Annual MPI-HAC Awards Gala

This is an excellent opportunity for your property to showcase itself to meeting planners and suppliers throughout the Houston area as well as show support of your local MPI Chapter.

The MPI-HAC Annual Awards Banquet has become the "must attend" event for industry professionals. Please click here to download the Gala RFP and submit a written response to Sarah Honaker via mail, email (shonaker@riverridgegolfclub.com) or fax no later than March 1, 2011.

SPECIFICATIONS FOR HOSTING 2010 ANNUAL AWARDS BANQUET

Value to Sponsor:     

The opportunity to showcase your venue to a targeted, educated, revenue producing audience.  Recognition as an MPI-HAC Sponsor.  Sponsor will be given an appropriate level of sponsorship that is equal to the level of the contributed dollar amount.  Please see the attached Sponsor Partnership Levels document for more information. Attendees to this event are usually 50/50 event planner and supplier.

Date:  

Any Thursday/Friday or Friday/Saturday combined in late June 2011 avoiding industry and city events. Day prior to event will be used as a set up day for production, decorations as well as any rehearsals needed for entertainment purposes.  MPI-HAC is requesting the exclusive use of the proposed space for 2 full days.

Preferred Dates: 

TBD June

History:         

JW Mariott 2010
Hotel ZaZa 2009
Woodlands Waterway Marriott 2008
The Magnolia Hotel 2007
George R. Brown Convention Center 2006
Omni Houston Hotel 2005
Hilton Americas 2004

Decision Info:           

The decision will be made by a 3-person committee.  Sarah Honaker will conduct sites between now and March 1, 2010. Contract to be signed by March 15, 2011.

Attendance:  

Approximately 150-200 attendees

Guest Rooms:           

If the venue selected is a hotel, MPI-HAC will request a room block and a group rate as well.

Space:

MINIMUM REQUIREMENTS

• Regarding the space layout, we are somewhat flexible and encourage creative solutions!
• Ballroom must be large enough to accommodate rear projection for production, a 10' x 15' stage (minimum) and 150-200 people in rounds of 10.  The minimum ceiling height is 12'.
• Complimentary meeting room rental and staging for ballroom
• Complimentary meeting room rental
• Reception area for 150-200 people (pre-function space preferred)
• Complimentary meeting room rental for reception
• Complimentary/Discounted valet and self-parking
• Ballroom needs to be on 24-hour hold

Day prior to event:

• AV set up
• Décor set up
• Lunch for committee and staff
• Prefer to be able to set up beginning in the early am however can be flexible

Day of event:

• 6:00pm - 7:00pm - cocktail reception/silent auction - approx 150-200 attendees. This will be a sponsored one-hour reception with hosted bar and light hors d'oeuvres.  Pre-function space preferred.
• 7:00pm - 9:30  -  Awards/Dinner - rounds of 8-10 set up for 150-200. Seated dinner, dessert, awards and live auction
• 9:30 - 1 AM - Dancing and casino (prefer separate space from awards dinner)

Food & Beverage:

• Hosted bar at reception
• Hosted bar during dancing and casino
• Complimentary hors d'oeuvres at receptions
• Complimentary/Sponsored dinner with wine at each table

Extra requirements:

• 2 sleeping rooms for committee day before and night of event
• 1 sponsored lunch committee planning meeting

Audio Visual:

MPI-HAC reserves the right to bring in outside vendor(s) who elect to sponsor audio visual and/or production needs at no additional cost. If the selected venue has an in-house audio visual company, and that company is a member of MPI-HAC, they will be included in the RFP process.

MPI Membership:    

Host venue must be an MPI member. Non-MPI members must commit to joining MPI upon signing of contract.

Billing:           

Deposits due will be paid prior to awards banquet via check and final invoices will be paid within fifteen (15) days of receipt of final bill after the conclusion of program. In preparing your bid response, please keep in mind that MPI-HAC is a TAX EXEMPT organization. Should your venue be selected, we will provide you with a copy of our tax exempt form upon request.

(Note: Sponsor must be in agreement with all terms and conditions to receive full value.)

Please direct questions to Sarah Honaker at (281) 782-8795.

PLEASE RETURN YOUR RESPONSE NO LATER THAN, MARCH 1, 2011.