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LUXE TRAVEL AGENCY

DATE:

12/3/15

TO:

2016 Hotel

FROM:

Heidi Longton
Email: Awyndhamhotel@hotel.com
Phone: 1212- 971-0101

************************************************************************
MEETING DATE:
April 1st, 2016 to April 3rd, 2016
MEETING NAME:

LUXE Travel Agency

CONTACT:

Eugenia Reynoso

MANAGING ORGANIZATION
The Interstate Renewable Energy Council (IREC) is a premier resource for current information,
education, credentialing and best practices regarding renewable energy.
IREC is a non-profit organization creating renewable energy programs and policies targeted at
the adoption of uniform guidelines, standards and quality assessment.
IREC has worked aggressively to remove barriers to renewable energy use since 1982.
Throughout its 27-year history, the organization has been instrumental in rulemaking for
connecting distributed power to the utility grid, workforce development, consumer protection
and stakeholder coordination.
IREC organized and chaired the fourth national conference on Workforce Education for
Renewable Energy & Energy Efficiency in March 2011.
THE CONFERENCE
The 2016 onference will be three days (two days of conference sessions preceded by one day of
technical workshops) packed with information for those offering or planning training programs
for the renewable energy or energy efficiency markets.
This international conference will offer the most current information on instructional strategies,
curricula development, and best practices for training in the renewable energy and energy
efficiency fields. It will address many of the jobs outlined in the green jobs initiatives being
launched nationwide.

LUXE TRAVEL AGENCY


2016 ROOM BLOCK
Based on 2015 pickup of 552 room nights
Dates
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday

Guestroom block*
1*
2*
92
192
203
59
2*
1*

* Will only contract for room nights Monday through Thursday, and cover three days pre- and
post- with separate contract clause.
FUNCTION SPACE REQUIREMENTS
PRODUCTION ROOM:
*Friday from 7a.m. to 9 p.m
*All material previously delivered to hotel should be placed in this room prior to meeting
planner arrival at 1 p.m.
*All vendors should be directed to this room when making deliveries on Monday
ON-SITE OFFICE:
*Monday through Thursday (3 days on a 24-hour basis)
*Keyed for storage, (3) keys to meeting planner upon check in
*Complimentary wireless Internet access required for two laptops
*Multiple 8 tables required for assembly line production
*(2) 6 tables for mock office set up with one chair each, located near electrical outlet
*(4) wastebaskets
REGISTRATION:
*Friday
*7:30am-5pm
**(5) 6 tables (four in a row with fifth serving as left return) for conference registration
**(4) chairs
**MUST be on the same floor and centrally located to rooms assigned to workshops and
sessions, and remain in same location on a 24 hr. basis, near electrical outlet
**Complimentary wireless Internet access required for two laptops
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LUXE TRAVEL AGENCY


**Cork board with push pins, note paper, and pens for message center
POSTER SESSION (tentative):
* Friday to Sunday
*24 hours
**15 easels (all the same style at no charge) for display of posters
**Use of wall in foyer area in close proximity to Networking Reception is preferred.
TECHNICAL WORKSHOPS:
* Saturday
*8:30-5
**8 rooms set classroom for varying amounts with 2/6 or 3/8 table (2011 attendance was 54,
41, 37, 31, 20, 17, 15, 10)
**All rooms will be outfitted with a.v. to include an LCD projector, screen, and laptop
**(1) 6 with chair in front of room for instructor table
**(1) standing podium
**Water station in rear of all rooms NO PLASTIC BOTTLES
**All room doors should open to BACK of the classroom seating, even if room set is wide
opposed to deep. Attendees will float from session to session, and this will keep interruption to a
minimum.
*F&B
**7:30-8:00: Continental Breakfast
**10-10:30: Coffee Refresh
LUNCH ON OWN THIS DAY attendees can select within 3 dining areas **12:00pm to 1:30
pm: Cold Beverages

