeting, recreational, dining and relaxation facilities in the one compound are second to none. Based on previous conferences it is also evident the attendees would like spare time each and every day of the conference to indulge in recreational and relaxation activities. Relaxation, recuperation and physical activity in a new surrounding have been found to help with motivation, enjoyment and learning at previous conferences. Conference venues have more recently taken positive steps and approaches to maximizing education, fun, relaxation and meetings (Astroff, 1995). Clearly the site encompasses all activity traits required resulting in what should be a memorable experience. Through research it is evident shorter, more dynamic meeting sessions are more effective in information retention (Astroff, 1995). This conference structure will enable more quality retention of information due to its short and sharp meeting structure, a relaxing experience and will endeavor to attract repeat customers. The Hyatt’s registration process will ensure an easy sign in and kick start the conference in an enjoyable, well structured way. The website enables attendees to ask for further information regarding the conference, the site, the Gold Coast and its attractions. Furthermore the Hyatt’s event management company has an immaculate reputation ensuring an enjoyable experience to be had at this year’s conference. The Hyatt Regency conference facilities are innovative, flexible and practical internally and externally
REFERENCES
Astroff, M.T (1995). Convention Sales and Services. Cranbury New Jersey: Waterbury Press.
Choice conference Retrieved October 16, 2008, Web site: www.choiceconference.com.au/2008/sponsor.php
APPENDIX
1.
TOP PERFORMERS CEO MEETING ROOM BUDGET TO TAL
ROOM RATES P/N ROOM RATES P/N PER DAY PER PERSON
*all inclusive of meals, refreshments. *not inclusive of all activities outside of scheduled leisure time
2.
Wednesday
The Village Theatre
The Woolshed Conference Centre
Thursday
The Woolshed
The Grange
Friday
The Grange Reception
The Grange Reception
Saturday
The Woolshed Conference Centre
