Eastern District Association
“AAHPERD – EDA Convention”
Group Contact: Irene Cucina
Street Address: PO Box 875 City/State: Plymouth, NH Zip: 03264
Phone: (603) 535-2517 Fax: (603) 535-2395 Email:
The newly renovated Hilton Stamford Hotel boasts marvelous upgrades and is pleased to be considered as the potential host hotel for the upcoming EDA Convention program. Located on in the New York metro-area on Connecticut’s famed, luxurious gold coast, the Hilton Stamford Hotel creates the ideal setting for productive Events and Conferences. Conveniently situated at First Stamford Place, the hotel is directly off of Interstate 95, walking distance to a major Train Station, a short drive from 3 major Airports and only 35 miles outside of the heart of New York City which is a 40 minute train ride from Broadway and all that New York has to offer. Near charming New England parks, museums, historical attractions, golf and spas, plus Stamford’s lively business district, an array of first class restaurants, quality shopping and entertainment, the Hilton Stamford is an ideal setting.
Hotel & Guest Room Amenities
The Hilton Stamford Hotel & Executive Meeting Center
One First Stamford Place Stamford, CT 06902
Tel 203-967-2222 Fax 203-964-0621 www.hiltonstamfordhotel.com
Complimentary Fitness Center
Heated Indoor Pool, & Jacuzzi
Outdoor Tennis Court
Restaurant & Bar with 24 Hour Room Service
Onsite Gift Shop Open Daily
Rewards for Frequent Travelers
Rewards for Event Planners
Bell Services during check-in & check-out
Covered Garage with Self & Valet Parking
Complimentary Shuttle Service
24 Hour Business Center
Dry Cleaning & Laundry Services
Over 45,000 square feet of flexible event space
The Outdoor Garden Pavilion Tent
Onsite Catering & Audiovisual Services
Personalized Event Planning Assistance
The Hilton Stamford Hotel & Executive Meeting Center
One First Stamford Place Stamford, CT 06902
Tel 203-967-2222 Fax 203-964-0621 www.hiltonstamfordhotel.com
Group Rooms & Rates
The below rates are subject to applicable tax, which is currently 12% per room, per night, and is subject to change. The rates offered apply to single or double occupancy. (1-2 guests per room) Guest Rooms cannot be held without a signed agreement.
Run of House2/14/2011* / 5
2/15/2011 / 25
2/16/2011 / 80
2/17/2011 / 180
2/18/2011 / 180
2/19/2011 / 80
Room / Single Rate / Double Rate
Run of House / $119.00 / $119.00
*Alternate Dates are February 21 – 26, 2011 or February 28 – March 5, 2011
CAPACITY CHARTMEETING ROOM
Room Dimension / Square Feet / Ceiling Height / Theatre Style / Classroom Style / Hollow Square / U-Shape / Conf / Banquet / Reception
Second Floor
Grand Ballroom - EXHIBITS / 128' x 80' / 10,240 / 18' / 1,200 / 575 / 250 / 180 / 160 / 950 / 1,500
Ballroom I / 43' x 80' / 3,440 / 18' / 400 / 185 / 76 / 62 / 52 / 300 / 450
Ballroom II / 42' x 80' / 3,360 / 18' / 400 / 185 / 76 / 62 / 52 / 300 / 450
Ballroom III / 43' x 80' / 3,440 / 18' / 400 / 185 / 76 / 62 / 52 / 300 / 450
Grand Foyer / 130' x 20' / 2,600 / 12' / − / − / − / − / − / − / 300
The Grove - MEALS / 80' x 58' / 4,640 / 12' / 500 / 250 / 130 / 100 / 80 / 420 / 500
Grove I / 48' x 58' / 2,784 / 12' / 300 / 170 / 70 / 60 / 44 / 240 / 300
Grove II / 32' x 58' / 1,856 / 12' / 200 / 90 / 60 / 50 / 38 / 175 / 200
Grove Foyer / 72' x 18' / 1,296 / 12' / − / − / − / − / − / − / 150
The Glen – GEN SESSION & B/O / 83' x 28' / 2,324 / 10' / 250 / 120 / 100 / 65 / 70 / 160 / 250
Glen I / 32' x 28' / 896 / 10' / 75 / 45 / 40 / 25 / 28 / 60 / 100
Glen II / 25' x 28' / 700 / 10' / 65 / 36 / 35 / 20 / 20 / 48 / 75
Glen III / 26' x 28' / 728 / 10' / 65 / 36 / 35 / 25 / 20 / 48 / 75
