National Conference for Catechetical Leadership

National Conference for Catechetical Leadership

NCCL – Request for Proposal for May 2017 Meeting Nov 2016 Rep Council Meeting

This Request for Proposal was prepared for NCCL by:

Terry Wessels
T.M. Enterprises, A Conference Management Company
7431 E. State St #182 Rockford IL 61108
P: 815-332-7084 F: 815-332-3476

Client information and contract signer:

National Conference for Catechetical Leadership

415 Michigan Avenue, Suite #110| Washington, DC 20017

202-756-5512 | 202-756-5519 (fax) |

Organization website:

Conference website: T.M Enterprises website

Location of the 2016 Conference: May 23-26, 2016 - Hyatt Regency Jacksonville-Riverfront, Jacksonville, FL

Location of the 2015 Conference: May 18-21, 2015 - Hyatt Regency Buffalo/ Hotel Buffalo Convention Center, Buffalo, NY
Location of the 2014 Conference: May 19-22, 2014 – Renaissance Hotel, St. Louis, MO

Location of the 2013 Conference: May 19-23, 2013 – Renaissance Hotel, Cleveland, OH

Location of the 2012 Conference: May 6-10, 2012 – Town and Country Resort Hotel, San Diego, CA

Overview and Concessions requested for 2017

Approximately 70-75% of the participants at this conference fly to this event so the proximity to airport and free or low cost shuttle service is an important piece of our total picture. We would like to have all bid proposals received by no later than December 1, 2015 if possible.

Note: an important factor in considering any site location for the NCCL Annual Conference, is determining if there will be local support for the conference from the hosting Diocese(s). The conference does try to move around the country from East, Midwest, South and West when it’s economically feasible to do so.

Looking for a site in the Western U.S. potential focus is on San Francisco, San Jose, Portland, Seattle, Denver or Phoenix, with the potential for TX sites as a alternate possibility.
Dates open for consideration:
May 21-25, 2017
May 7-11, 2017

Must be at least 2 weeks after Easter, Must not be over Mother’s Day or over Memorial Day

Need to have space to host the Nov 2016 Representative Council Meetings (see details below in turquoise hightlight)

With a room block of up to 1500-1700 sleeping rooms (about 350-400 on peak) at $99- $119/per room
Contract to allow an 75% attrition rate
10% commission on rooms
1/40 comp rooms to the master
(2) comp 2 bedroom suite for 7 days of the conference. One for the Executive Director to entertain and one as a room that can be used for work
(12) Upgrades made available
(12) Staff rooms available for duration of the conference at 50% of the group rate
3 planning meetings with comp rooms totaling 36 comp room nights for: (6) room/night for 2 nights
Complimentary parking for local volunteers at the conference registration desk, not for attending the conference.
Complimentary parking for overnight guest that have cars
F & B budget based on $50,000 inclusive with service fee, event is a 501c3 and may be tax exempt . With a 10% rebate on total cost of the food ordered by the host and the affiliated publishers who sponsor various food events for the event to be credited to the master account.
Complimentary podium, head table, and small table suitable for an LCD projector for each room
Piano provided at no charge for duration of the conference, complimentary tuning
Complimentary Internet in the guest rooms
Complimentary Internet lines for all the meeting rooms and offices needed for the conference. Band width to be verified.
Due to the nature of this event including (Catholic Mass and prayer services) the conference will want to reserve the right to use an outside A/V company to meet the needs of the event at no additional charge for this event’s needs.
Complimentary meeting room space for:

oGeneral Meeting room for 700-800 (set at banquet tables with a stage of at least 24 x 30)

owith approximately 10-12 breakout rooms to seat between 75-200+
owith up to 6 additional rooms to be used as follows: offices, storage, daily mass/meditation room

oan exhibit hall that could house up to (75-80) 8 x 10 exhibit booths

Ideally the exhibit space will be very close to the main ballroom space.

