1. Conference Site Selection Ashley Cozzi Program Coordinator: Site Selection acozzi@acm.org 212-626-0614 (direct) 212-302-5826 (fax)

2. 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 2009 4/4-4/9 Boston 5 Hotels 552 avg: $188 $416,416 2008 4/5-4/10 Italy 20 Hotels 521 avg: $221 $169,118 2007 4/28-5/3 San Jose 5 Hotels 944 avg:$136 $353,281 2006 4/21-4/27 Montreal 6 Hotels 783 avg:$145 $361,735 2005 4/1-4/7 Portland Doubletree 748 avg:$127 $227,335 & Hilton

3. Conference Site Selection WHY Leverage –145 Annual Meetings Hotel Revenue Report Year Events Rooms Avg. Rate Room Rev. AV, F&B Rev. Eur/Asia 2007 142 98,000 $149 $14M $4M33% 2006 131 80,000 $171 $14M $3M 34% Industry Relationships –National Sales Representatives & CVBs Major Hotel Chains Hyatt Hilton Intercontinental Marriott Starwood Millennium Wyndham Independent Properties

4. Conference Site Selection WHY Sponsoring Organization: Being Legally & Financially Responsible A Time Consuming Process –Electronic Request for Proposals http://www.acm.org/acmrfp/confID=RFPTest –Follow Ups http://campus.acm.org/public/cms/cms_conference_rfp_status.cfm –Contracting http://cms.acm.org/public/cms/ACMRFP/ACM%20Hotel%20Contract%20Template.pdf

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

6. 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 http://campus.acm.org/public/cms/tmrf/cms_paf.cfm

7. 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

8. Conference Site Selection WHAT & WHEN RFP Responses –Hotels respond to the RFP through ACMs electronic system http://www.acm.org/acmrfp/confID=RFPTest 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 http://cms.acm.org/public/cms/ACMRFP/ACM%20Hotel%20Contract%20Te mplate.pdfhttp://cms.acm.org/public/cms/ACMRFP/ACM%20Hotel%20Contract%20Te mplate.pdf