Please email Kimberly if you have any questions about the Annual Meeting and Market Place RFP Information.
Currently, we are not accepting RFPs for near future meetings.
TENTATIVE SCHEDULE OF EVENTS
Day 1 Saturday (Registration 8:00-5:30)
Registration
For registration, AMA requires a separate meeting room in close proximity to the heaviest volume of meeting traffic with a key for security, or a “permanent” registration area that can be secured. AMA staff will have computer, printer, and other registration materials, equipment, door prizes, and
gifts which must be secured. AMA requires at least 1 complimentary easel for signage. AMA requires ample parking space for display of up to 7 coaches by sales members. The parking should be in close proximity to the hotel convention area (area assigned to Market Place). This is a key element to a successful meeting. The coach representatives provide sponsorships and transportation. AMA gives them preferential treatment.
10:30—3:00 Optional Familiarization Tour
Sponsored by Host Convention and Visitors Bureau CVB can choose to provide a “fam” tour(s) or design the reception and dinner to familiarize operators with the area and attractions for motorcoach groups.
10:30—3:00 Optional Golf Outing
CVB arranges for tee time at local course. Plan for 20 golfers. AMA will have a tournament coordinator, but initial contact is made by the CVB to acquire the lowest possible course fees. A boxed lunch for golfers is sponsored by the CVB, or otherlocal member or CVB partner, or the hotel.
3:30—5:30 Board of Directors Meeting
Plan for 20 people. Hollow Square or conference style seating.
Refreshments: coffee, soft drinks, cookies or other snack. Refreshments should be sponsored by the CVB.
6:30 Welcome Reception/Dinner
Sponsored by Host Convention and Visitors Bureau
Plans for Saturday evening for the board and any other members who might have arrived for the meeting should include dinner and exposure to a local attraction. This evening event should be sponsored for operators and it is acceptable to charge a minimal fee to associate members. AMA staff will work with the CVB to plan this event to provide further exposure for group tours to the area. (Transportation is provided by either AMA operator
members or AMA coach sales members.) This event can be on or off the selected hotel property; however, it is an opportunity to showcase an attraction in the area to motorcoach operators. (Pre-registration is required to participate in “fam” and golf outing.) (Transportation is provided by either AMA operator members or AMA coach sales members.)
Market Place Setup
Saturday evening late or early Sunday Morning Market Place is piped and draped for booths to accommodate operators seated at 4’ or 6’ tables,
which are clothed and skirted with a chair on either side. No electricity is required. AMA has contracted with a professional exhibition service in the
past; however, if the hotel or other facility used for market place is equipped to provide this service, AMA is open to a cost comparison. Plan for 40
8’ x 10’ booths. Set should allow for a minimum of 9’ aisles between rows. Under ideal circumstances, the set should allow for a refreshment* area centrally located within the booth set up accommodating up to four rounds and refreshment set up. A minimum of 7,000 square feet is needed for market place, ideally 9,000 square feet. A 6’ or 8’ skirted table with microphone is required inside Market Place for staff use.
Market Place should remain set for the duration of the meeting. Set up must be completed by 9:00 a.m. Sunday morning. Breakdown may be done no later than 5:30 on Monday.
Day 2 Sunday
7:30—5:00 Registration
Existing set up.
7:30—9:30 Breakfast Buffet: Networking Breakfast
Set up in rounds for approximately 125 people, with a riser at the front with a microphone and standing podium. Microphone is complimentary.
Riser should accommodate two 6’ tables, one on either side of the podium.
9:00—9:30 Optional Devotion Session
Theater seating for 25, podium
9:30—9:45 Break (no freshments)
9:45—10:30 New Member/First Timer Orientation
Existing set for breakfast/same meeting room is acceptable. If a different room is assigned, seating should be theater seating. A power point presentation will be conducted. AV: Screen, AV cart with access to electricity.
AMA provides an LCD projector.
10:30—10:45 Refreshment Break
Unless sponsored by a member, this break will be limited to coffee, tea, soft drinks, and water (preferably a water station rather than bottled).
Plan for 125
10:45—12:30 Market Place I: Coach Sales
This market place provides opportunity for operators to talk with coach sales representatives and to visit the coach display.
Existing set for Market Place.
10:45—12:30 Associate Seminar Session
One meeting room set theatre for 75.
There should be ample room for AV needs such as screen and projector. Standing podium and one 6’ table for speaker’s materials.
Water station.
12:45—2:15 General Session I (Lunch)
Time for state and national tourism reports and Association Business Session.
Plan for 150 people. Set in rounds. Riser and microphone at the front of the room. Microphone complimentary.
2:15—2:30 Break
No refreshments.
2:30—4:30 Market Place II
Existing set.
Refreshments, under ideal circumstances, is set up inside Market Place as described above. If space limitations prohibit this set up, then the break can be set in the prefunction area, or other appropriate area in close proximity to Market Place. If inside Market Place, refreshments are set for entire time of market place, 2:00—5:15.