This is an annual conference and business meetings for The National Conference for Catechetical Leadership (NCCL).

It’s attendees include but are not limited to: • adult faith formation directors • academic members • corporate & publishing partners • diocesan directors and staff • parish catechetical leaders • students

Our company specializes in event planning for Catholic Conference throughout the country. The 2014 NCCL Conference will be at the Renaissance hotel in St Louis, MO. Conference history for 2013 and previous years is shown below.

Potential Schedule

Weassume that the main conference events will start on Sunday evening and conclude on Thursday by noon.

Here is a link to the brochure from the 2013 Conference

Here is a link to the program book from the 2013 Conference:
It is important to note that the NCCL conference will have several affiliated groups begin meeting on Friday before the conference and there is usually a post conference meeting as well. Here is a link to the Master Schedule that shows all the events for the conference:

Below is a copy of the 2015 schedule, we may or may not have a similar format.

Conference begins: Monday, May 17, 2015

Conference concludes: Thursday, May 21, 2015

Pre-conference events: Sunday, May 17, 2015

Post-conference events: Thursday, May 21, 2015
Exhibits: Tuesday, May 19, 2015 • Wednesday, May 20, 2015

Saturday, May 16
2:30 pm - 5:00 pm / Registration open
2:00 pm - 5:30 pm / NCCL Board meeting
5:45 pm - 9:00 pm / Dinner – Board & 2015 committee
9:00 pm - 10:00 pm / Registration open
Sunday, May 17 / Pre-conference Events
8:00 am - 10:30 am / Board meeting
7:45 am - 4:45 pm / Registration open
8:00 am - 8:30 am / FCH Welcome and Breakfast
8:30 am - 4:15 pm / FCH meeting
9:30 am - 3:30 pm / Tour of Niagara Falls
10:40 am - 11:00 am / Rep Council orientation
11:00 am - 4:30 pm / Rep Council lunch and meeting
5:00 pm / Sunday Eucharist
6:00 pm - 9:00 pm / Registration open
8:30 pm - 11:00 pm / RCL Benziger Welcome with refreshments
Monday, May 18 / Event
7:30 am - 8:00 am / Daily Mass
8:00 am - 6:00 pm / Registration
8:10 am - 8:50 am / First-time attendees meeting
9:00 am - 11:00 am / Conference Opening with Dr. Tim Hogan
11:15 am - 12:50 pm / NCCL Business Mtg & Presentation of Slates
1:00 pm - 1:50 pm / OSV Lunch
2:00 pm - 4:30 pm / Forums Meetings
4:45 pm - 5:45 pm / Province meetings
6:00 pm - 7:15 pm / Publisher Round Robin (new showcase format)
7:15 pm - 9:00 pm / FCH reception - RCL
7:30 pm – 9:00 pm / Facilitated Conversation on Cat. in Rural Areas
8:00 pm - 9:15 pm / Young Adults in Ministry Gathering - sponsored by Charis Ministries
9:15 pm - 10:15 pm / Taize prayer led by David Haas
Tuesday, May 19 / Event
7:30 am - 8:30 am / Eastern Rite Liturgy
8:00 am - 6:00 pm / Registration
8:00 am – 9:15 am / Exhibits open
9:15 am – 11:15 am / General Session with Bro. Mickey McGrath and Jerry Galipeau
11:15 am - 5:30 pm / Exhibits open
11:40 am - 12:40 pm / Quick Fire 2014: Rapid Resources
12:45 pm - 2:00 pm / Diocesan Directors Luncheon (Loyola)
2:15 pm - 5:15 pm / Diocesan Orientation for new / nearly new DCLs
2:15 pm - 3:30 pm / Learning Sessions 100s
4:00 pm - 5:15 pm / Learning Sessions 200s
6:00 pm - 6:45 pm / Strong Catholic Families
6:30 pm - 6:50 pm / Rosary
7:00 pm - 10:00 pm / Sadlier Event
9:00 pm - on / 4th Annual NCCL Tweet-Up
Wed., May 20 / Event
7:30 am - 8:00 am / Morning Prayer led by David Haas
8:00 am - 9:15 am / Exhibits open
8:00 am – 9:00 am / Committee meetings
9:15 am – 11:00 am / General Session with Bishop Richard Malone
11:00 am - 12:30 pm / Exhibits open
11:15 am - 12:30 pm / Learning Sessions 300s
12:45 pm - 2:15 pm / Awards Luncheon
2:15 pm - 3:45 pm / Exhibits open final time, some prize drawings 2:30pm
2:45 pm - 3:30 pm / Business Meeting: includes USCCB reports
4:00 pm - 5:15 pm / Learning Sessions 400s
5:30 pm - 6:45 pm / Mass, Archbishop Blair
7:00 pm - 9:00 pm / FCH meeting & elections / Sadlier
8:45 pm - 10:15 pm / David Haas concert
Thurs, May 21 / Event
7:15 am - 7:45 am / Daily Mass
8:00 am - 11:00 am / Registration
8:00 am - 9:15 am / Learning Sessions 500s
9:30 am - 10:45 am / Learning Sessions 600s
11:00 am - 12:15 pm / General Session withJoe Paprocki, Julianne Stanz
12:15 pm - 12:30 pm / Installation of Officers & Sending Forth
2:00 pm - 6:00 pm / Post Conference

