Date Submitted (DD/MM/YYYY): 21/06/2023

Meeting Information

Meeting Name

TBD- Motile and Contractile Systems topic

Type of Meeting/Conference

Scientific Meeting

Preferred Conference Plan

Complete Meeting Package (CMP)

Approximate Number of Attendees

200

Meeting Start Date

June 2025- TBD

Meeting Duration – Days

4 days (evening, full, full, morning)

Alternative Start Date(s)

June 2025- rotation may be flexible

My dates are flexible

Yes

Guest Room Information

Will you need overnight guest rooms?

Yes

Number of Guest Rooms on Peak Night(s)

160

Additional Comments or Questions

Meeting Goal / Vision

Meeting for 150-200 people
Need 125 to 160 sleeping rooms (some will be doubles) that attendees can book on their own
We need three spaces:
1. Meeting room that seats 225-250 Theater-style with A/V (screen and projector) along with a stage and lectern.
2. Networking Room/Breaks/Meals Room for 200 set banquet style- If there is a dining hall at your facility that we can use for this, we will consider that as well.
3. Room for approximately 60 double-sided poster boards that are 4’x6’ and spaced 10 feet apart. This would mean approximately a rectangular room that is about 5,500 to 6,000 sq ft.
Room #3 could be combined with Room #1 (poster boards in back of room behind theater seating) or combined with Room #2 (roundtables on one side and posters on the other) if a room large enough to accommodate that exists at your conference center.
Can you please let us know the approximate per night room rate for single/double occupancy for June 2025 (can be a range since exact dates are not yet determined and rotation may be flexible)
The meeting that is being discussed (but could change) would be the following:
Day #1- Arrival Afternoon, Evening Keynote followed by dinner reception (or buffet dinner)
Day #2- Activities all day beginning with breakfast through dinner and then evening poster session
Day #3- Same as day #2
Day #4- Morning session and closing keynote, ends by noon and then departures
We would like to find out the cost of full meals each day for attendees and how that works at your center. Do you have daily rate, or is it just ordered directly through catering? Can you provide sample menus or any other information regarding pricing for this?
What are the F&B minimums and/or room rentals for each of the spaces and can it be cumulative across all spaces (we only have one space that would have F&B most likely)?
Who is the in-house A/V provider and what are the rates for a large 16:9 screen and high quality projector (since the slides will have intricate images on them) and microphones for a meeting as listed above. No A/V is needed at the evening events on day #2 or #3.
Lastly, do you have outdoor space and is it covered or uncovered where an evening or lunchtime event could be held?
Thank you so much for your time.
Sincerely,
Alison Harris
Director of Meetings

Additional Information

I do not have a formal RFP. I am trying to source this meeting so we can put together a budget. If we run this meeting, it would be a multi-year event (every odd year for at least 2-3 years) at the same destination.

This meeting is currently in development and approval stages and is not a confirmed event.