Aspen - B/O / 60' x 28' / 1,680 / 10' / 150 / 90 / 75 / 60 / 60 / 108 / 180
Aspen I / 40' x 28' / 1,120 / 10' / 100 / 60 / 50 / 40 / 40 / 72 / 120
Aspen II / 20' x 28' / 560 / 10' / 50 / 30 / 25 / 20 / 20 / 36 / 60
Elm – B/O / 36' x 28' / 1,008 / 10' / 100 / 50 / 40 / 30 / 32 / 72 / 80
Elm I / 18' x 28' / 504 / 10' / 45 / 20 / 20 / 15 / 20 / 30 / 40
Elm II / 18' x 28' / 504 / 10' / 45 / 20 / 20 / 15 / 20 / 30 / 40
Meeting & Event Accommodations
Above you will find the meeting room specifications and below please see the tentative meeting agenda for AAHPERD. A complete list of meeting room space including the Executive Meeting Center (EMC) and layout is attached. Meeting room rentals are complimentary based on a minimum food and beverage contribution of $50,000; subject to 22% service charge and 6% sales tax.
Agenda
Monday 4PM – midnight 1 meeting rooms - space for 6 people Linden Boardroom
Tuesday all day 2 meeting rooms - space for 25 each Glen II & III
Secure Convention Headquarters Charter Oak Boardroom
Registration Area setting-up Pre-function Space
Wednesday 24 hrs 2 meeting rooms - space for 25 each Glen II & III
Exhibit setting-up Grand Ballroom I & II
General session - space for 200 Grove Ballroom
Six (6) breakouts - space for 50-75 each Glen, Aspen, Elm + EMC
Dance area with dance floor Grove Ballroom or Labyrinth
Evening Executive Board dinner -20 Private Dining Room
Evening event - space for 300 Grand Ballroom III
Thursday 24 hrs 2 meeting rooms - space for 25 each Glen II & III
Exhibit area Grand Ballroom I & II
General session - space for 200 Grove Ballroom
6 - 8 breakouts - space for 50-75 each Glen, Aspen, Elm + EMC: Cove & Springdale
Dance area with dance floor Grove Ballroom or Labyrinth
Evening event - space for 300 Grand Ballroom III
Friday 24 hrs same as Thursday
Saturday 24 hrs 2 meeting rooms – space of 25 each Glen II & III
Exhibit area - breakdown at 1:00 Grand Ballroom I & II
General session area - space for 150 Grove Ballroom
8-10 Breakouts - space for 50-75 each Break-outs + EMC: Cove & Springdale
Dance area with floor Grove Ballroom or Labyrinth
Evening Banquet Dinner - space for 200 Grand Ballroom III
Sunday 8 am – 5 pm Meeting space for 25 Glen II & III
8 am – Noon 2 meeting spaces for 25 each Aspen I & II
EXHIBITS: Space for 40-50 booths 8x10 Grand Ballroom I & II + Pre-function Space or full Grand Ballroom if evening events will be held in exhibit area or General Session area in the Grove Ballroom.
Concessions
· One complimentary room per 40
· One complimentary Presidential Suite plus connecting room
· Three (3) upgrades to Executive King Suites
· Group rate available two (2) days per and post event
· Complimentary office and storage space
· Complimentary meeting room rental as indicated above
· Hilton Honors Points
· Discounted parking rates
Checklist
1. Hotel available for the period February 21 thru March 31? Yes
2. Will all members of EDA be housed without discrimination? Yes
3. Are there any other groups using your hotel for a convention on the available dates you have indicated? No
4. Is there adequate space for 40-50 exhibit booths? (approximately (8 x 10) Yes; Grand Ballroom I & II + Pre-function Space or full Grand Ballroom if evening events will be held in exhibit area or General Session area in the Grove Ballroom.
5. Is there adequate space for registration in the exhibit area or immediately adjacent to it? Yes
6. How close are the meeting rooms to the exhibit areas? (Please include diagram. if available.) All meeting space is concurrent and every meeting room has dedicated pre-function area. Diagram is attached.