THE 2017 NCCL Contract seeks to add another piece to the contract.

Each November the NCCL Representative Council members meet and we would like to have the Nov 2016 Rep Council meeting scheduled at the host hotel for the 2017 Conference. This will allow the Rep council members to experience the hotel and the benefits that are part of the site selected for the May 2017 Conference.

Here are the details from the 2014 and 2015 Rep Council Meeting until 2015, this was always held in the Chicago Suburbs:

NCCL Board / FCH / Rep Council November Meeting

November 8-11, 2015

Meeting Space:

Nov 8 2:00 pm – 10:00 pm2 meeting rooms, each for 11 people

Nov 9 8:00 am – 4:00 pm 2 meeting rooms, each for 11 people

Nov 9 2:00 pm – 4:00 pm2 meeting rooms for 25

Nov 9 4:00 pm – 9:00 pm1 meeting room for 50, rounds

Nov 10 9:00 am – 9:00 pm1 meeting room for 50, rounds

Nov 10 11:00 am – noon1 meeting room for 50, theater

Nov 10 7:00 pm – 9:00 pm1 meeting room for 50

Nov 11 9:00 am – 5:00 pm1 meeting room for 50, rounds

Nov 11 5:00 pm – 9:00 pm1 meeting room for 11 people

Nov 12 9:00 am – noon1 meeting room, for 11 people

Guest Rooms:

Nov 8: 5 doubles, 5 kings

Nov 9: 20 doubles, 15 kings

Nov 10: 20 doubles, 15 kings

Nov 11: 8 doubles, 7 kings

Each day, 5 of the rooms (for a total of 20 rooms) would be complimentary per the May 2016 Annual Conference contract that states we have a total of 36 complimentary room nights.
The balance of the rooms would be at the 10% commissionable rate payable to TM Enterprises.

Meals:

Nov 8:PM break, 16 people

Dinner, 16 people (probably in the restaurant)

Nov 9:AM break, 16 people

Lunch, 16 people (probably in the restaurant)

PM break, 16 people

Dinner, 45 people

Nov 10:AM break, 45 people

Lunch, 45 people

PM break, 45 people

Dinner, 45 people

Nov 11:AM break, 45 people

Lunch, 45 people

PM break, 45 people

Dinner, 11 people (probably in the restaurant)

Nov 12:AM break, 11 people

Notes: In 2014, the meeting took place at the Holiday Inn / Holiday Inn Express near O’Hare airport in Chicago.
We are looking for similar rates:

