Site Recommendations for Bidders

  • Conference must be scheduled on or around New Year’s weekend.
  • It is best if we have run of the house where no other events will be taking place at the same time as our conference at the hotel.
  • Theater style seating for around 1000: Friday night from 7pm – 10pm with a dance after, Saturday night from 7pm – 10pm with a dance after, and Sunday morning around 10am until noon.
  • 2 breakout rooms for 24 hour marathon meetings starting on Friday afternoon and ending around noon on Sunday. Theater style seating for around 200 people in each.
  • 1 breakout room for hospitality. 5-6 rounds set up for seating.
  • 24 hour coffee priced at a flat rate is best. We usually have a flat rate for coffee with complimentary meeting space, provided that we meet 80% of our room block.
  • A guest room block of 150 rooms Friday, and 150 rooms Saturday. The room rate should be available two nights before and two nights after the event.
  • The group room rate should be available throughout the conference weekend. We have many walk in attendees.
  • The room rate should include single, double, triple and quad occupancy.
  • The main meeting room is usually split into two rooms throughout the day on Saturday for other meetings.
  • Space for several tables for registration and information for other conferences at or near the main entrance/gathering area.
  • Storage space for the committee throughout the weekend including access to a safe deposit box for cash on hand.
  • A room to hold an open mic, or other activities during the dances if possible.
  • All prices except guest room rates to be inclusive of tax and gratuity.
  • We must be able to pay the remainder of our bill (after deposit) on Saturday evening or Sunday morning as most of out attendees are walk-ins and their registrations are what we use to pay the bills. This is how we have operated for the past 21 years with no problems. We have hotel references from the past 3 years available upon request.