LUXE TRAVEL AGENCY


CONFERENCE FORMAT
* Sunday
*7:30am-6:15pm
Continental Breakfast 7:30-8:30am. Set in foyer area beyond registration location, near Poster
Session.
Opening ceremony 8:30-10am. Rounds (8 per 60 or 10 per 72) for 500 unless space can
accommodate a crescent set. Dais, standing podium, room will be outfitted with screen/drape
kit, LCD projector, and laptop. Water service on all tables NO PLASTIC BOTTLES
Exhibition: 7:30 a.m. 3:30 p.m. Maximum 20 6 tables with 2 chairs and one wastebasket
along perimeter of foyer to be placed by conference management.
AM Break: 10-10:30am coffee refresh
Breakout Sessions
10:00 am to 10:30 am: 4 rooms set theatre for 125, standing podium, instructor table. All rooms
to be outfitted with screen, LCD projector, and laptop. Table for panelists on riser for 3-4
presenters. Water station in rear of room NO PLASTIC BOTTLES
Lunch: 12-1:30pm. Refresh room used for 8:30 Plenary Session. Plated, hot lunch provide
suggested entre.
Breakout Sessions
3:00 3:30 4 rooms set theatre for 125, standing podium, instructor table. Table for panelists on
riser for 3-4 presenters. Water station in rear of room NO PLASTIC BOTTLES
PM Break: 3-3:30pm cold beverages
Breakout Sessions
3:30-5pm: 3 rooms set theatre for 165, standing podium, instructor table. Refresh and add chairs
from 1:30 breakout sessions. Table for panelists on riser for 3-4 presenters. Water station in rear
of room NO PLASTIC BOTTLES
Networking Reception
6:30-7pm in Foyer Area for
Bar Service (with no bartender fees): see Special Concessions at the end of this RFP
Hors Doeuvres to include displays and passed, hot selection of three choices

LUXE TRAVEL AGENCY


2012 CONSIDERATIONS
Dates Considered
The week prior to Thanksgiving in 2012 with move in Monday, and event days from Tuesday
through Thursday.
Destinations Considered
New York State
Site Parameters
The group would like to be in an area that offers restaurants within walking distance at
economical rates. A list of options should be provided by the selected hotel for use at conference
registration at the time of the event.
We require accessibility to the airport as the majority of 100 presenters will fly into the
conference. Please provide shuttle service available through the hotel.
Arrival Pattern
Meeting planner and conference director will be onsite on Monday at 1 p.m. Approximately 210
registrants will attend the technical workshops, many of which will arrive on Monday evening.
The remainder of conferees will arrive late Tuesday afternoon into the evening.
Special Concessions
1. 2 complimentary staff rooms for Monday arrival with Thursday departure
2. 1 complimentary suite (for IREC Executive Director/Conference Director) with arrival
amenity for Monday arrival with Friday departure
3. Complimentary 1 per 40 paid rooms cumulative at the group rate. Amount to be credited to
master bill versus assigned to individuals
4. Group rate should be available 3 days pre/post block dates
5. Advanced notice of any promotional rates offered over the conference dates that could
jeopardize the contracted block
6. Guarantee that hotel will not offer any group rates lower than negotiated room rate over
conference dates
7. Complimentary, customized web page for the group that allows attendees to make their own
reservations
8. Room cancellation of 6 p.m. prior to day of arrival
9. All construction dates, both pre and post conference dates, will be included in the proposal
Any and all dates that arise after the proposal is submitted, will be communicated from the
winning bids property
10. Complimentary Internet access for all conferees from Tuesday through Thursday in the
conference area
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LUXE TRAVEL AGENCY


11. 75% performance on room pick up
12. $32,500 (exclusive of service charge) food & beverage minimum
13. Beverage breaks including coffee, tea, decaf charged by the gallon, upon consumption
14. Complimentary Welcome Reception to include domestic & imported beer, wine, soft drinks
& sparkling water service and passed hors doeuvres for 2-hr duration of Networking Reception
on Wednesday evening
15. Housing guest room list required each week, beginning in October 2012
16. Complimentary function space
17. Complimentary vendor tables
Miscellaneous
Billing: Attendees are responsible for their own hotel registration, housing and incidentals and
are rate sensitive. Rates will be compared to those offered in 2011 when reviewing proposals.
Banquets and VIP room/tax/incidentals will be charged to the master, and billed directly. Please
advise of direct billing approval process. Note: This client is TAX EXEMPT.
Commission: Rates are commissionable @ 10% to Meeting Industry Experts, Inc. Please see
suggested clause below:
COMMISSIONABLE
The guestroom rates for the Group quoted by the Hotel shall be commissionable to Meeting Industry Experts Inc., 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 including those guests staying 3 days pre and
post, and any rooms sold outside of the guestroom block that can be identified as part of the group. Said
commissions shall be paid to Meeting Industry Experts Inc., no later than thirty (30) days after the payment in full of
the Master Account. Commissions should be payable to Meeting Industry Experts Inc., 30 Jay Street, Schenectady,
NY 12305. Federal Tax ID #74-3259561.

Proposals should be e-mailed to Heidi Longton at Meeting Industry Experts, Inc. using
hlongton@meetingie.com by Friday, June 10, 2011. All emailed proposals will be confirmed as
received. DO NOT INCLUDE MENUS.

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