Conference Site Selection Ashley Cozzi Program Coordinator Site

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

Conference Site Selection WHY • Knowledge & History – ACM has decades of experience – Accurate Conference History CHI Conference History Year Dates City 2009 4/4 -4/9 Boston 2008 4/5 -4/10 Italy 2007 4/28 -5/3 San Jose 2006 4/21 -4/27 Montreal 2005 4/1 -4/7 Portland Hotel 5 Hotels 20 Hotels 5 Hotels 6 Hotels Doubletree & Hilton Peak Night 552 521 944 783 748 Rate F&B Revenue avg: $188 $416, 416 avg: $221 $169, 118 avg: $136 $353, 281 avg: $145 $361, 735 avg: $127 $227, 335

Conference Site Selection WHY • Leverage – 145 Annual Meetings Hotel Revenue Report Year Events Rooms 2007 142 98, 000 2006 131 80, 000 Avg. Rate $149 $171 Room Rev. $14 M AV, F&B Rev. $4 M $3 M • Industry Relationships – National Sales Representatives & CVBs Major Hotel Chains Hyatt Hilton Intercontinental Marriott Starwood Millennium Wyndham Independent Properties Eur/Asia 33% 34%

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

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

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 • http: //www. acm. org/acmrfp/conf. ID=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%20 Hotel%20 Contract%20 Te mplate. pdf