Tennessee Board of Regents

TENNESSEE BOARD OF REGENTS Tennessee High Impact Practice Conference January 11, 2018 Request for Quotation Specifications ______The TBR High will host a 1-day Impact Practice Conference this will be an opportunity for teams from all TBR institutions to learn more about effective practices in multiple high impact practices (HIP) from content experts in various HIP areas. The HIP Conference will be a time both to collaborate with colleagues as well as strengthen institution-specific processes that enable HIP experiences to strengthen community and belonging in support of student success. Please submit your quotation for this event based on the following minimum requirements:

Event Requirements: Lodging  Check in January 10, 2018 40 non-smoking Standard Double Queen/King guest rooms  Check out January 11, 2018 15 non-smoking Standard Double Queen/King guest rooms

TBR will confirm with hotel the actual number of rooms prior to the event.

NOTE: All participants will register and pay for their own lodging. The group bill will include meeting rooms, audio visual, and food and beverage services.

 General Session room to accommodate 150 o The setup would be theatre style o Meeting space will be needed from 8:00 am – 4:00 pm o A/V setup to include a stage/riser, podium, microphone, projector, screen and Internet access

 4 Breakout rooms to accommodate 25 o The setup would be classroom style o Meeting space will be needed from 9:00 am – 4:30 pm o A/V setup to include podium, projector, screen and Internet access o Conference speaker phone

 Registration table with 2 chairs in hotel lobby o The setup on day of conference is needed from 7:00 am – 4:00 pm

 Ballroom or alternative space to accommodate lunch for 150

 Food/beverage services o Breakfast and lunch can be served as buffet in General Session o Breaks can be served buffet style outside of meeting rooms in a common area

 Access to WIFI/internet service and copier during event Please indicate the availability and any cost associated with the following guest services in your proposal:

 Availability of WIFI service to in-room guests  Availability of business center on-site  Shuttle service to area attractions  Parking rates (if applicable)  Any other applicable charges for the Tennessee Board of Regents to use your facility

 Hotel sales staff contact information:

Name: ______Phone No.: ______Fax No.: ______Email Address:______

2 PRICING (if there is no charge for an item listed, please indicate below):

Lodging, January 10th: Hotel Room Cost with breakfast included for 40 non-smoking Standard Double Queen/King guest rooms (room cost to include all costs associated with rooms, including any and all state tax, city tax, occupancy tax or any other tax or fee associated with the room charge).

Room Rate with breakfast included for 40 Standard Double Queen/ King $ /night guest rooms (Bidders are expected to quote state rate.) TBR is Sales Tax Exempt. Specify any other tax on the lines below: (occupancy tax) $ /night (city tax) $ /night (any other tax or fee associated with the room charge) $ /night Total Room Cost for 40 Standard Double Queen/King guest rooms $

Total Room Cost for January 10th $

Lodging, January 11th Hotel Room Cost with breakfast included for 15 non-smoking Standard Double Queen/King guest rooms (total cost to include all costs associated with these rooms, including any and all state tax, city tax, occupancy tax or any other tax or fee associated with the room charge).

Room Rate with breakfast included for 15 Standard Double Queen/King $ /night guest rooms (Bidders are expected to quote state rate.) TBR is Sales Tax Exempt. Specify any other tax on the lines below: (occupancy tax) $ /night (city tax) $ /night (any other tax or fee associated with the room charge) $ /night Total Room Cost for 15 Standard Double Queen/King rooms $ Total Room Cost for January 11th $

Meeting Rooms: General Session and for lunch $ /day Breakout Room 1 Cost $ /day Breakout Room 2 Cost $ /day Breakout Room 3 Cost $ /day Breakout Room 4 Cost $ /day Registration Table Setup Cost $ Podium & Microphone $ /day Large Screen $ /day Data-Video LCD Projector $ /day

3 Stage/Riser $ WIFI/Internet Access $ Copier Access $ Total Cost of Meeting Rooms $

Additional Costs: Availability of business center on-site $ /day Parking Rates $ /day Shuttle service to area attractions $ /day Any other applicable charges, service charges, fee for the TBR to use facility (list description as well as cost): $ $ $ Total other applicable charges Total Additional Cost $

4 Food Service: Breakfast and lunch can be served as buffet in General Session. Breaks can be served buffet style outside of meeting rooms in a common area. Breakfast for approximately 150 $ /person Lunch for approximately 150 $ /person Afternoon break for approximately 150 $ /person Other Applicable Charges (list description as well as cost):

Any other applicable charges, service charges, fee for the TBR related to food expenses (list description as well as cost): $ $ $ Total other applicable food service charges $ Total Food Service $

Total Bid $

*See addendum for additional information to use for planning meals. While not required, it would be beneficial to include menus used for the bid.

Please direct any questions to: Mark Hodges ([email protected] or 615-366-3934 at the Tennessee Board of Regents.

The hotel property is asked to send a copy of their hotel agreement with their request for quotation submittal. Award will be based on successful negotiation of the terms and conditions of the hotel agreement. Failure to submit your hotel agreement will bind the hotel to Tennessee Board of Regents standard agreement.

ADDENDUM

The following information is intended only as suggestions to help clarify and standardize expectations.

Participants can use existing restaurant facilities if the property so desires and space can accommodate number of attendees. Meals can be served as a buffet or with full service at any appropriate location that will not interfere with the meeting itself. The least expensive option should be used.

►Breaks: Two (2) Breaks will be required. Possible suggestions for refreshments are:

5 Assorted sodas (at least half diet) and bottled water (quantity of bottled waters should double the quantity of sodas provided)

Decaf and regular coffee, hot water for tea

Morning break food suggestions: assorted breads (bagels, muffins, banana bread), fruit, yogurt

Afternoon break food suggestions: Cookies, brownies or build your own snack mix (nuts, dried fruits, pretzels, cereals, chocolate/yogurt chips, etc.).

►Breakfast: Most guests will want access to breakfast during their 3-day stay. TBR prefers that guests have access to a buffet breakfast that’s included as part of the lodging fee.

►Lunch: One (1) lunch will be served. Suggestions might include:

(1) Boxed lunch: Wraps or sandwiches, chips, fruit or pasta salad cup, dessert & beverage

(2) Plated sandwich options with sides of fruit, salad options (pasta salad, bean salad, cole slaw) dessert & beverage (This option to be provided if Ballroom or alternate space is needed for keynote speaker function).

►Dinner: One (1) dinner will be served. Suggestions might include plated dinner or buffet options. Hotel to provide menus for selections.

Hotel must provide be able to provide alternative food selections for individuals with dietary restrictions for both lunch and dinner. TBR to provide hotel with a count of individuals who have dietary restrictions prior to event.