7. Are all the meeting rooms on the same floor as the exhibit area? Yes
8. Will the exhibit area be available the entire day preceding the opening session? Yes
9. Is there a charge for the use of the exhibit area? If yes, please explain. What is provided? i.e. table, chairs, drapes, electrical outlets, carpeting. No charge; Tables, chairs, carpet and basic electric is provided
10. Regarding Room Rates:
Most of our members will select double rooms (twin or double-double). Some (a few) will select single rooms. Please state the current rate you would quote for a convention such as ours now and explain if and how you would make adjustments for our 2009 or 2010 Convention? Rates quoted above apply for single, double, triple or quad rooms.
11. Number of sleeping rooms available for our convention? Up to 450 rooms on Friday and Saturday.
12. Are there reasonably priced eating places in the hotel or in the immediate vicinity? (Include a brief description, if available). Yes; please see Stamford Area Resources attached for additional dining options downtown.
13. Will all meeting rooms be available for the opening day, if desired? Yes
14. Will adequate facilities be available for pre-convention meetings? Yes
15. Meeting rooms (minimum requirement)
A. Ballroom seating at least 400 Yes
B. Two rooms seating 100-200 Yes
C. Eight rooms seating 75 - 100 Yes: Six rooms plus Grove Ballroom
D. Availability of wooden dance floor for Dance Workshops Yes
E. Area suitable for participation clinics. i.e. dance, athletic activities Yes
F. Technology room seating for 50 Yes
G. Rooms for press headquarters and convention headquarters Yes
H. Is there an area that could be used for educational exhibits? Yes
I. Is the lighting adequate in all rooms, especially the exhibit area?
J. Is the ventilation adequate? Yes
K. Is there air conditioning available, if needed? Yes
L. Are folding doors used to divide meeting room? Yes Are they sound proof? Yes
M. Can the exhibit area be secured during the night? Yes
N. Are microphones available as needed in larger meeting spaces? Yes through AV rental at an additional charge. Actual pricing for February 2011 to be determined.
0. Is there a charge for microphones? If so - what is the charge? Yes- current pricing for Podium Microphone w/2 Powered Speaker Sound System: $250/Day
· Podium Microphone
· 2 Powered Speakers
· 2 Speaker Stands
· All necessary cabling
P. Are podiums available when requested? Yes
Q. Is there a charge for podiums? If so - what is the charge? Yes
R. What is the size of the total meeting area? Sq. Ft. 45,000 square feet plus pre-function space
S. Please indicate flexibility in configuration of meeting rooms in relation to exhibit area, ballroom, etc. Grand Ballroom divides into 3 sections; Grove Ballroom divides into 2 sections.
16. Will all charges for meeting space be waived? Yes
17. Are all facilities available for the entire convention (i.e. any conflict with other business meetings, exhibits or social gatherings)? Yes, EDA will be primary meeting on property during the convention dates
18. What labor services and equipment are provided by the hotel (i.e. breakdown and set-up of rooms, podiums, AV screens, etc.)? Standard service provided
19. Will sufficient labor be provided for good service? Yes
20. What union regulations are there that would effect the proper operation of the convention? Not applicable
21. Is there sufficient elevator service to handle traffic between meetings? Yes. Elevators and escalators are available, but all meeting space is located on one floor which will prevent elevator delays
22. Is there adequate space for social functions (i.e. square dance. etc.)? Yes
23. Are there accommodations for private group breakfasts and/or luncheons? Yes
24. Can a major banquet (200) be conducted? If so, what area is proposed? Yes, Grove Ballroom I
25. How many complimentary rooms would be made available for the duration of the convention? (For Executive Board Members and key convention workers.) Three
26. Will a suite, including a parlor large enough for hospitality, be available on a complimentary basis for our President? Yes
27. Does your hotel have a fee for parking? if so, can this fee be waived for members of our group registered at the hotel? Yes, but discounted parking rates of 50% off are available.
Registered at the convention but not registered at the hotel? Yes
28. Does your hotel have a charge for (local or credit card) phone calls? Yes If so, can this fee be waived for our group? No
29. Is the hotel covered for loss by theft of exhibit materials? Yes
30. Are there charges for police and firemen? Yes if private service is requested
31. Are there any hidden costs such as charges for removing trash or cleaning public bathrooms? No