Airport shuttle / complimentary
Parking / complimentary
Guest Room Rate / 95.00 (2 doubles or king)
Room Tax / 13.64%
Wireless in guest room / Complimentary
Rate applies / 3 days before/after
Comp Rooms / 1 for 25 rooms
Attrition / 80%
Meeting Spaces / Complimentary
Wireless in meeting spaces / Complimentary
Room set-ups / changes / no charge if pre-arranged
A-V / 25% disc, no charge to use our own
Breakfast / Complimentary
Package: Lunch + 2 breaks / 33.95 per person
Lunch (if separate) / 13.00 per person
small AM Break (if separate) / $29 per dozen muffins/etc
small PM Break (if separate) / $29 per dozen cookies
AM or PM Break (if separate) / 12.00 per person
coffee / 40.00 per gallon
soda/water / 3.00 each, consumption
Dinner / 25.00
Social (evening) - bar / 11.00 per person, 1 hour
Social (evening) - snacks / complimentary (popcorn or similar)
Food tax / 12%
Service fee / 22%
Food / $5,000 guarantee (inclusive)
Reward points / gives double points

HISTORY

Event Contract on the 2016 NCCL Conference available upon request

2016 Concessions available upon request

======

Event Contract: 2015 NCCL Conference held at the Buffalo Niagara Convention Center-Hyatt, Buffalo NY

Contracted: F & B = $50,000
Overnight rooms: 75% of 1700 block at $119*/single & dbl (minimum of 1275 rooms)
with shoulder nights available 3 days prior and 3 days post
* Note: includes a $3/room rebate to the master bill

Actual: Final F & B = $ 75,146.40 (of which $19,188.00 was NCCL’s portion of the food and beverage invoices)

(for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: 1403 (The 10% commission paid = $15, 940.01 )

Final room pickups

Dbls Kings Total Pickups

Thurs 5/14/2015 7 9 16 3

Fri 5/15/2015 25 25 50 26

Sat 5/16/2015 75 50 125 113

Sun 5/17/2015 150 200 350 272

Mon 5/18/2015 150 200 350 326

Tues 5/19/2015 150 200 350 326

Wed 5/20/2015 150 200 350 270

Thurs 5/21/2015 35 15 50 59

Fri 5/22/2015 5 5 10 8

TOTAL 1403

Breakfast can be purchased for $10.00 per person/per room/per day in advance and added to the guest overnight room. The option is not avilable after 5/1/2015 so that an accurate count can be forwarded to the Executive Chef. room rates are $115 for Single/Double and $135 for Triple/Quads

At contract signing the taxes were 13.75% Minimum number of rooms is 1200 Cut off date is 4/22/2015

2015 Concessions available upon request

======

Event Contract on the 2014 NCCL Conference held at the Renaissance, St Louis, MO

Actual: Final F & B = $ 78,431.05 + $18823.45 SC = $97,254.50 (for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: 1468 (The 10% commission paid = $15, 940.01 )

ASSOCIATION/COMPANY: NATIONAL CONFERENCE FOR CATECHETICAL LEADERSHIP
DATES HELD IN ST. LOUIS: MAY 16TH - 23RD 2014
THU / FRI / SAT / SUN / MON / TUE / WED / THU / FRI / SAT / SUN / TOTAL
HOTELS / 15-May / 16-May / 17-May / 18-May / 19-May / 20-May / 21-May / 22-May / 23-May / 24-May / 25-May / ROOM NTS
Renaissance Grand Hotel
Rooms Blocked-Originally / 27 / 50 / 125 / 350 / 400 / 400 /
350 / 25 / 1727
ATTENDEES / 12 / 84 / 267 / 328 / 330 / 279 / 42 / 7 / 1 / 1350
STAFF / 1 / 6 / 13 / 15 / 14 / 15 / 15 / 11 / 1 / 1 / 1 / 93
CONCIERGE ROOM / 1 / 4 / 4 / 5 / 5 / 5 / 1 / 25
Total Pick-up as of 6/9/2014 / 1 / 19 / 101 / 286 / 347 / 350 / 299 / 54 / 8 / 2 / 1 / 1468

