Post Pandemic RFP for Council of Georgist Organizations

Council of Georgist Organizations RFP

Request for Proposal

last updated 06/14/2021-copyright 2021 by May and Williams, Ltd.

Council of Georgist Organizations, Inc. Annual Conference
Event Organizer (if different from Host Organization): May and Williams, Ltd.
Key Contact People: Sue & Scott Walton Job Title: Co-Owners; Council Administrators
E-mail Address:
Web Address:
Preferred Method of Communication: Email
Event Organizer/Host Organization Billing Address: same above address

Type of Association: Umbrella group of over 50 International Educational/Public Economic Policy Groups who believe that a land tax should be the only tax. (They are the followers of Henry George, author of the 1879 best seller–”Progress & Poverty”.)

Event Objectives: annual business meeting; network with like-minded people; to share educational methods and public policy successes

Attendee Profile: Expected Total Event Attendance: 50-60 pre-pandemic Approximately 50% of historical attendance expected for 2022
99% Males who are university professors, public policy analysts & activists.
75% older adults with some young families mainly from the Metro New City area,
Attendees also come from Mid-Atlantic corridor; Chicago,;St. Louis; Portland, Oregon; Canada, Great Britain, and Australia; amount of fly-ins/drive-ins varies with location selected

Cost: Value conscience clientele; group rate can not be higher than any promotional rate. Rate to be determined by location and economic conditions. Mostly double/doubles. Need a location which has convenient/low cost airport shuttle service, as well as free parking. Stores & Restaurants within a short walk a definite must. Breakfast included in the rate is strongly preferred Public Transit or accessible by nearby expressway a plus as well. Commissionable rate to Planner (May and Williams, Ltd.)

Event Profile Comments: Totally flexible; excluding July 1-5. Due to the current rapidly changing restriction and capacity conditions, please provide a proposal for both post pandemic and anticipated post pandemic requirements,. Group history attached for reference.

RequirementPre-PandemicPost Pandemic
# of Rooms per nightBell curve 25 on peak10-15
Single/DoubleMix:50:50Mix; 50:50
ADA Rooms1 or 21 or 2
Total Room Nights145+30-45
Planner RoomSuite with 2 beds/Comped or discountedSuite with 2 beds/Comped or discounted
Function Rooms: complete detail to be provided to finalists1 for eating; 1 for sessions; 1 small office1 for sessions & exhibits; 1 for office,
Primary Function Room Style & ExhibitsClassroom with raised center podium and riser for camera and space for 2-4 table topsClassroom: 2 per 6 foot table with raised center podium and riser for camera and space for 2-4 table tops
Meal Style2 sided buffetsTo be determined mainly off site/on your own except for opening & closing events
AV NeedsBringing our own sound systems and projectors; do need a screen and strong band width free internetBringing our own; sound system and projectors do need a screen and strong band width free internet
BreaksCoffee & WaterCoffee & Water
Office/RegistrationLocked RoomLocked Room
Event Hours8 am to 10 pm daily9 am to 10 pm first full day; 9 am to 6 pm second day
Office Hours7 am to 8 pm daily; including set up day; check out day add: 4 hours7 am to 8 pm daily; including set up day; check out day add: 4 hours
BudgetComp meeting space; F&B=$17,000To be determined
Reservations; history to provided upon requestRooming list for staff to the master; otherwise individualRooming list for staff to the master; otherwise individual
BillingDirect BillDirect Bill with deposits
RateCommissionable to May and Williams, Ltd.Commisionable to May and Williams, Ltd.
(For more details please see the Complete Georgist RFP on this site)

Totally Flexible as to Days of the week. Please give us your best rates/dates.

Venue History-20212014 with recent paid rates.

September, 2020- December, 2021-monthly zoom webinars plus brainstorming sessions and annual business meeting and Friendship Gathering

May-July 2020-Thirteen plus sessions done via zoom plus annual business meeting and annual Friendship Gathering.

*Please note that each year there are local participants who do not stay in the headquarters hotel.

July 23-27, 2019 (Tuesday evening to Saturday morning)-Sheraton Station Square, Pittsburgh, PA; 140 rooms; blocked 137; 55 participants; sleeping room rate: $129 commissionable; Pick Up: 7/21-1; 7/22-5; 7/23-32; 7/24-34;7/25-34;7/26-30;7/26-3; 7/28-1;  peak nights: Wednesday & Thursday-7/24 & 7/25 F&B=$14,300 gross

August 25-September 1, 2018-Holitday Inn Inner Harbor, Baltimore, MD; 181 room nights gross; $14,000 in food & beverage; room rate: $119; 60 participants

July 26-July 31, 2017-Hilton Garden Inn St. Louis Shiloh O’Fallon, with Connection to Regency Conference Center O’Fallon, IL; 55 participants; Sleeping Room Rate: $109 commissionable; used 160 room nights; 150 blocked.

