Conference Site Selection Ashley Cozzi Program Coordinator: Site Selection (direct) (fax)

Conference Site Selection WHY Knowledge & History –ACM has decades of experience –Accurate Conference History CHI Conference History Year Dates City Hotel Peak Night Rate F&B Revenue /4-4/9 Boston 5 Hotels 552 avg: $188 $416, /5-4/10 Italy 20 Hotels 521 avg: $221 $169, /28-5/3 San Jose 5 Hotels 944 avg:$136 $353, /21-4/27 Montreal 6 Hotels 783 avg:$145 $361, /1-4/7 Portland Doubletree 748 avg:$127 $227,335 & Hilton

Conference Site Selection WHY Leverage –145 Annual Meetings Hotel Revenue Report Year Events Rooms Avg. Rate Room Rev. AV, F&B Rev. Eur/Asia ,000 $149 $14M $4M33% ,000 $171 $14M $3M 34% Industry Relationships –National Sales Representatives & CVBs Major Hotel Chains Hyatt Hilton Intercontinental Marriott Starwood Millennium Wyndham Independent Properties

Conference Site Selection WHY Sponsoring Organization: Being Legally & Financially Responsible A Time Consuming Process –Electronic Request for Proposals –Follow Ups –Contracting

Conference Site Selection WHY Challenging Economic Times –Re-negotiating Rates –Releasing Sleeping Rooms –Tracking Pick Up –Conference and Industry Trends –Reducing or eliminating Penalties

Conference Site Selection WHAT & WHEN When to begin the process –18-24 months prior to the conference What to do first –A Preliminary Approval Form (PAF) should be submitted electronically

Conference Site Selection WHAT & WHEN Meeting Requirements & RFP –Identify up to 3 Potential Host Cities –Choose Preferred & Alternate Dates –Develop Meeting Requirements with Conference Chair –Issue Request for Proposal (RFP) to cities

Conference Site Selection WHAT & WHEN RFP Responses –Hotels respond to the RFP through ACMs electronic system Report & Recommendations & Site Visits –ACM will make Recommendation but VOLUNTEERS are the decision makers Contracting –ACM will negotiate and secure a contract for Chairs approval mplate.pdfhttp://cms.acm.org/public/cms/ACMRFP/ACM%20Hotel%20Contract%20Te mplate.pdf