Plan for 150 total (75 each session)
6:30 Ice Breaker Event
This is another opportunity for the host Convention & Visitors Bureau to showcase an attraction or other venue for motorcoach group business.
This event should be sponsored by the host CVB and its partners. AMA staff will work with the CVB to assist in making this event a success.
Day 3 Monday
8:00-9:30 Breakfast Buffet: Networking
Rounds, Expect 150. Riser, Podium, microphone (complimentary)
9:30—9:45 Break
9:45—11:30 Market Place III
Existing Set
11:30—12:00 Break (no refreshments)
12:00—2:00 Lunch
Rounds, Expect 150. Riser, Podium, microphone (complimentary)
2:00—2:15 Break (no refreshments)
2:15—3:45 Market Place IV
Existing Set
6:30—7:30 Reception
This event is sponsored by the host location for the next year’s annual meeting.
7:30— General Session II (Dinner)
Awards Presentation and Board Installation
Entertainment will be planned for this session by an Associate Member(s). Expect staging requirements. Sponsoring member is responsible for all costs incurred for set up (sound, lighting, etc.), unless there is prior approval by AMA.
Plan for 150 people. Rounds, Riser, Podium with microphone (complimentary)
Day 4 Tuesday
8:30—9:30 Registration
Existing set.
7:30—8:30 Breakfast Buffet: Networking
Plan for 100 people. Rounds, Riser, Podium with microphone (complimentary)
8:30—9:30 Operators/Associates Meeting
Round Table Discussion. Existing set for Breakfast
9:30—9:45 Break
10:00—11:30 Possible Operator Session
Existing Breakfast Set
11:30—12:15 Board of Directors Meeting
Plan for 20 people. Hollow Square or Conference seating. Coffee, soft drinks. Possibly light box lunch
Other Information
Physical and dietary requirements
The host property will be notified of any special requirements of members attending the meeting prior to the meeting date.
Complimentary Rooms
AMA requires the following complimentary Rooms:
One complimentary one-bedroom suite for the current president.
One complimentary two-bedroom suite for the executive director and staff.
One guest room complimentary per 50 rooms picked up based on total room nights.
Other complimentary requirements
All meeting room rental complimentary based on meal functions outlined in this schedule.
At least one complimentary easels per day to be used for signage.
One microphone per general session where appropriate; that is, where a microphone is needed based on size of room and number of people.
Hospitality
AMA provides a hospitality room for members after evening events. AMA requires a separate meeting room or hospitality suite. AMA provides its own beverages and snacks, including wine and beer.
Deadline for proposals
The host location for meeting will sponsor the reception on Day 3 at meeting prior to the awards banquet.
The host location for meeting will host at least one board of directors meeting/annual meeting planning session. Hosting will include meeting space, a meal, and light refreshments during the board meeting (coffee/soft drinks), and complimentary guest rooms or reduced rate (less than group rate for meeting). Maximum guest rooms needed will be 20.
Other considerations that may impact selection
Is the host property willing to sponsor a break during the annual meeting and market place?
Is the host property willing to offer reduced “shoulder” rates for pre— and post—meeting. That is, offer a reduction from the group approved rate for two nights prior and two nights after the actual meeting dates?
Is the host property willing to make any other concessions beyond what is outlined herein.
History
History for AMA’s annual meetings is as follows
August 13-16, 2005 360** Embassy Suites Hotel, Montgomery $9,845.14*
August 12-15, 2006 360** Riverview Plaza Hotel, Mobile $21,239.25*
August 28-21, 2007 Embassy Suites Hotel, Huntsville
August 3-7, 2008 300** MainStay Suites, Pigeon Forge, TN $25,926.29*
**Approximate room pickup *Banquet revenue
Requested Room Block Sunday: 50 Monday: 71 Tuesday: 72 Wednesday: 60
Perceived Benefits to the Host Location/Property
Promotion of location and property in at least two issues of the AMA newsletter to all members.
One free advertisement in the newsletter from the time of selection up to one year.
One free advertisement in the membership directory.
Promotion through design of the cover of the membership directory giving exposure to the memory of the meeting throughout the following year as members use their directory.
Contact Information
Kimberly Cox, Meeting Manager, Alabama Motorcoach Association
106 Main Street, Brookneal, VA 24528 866-376-7770 FAX 866-376-1156
The RFP is sent to selected hotel members and member convention and visitor bureaus for distribution to properties that might have the outlined meeting requirements and interest in hosting AMA’s annual meeting.
I am open to discussion of any portion of this proposal and special considerations that may be given depending on circumstances of location and property for the mutual benefit of the location, property, and AMA. I am open to suggestions that might enhance the experience for all parties concerned, especially the membership.
I believe that the success of the meeting is priority. Attendance building is a key element and AMA staff will work with the host location and property to create interest and desire on the part of the membership to attend the meeting.
Thank you for your interest in hosting AMA.
Kimberly Cox