Date7/25-Tues7/26-Wed7/27-Thurs7/28-Fri7/29-Sat7/30-Sun7/21-MonTotal per type
King Suite034554021
Queen Suite11111117

made $10,000 guarantee  in F&B

August 15-20, 2016,Wyndham Lake Buena Vista Resort located near Disney Springs, Orlando, FL; 60 participants; Sleeping Room Rate: $89-commissionable

Group Pick Up     vs Block

Pick Up16173437361210542

Total: 221 picked up vs 166 blocked; food & beverage minimum of $7600 met


August 2-9, 2015-Embassy Suites by Hilton, Southfield, MI; 68 participants; Sleeping Room Rate: $99

Group Pick Up     vs Block

Pick Up112037393938367

total – 227 used vs      192 blocked

$10,000 in Food & Beverage minimum met


July 7-11, 2014-Radisson Newport Beach, Newport Beach, CA; 85 participants-$105-rate


$13,000 food & beverage minimum met; First time back to the West Coast since 1998 and California since 1993

*Please note that each year there are local participants who do not stay in the headquarter’s hotel.

Contract Terms: Sliding Scale/flexible with progress dates in the contract which will be empathetic to both vendor and group.
Insurance: NA

Decision Making Process:

Final Decision Makers: Board of Directors after Staff has reviewed proposals. Staff’s recommendations are heavily weighted. There will be a preliminary cut with a second and third review of finalists. Decision Notification Method via email and phone call


Proposals submitted
Top 2-3 cites selected
Site Inspections Done
Second Proposals requested from top 2-3 venues
Top venues submitted to board for approval
Contract requested
Contract negotiated (2nd and 3rd choices told to wait in the wings, until contract is fully negotiated)

Key Decision Factors:

Price, Contract Terms, Availability, Flexibility and does venue meet our overall needs

Required Attachments:

May and Williams Database and simple 2-3 paragraph note stating rates and dates.(select all that apply):
Accepted Formats for Responses: Email with either a pdf or word attachment

Proposal Content

( Each proposal responding to this RFP must include the following information (in the order presented here). Proposals submitted without the following database form will not be considered.

INSTRUCTIONS: This form must be copied and pasted into a word processing document and then completed. Please answer all questions. Please do not attach menus. Please do not send standard collateral at this time.

Date Completed:
Facility Name:
Mailing Address Line 1:
Mailing Address Line 2:
City: State/Province: Zip/Postal Code:
Country: Web Site:

Owners’ name and corporate address:

Name of Management firm and Corporate Address:

The Names of Organizations which ‘rep’ my facility are: (cvb’s, national sales offices & 3rd party rep firms):

Name of Organization making the referral:

Primary Sales Contact:

Response to Requirements:
Sleeping Room Price Range: Sunday-Thursday: Friday/Saturday:

F&B Price Ranges:-please provide menu or names & contact info of outside vendors
Per Gallon price of Ice Tea: Per Gallon price of Coffee

Concessions Offered:
Guest Rooms: _________________ Food & Beverage: _________________Other Concessions: _________________

New 2020 question: Please briefly state your guidelines for Sanitation/Cleaning/Food Service & Social Distancing.

Do sleeping rooms have: thermopane windows wall thermostats?

When were your sleeping rooms last renovated? Total # of Rooms:

Total # of King/Singles. Double/Doubles: Suites: ADA Rooms:
Do your King Rooms have sofa sleepers?

# of On-Site Restaurants:

Stores/Malls/Restaurants within walking distance (less than 1/4 mile): Within 5 miles

Hotel Parking Cost: Cost of Airport Transfers: Distance in Time & Miles from Airport:

If applicable, where is the nearest public transit located in relationship to the hotel?

Please list all nearby hotels:

Age of Hotel: When was the meeting space last renovated?

How thick are your air walls? Total Sq Ft of Meeting Space:

# of Meeting Rooms: Sq. Ft. of Largest Meeting Room:

Please provide a function room list with name of room dimensions: ceiling height; are walls hard or divisible

Average Meeting Rental: Is Meeting Room Rental Sliding or Fixed:

What items are built into your meeting rooms ( ie white boards/screens)

Do you have high speed internet available in your sleeping rooms and in your function rooms if so at what charge?

Do you have the following:

self serve business ,copy, computer center (list hours & cost)

in room refrigerators in room microwaves wireless internet & cost

self-serve laundry facilities honor/business floors

swimming pool: indoor or outdoor or both

exercise facilities free shuttle to area attractions

Where is the nearest copy store?

copyright 2021 by May and Williams, Ltd.