2014 Concessions available upon request

======

Event Contract on the 2013 NCCL Conference to be held at the Renaissance, Cleveland, OH

Contracted: F & B = $50,000
Overnight rooms: 80% of 1700 block at $124*/single & dbl (minimum of 1360 rooms)
with shoulder nights available 3 days prior and 3 days post
* Note: includes a $5/room rebate to the master bill

Actual: Final F & B = $ 108,185.16 (for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: 1285 (The 10% commission paid = $13,659.80 )

Block
05/16/2013 / Thursday / 2
05/17/2013 / Friday / 50 / 10
05/18/2013 / Saturday / 125 / 90
05/19/2013 / Sunday / 350 / 247
05/20/2013 / Monday / 400 / 325
05/21/2013 / Tuesday / 400 / 318
05/22/2013 / Wednesday / 350 / 248
05/23/2013 / Thursday / 25 / 45
05/24/2013 / Friday
TOTAL / 1700 / 1285*

*no attrition, due to the hotels lack of rooms and our increase in banquet events

In consideration of the Room Night Commitment and the functions identified on the Function InformationAgenda/Event Agenda, Hotel will provide National Conference for Catechetical Leadership the following specialconcessions:

1. Complimentary Presidential Suite for Executive Director checking in 3 days before and after the conference dates)

2. Two (2) Deluxe Suites Complimentary for President of organization and meeting planner checking for up to 3 days prior to and post conference.

3. Twelve (12) upgrades for VIP’s

4. Twelve (12) Staff Rooms per night available from for up to 3 nights before and after conference, at a reduced rate of $99.00 per night

5. Complimentary meeting space

6.FREE self parking rates at time of event

7. Rate will be offered three (3) day pre/ post event dates

8. Customized menus for all meals

9. Up to Ten (30) complimentary parking passes for local committee members or musicians Group will provide a list prior to start of event with dates and number needed each day

10. If Hotel is soul provider of Audio Visual equipment a 20% discount on all equipment rental will be applied (24% Service charges added to final bill)

11. No additional charge for group using an outside A/V company to meet the needs of the event. There will be no service charge fees or user fees (unless group utilizes in house equipment or services)

12. Complimentary podium in each room and one easel for signage outside each room

13. Complementary draped tables and chairs in foyer of Ballroom for exhibitor overflow

14. 75% Discount pricing ($2.50 per foot) on pipe and drape to section off the back of the Ballroom for Internet Cafe

15. Complimentary internet in sleeping rooms

16. Ten (10) Complimentary internet connections in office space(wireless or wired) and $5.00 per connection on Thirty (30) wireless connections in the NCCL Tech Room per day or desired amount of wireless users determined by group prior to start of conference

17. Baby Grand Piano provided at no charge for group to use with complimentary tuning if needed.

18. One (1) planning meeting room with up to Eighteen (18) comp room night (9 rooms for 2 nights) with a complimentary meeting room space with complimentary internet scheduled on a mutually agreed date. All other planning meetings at no more than $99.00 per night and mutually agreed upon dates

19. Five ($5.00) dollar rebate per room night to the Master Account

COMPLIMENTARY ROOMS

The National Conference for Catechetical Leadership will be entitled to one (1) complimentary room night for every forty (40) revenue-generating room nights occupied on a cumulative basis.

