Request for Proposal - Buffalo Niagara Convention and Visitors Bureau

* = required fields

Prefix

(Mr., Mrs., Ms., Dr., etc.)

First Name *

Last Name *
(Surname)

Organization *

Address (line 1) *

Address (line 2)

City *

State/Province *

Postal Code *

Country

Phone *

Fax

Email *

Web site

Type of organization

Response to RFP/
Bid Proposal needed by

MM/DD/YYYY

MEETING PROFILE

Complete
meeting name

Meeting Management Company

Name

Phone		Fax

Meeting type

Meeting
scope

Where do attendees come from?

Decision
made by

Meeting
start date

MM/DD/YYYY		Meeting end date		MM/DD/YYYY
		Meeting end date

Total number
of people

Total number
of rooms blocked

Number
of suites

Percent single rooms		Percent double rooms
%		%
Peak night rooms		Number of days hotel rooms are required

Alternate dates
this meeting
may be held

Alternate date #1	MM/DD/YYYY		Alternate date #2	MM/DD/YYYY
Alternate date #1			Alternate date #2

Rate Range

Largest
meeting setup

for number of people.

Number of concurrent breakout rooms used

Number of on-site food and beverage functions

Largest meal period

Preferred
major arrival/ departure days

Alternate arrival/ departure days

Meeting held

Preferred location and type of hotel facilities
(Check all that apply)

Airport		Convention Hotel
Citywide		Downtown
Conference Center		Suburban
Other

Largest on-site food and beverage function attendance

Number of off-site food and beverage functions

EXHIBITS (If any, please complete the section below.)

Type of show

Number of booths

(if none, please put 0)

Size of booths

8x10		10x10		Tabletop
Other

Total gross exhibit square feet

Move In Day

First Show Day

Last Show Day

Move Out Day

SPORTS VENUES

Arrival Day

Departure Day

Number of seats

Facilities needed

Specify Number

Dorm facilities for athletes?

Yes No
If yes, how many beds?

SPECIAL REQUIREMENTS

CVB's can also assist you in finding specialized services to make your planning process easier.

Check those items for which you desire additional information:

Audio-Visual Services
Beach
Child Care
Diabetic
Fitness Facilities
Golf
Hired Entertainment or Speakers
Kosher Food
Off-Premise Catering or Banquet Facilities
Official Airline
Official Car Rental Company
Official Travel Agency
Shopping
Shuttle Service or Ground Transportation
Special assistance/disabilities
Spouse or Youth Programs
Teleconferencing
Tennis
Theme Parties or Special Events
Tours or Sightseeing
Union Hotels
Vegetarian
Water sports
Send me a Meeting Planners Guide
Other

Send service lead to appropriate members

Thank you for using our RFP/Bid Proposal service. Before you send your RFP/Bid Proposal we'd appreciate any history you can provide about the meeting you have just entered. It would also be helpful knowing where the meeting will be held in the future.

MEETING HISTORY

Enter up to four years of meeting history (Past numbers should be actual pickup)
At least one year of history is required beginning with the most recent.

Past Start Date(s)	Past End Date(s)	City	State/ Province	Name of Hotel or Facility	Convention Center (Y/N)	Total # People	Exhibit Facility Type	Total # Rooms Pickup

Type of
hotel used

OTHER FUTURE MEETINGS

Enter up to two future meetings (Future numbers should be estimates)

Future Meeting Date(s)	City	State/ Province	Name of Hotel or Facility	Confirmed Hotel (Y/N)	Total # People	Total # Rooms Blocked	Total # Rooms on Peak

Editorial Comments/
Special Notes

*SECURITY CODE