Event History on the 2012 NCCL Conference held in San Diego, CA

Contracted: F & B = $50,000
Overnight rooms: 80% of 1675 block at $129/single & dbl (minimum of 1340 rooms)
with shoulder nights available 3 days prior and 3 days post

Actual: Final F & B = $72,150.35 (for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: 1413 (The 10% commission paid = $17,060.35)

Block
Nights before / 11
05/3/2012 / Thursday / 5
05/4/2012 / Friday / 25 / 41
05/5/2012 / Saturday / 125 / 139
05/6/2012 / Sunday / 350 / 240
05/7/2012 / Monday / 400 / 291
05/8/2012 / Tuesday / 400 / 286
05/9/2012 / Wednesday / 350 / 252
05/10/2012 / Thursday / 25 / 112
05/11/2012 / Friday / 29
Night after / 7
TOTAL / 1675 / 1413

Event History on the 2011 NCCL Conference held in Atlanta, GA

Hyatt Regency Atlanta - 265 Peachtree Street NE - Atlanta GA 30303

Contracted: F & B = $50,000
Overnight rooms 80% of 1690 block at $99/single & dbl and $109/tri & quad (1352 rooms min)
with shoulder nights available 3 days prior and 3 days post
Actual: Final F & B = $124,272.85 (for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: 1755 (The 10% commission paid = $16, 912.00)

Block / Pick-up
05/19/2011 / Thursday / 6
05/20/2011 / Friday / 25 / 60
05/21/2011 / Saturday / 125 / 154
05/22/2011 / Sunday / 350 / 387
05/23/2011 / Monday / 415 / 414
05/24/2011 / Tuesday / 415 / 385
05/25/2011 / Wednesday / 350 / 297
05/26/2011 / Thursday / 10 / 50
05/27/2011 / Friday / 2
TOTAL / 1690 / 1755

Concessions for 2011

Up to (12) Staff rooms per night at $79 (see grid for breakdown)
Up to (12) Crown Suite upgrades with Regency Club access at group rate (see grid for breakdown
VIP Suite complimentary from May 20-26, 2011
10% discount of AV is Swank AV is used in house
10% discount on Catering menus only after group has exceeded $50,000 in Food and Beverage
(5) Complimentary round trip airport transfers
(10) Complimentary Welcome Amenities not to exceed $50.00 each
(10) Complimentary Parking Passes
Discounted parking at $15 from the $27 daily parking rate
Up to 36 complimentary room nights to be used for pre-planning meetings with hotel’s availability and hotel will provide refreshments at our discretion.
Complimentary Internet Access in Meeting Planner Office
Podiums are part of our standard set and are complimentary
No charges will be accessed if any rooms are required to be turned for any meal functions no matter the frequency needed

Group is able to use an outside A/V provider for the conference at no extra charge for using an outside service. The only exception is if the group/A/V company needs to tap into any of our house systems and an A/V Technician will need to be brought in from our AV company SWANK.

The guestroom rates for the Group quoted by the Hotel shall be commissionable to T.M. ENTERPRISES as agent of record for Group. Commissions shall be paid at the rate of Ten percent (10%) of the guest room rate for all rooms actually used and paid for by the Group over the meeting dates. Said commissions shall be paid to T.M. ENTERPRISES, no later than thirty- (30) days after the payment in full of the Master Account.

Event History on the 2010 NCCL Conference held at Bally’s - Las Vegas, NV

Actual: Final F & B = $135,453.81 (for all events including our affiliate publishers who sponsor events)

Total Room Nights Used: ? not sure but the 10% commission paid = $12,414.60)

Room Block Pickups F&B Contract at $50,000.00

Fri 10/16 25 NCCL $25,932.88

Sat 10/17 125 NACMP $156.27

Sun 10/18 350 Sadlier $40,390.70

Mon 10/19 415 RCL Benziger $4,976.86

Tues 10/20 415 OSV $37,813.58

Wed 10/21 350 Charis $575.49

Thurs 10/22 10 OSV $20,885.39
1690 room nights* Loyola $3,573.74

TM $1,148.90 $135,453.81

* with shoulder nights available 3 days prior and 3 days post

Rate = $99 for single, double and $30 each additional person with a limit of 4 per room

DON’T HAVE THE FINAL ROOM PICKUP NUMBERS - The 10% commission paid = $12, 414.60