REQUEST FOR PROPOSAL
PINEAPPLE ASSOCIATION
Profile National professional association two-day annual hy
id meeting for 300
attendees that
ings together representatives for plenary (general) discussions,
professional development, and networking.
Type of Host Org./Scope National Association
Culture Diverse population, most meet annually and some have never met
Goals Professional development for members
Business Plan Revenue generation beyond covering the cost of meeting
Attendee Profile Ages range from 25-65; 50 percent male/50 percent female; English is the
spoken language
First Time or Repeat Annual meeting with revolving locations each year
Size and Location
• 300 attendees – expecting 200 in-person and 100 virtual
• A large, center city hotel with easy transportation access and ample event
space and technology
• One additional hotel for sleeping rooms at a lower price
Financial Parameters
• Attendees complete individual reservation paying the hotel directly
• No expenses reimbursed by the association
• Registration fees are standard price and collected in advance:
o Fees – in-person and virtual
PLANNING DETAILS
Hotels • Large host hotel –accommodate most, if not all attendees
• Secondary hotel within walking distance at a lower price point, required
Event Space • Registration area
• Plenary (general) space (theatre-style) for 200 attendees
• Breakfast, lunch, dining/gala space (rounds of eight, high-top tables)
• Four (4)
eakout rooms (75 attendees per room, theatre style)
• Focus on safety protocols, risk management, and sustainability
Exhibit space • 20 poster presentations/exhibits - combined with dining space
Audiovisual/Technology
Hy
id
• All plenary (general) space and
eak-out rooms – include hy
id
technology requirements
Food and Beverage • Menus featuring local cuisine of host region
• Repeating food events must include different menu items for Day 1 & 2
• Include items for attendees with food sensitivities and allergies
BREAKFAST • Breakfast buffet with proteins (Day 1 and Day 2)
BREAK • Mid-morning and mid-afternoon
eaks (Day 1 and Day 2)
LUNCH • Custom menu lunches (Day 1 and Day 2)
EVENING
DAY 1 - Opening reception with hot and cold hors d’oeuvres and cash bar
DAY 2 - “Themed” closing gala - food stations including wine and a cash ba
Consider this article "How to Plan a Sustainable Event": https:
www.event
ite.com
log/plan-a-green-event-ds00
EVENT DETAILING
POINTS
Professional
10
Fully Detailed
20
Costs/Tables/Plan/Etc.
20
TOTAL
50
WEEK 12
SUSTAINABILITY
50 POINTS
DUE: Friday, April 8, 2022
· REMEMBER: Follow your budget and the amount allotted for sustainability.
· Develop a sustainability plan that focuses specifically on the Pineapple Association event.
· Detail and explain each area of the plan.
· The sustainably plan must be for the entire event.
· Develop a sustainability statement.
· Explain sustainability initiatives and practices.
REQUIRED
· Food and beverages
· Service materials
· Event materials
· Ca
on footprint
Conside
this
article
"How
to
Plan
a
Sustainable
Event":
https:
www.event
ite.com
log/plan
-
a
-
green
-
event
-
ds00
EVENT DETAILING
POINTS
Professional
10
Fully Detailed
20
Costs/Tables/Plan/Etc.
20
TOTAL
50
WEEK
12
SUSTAINABILITY
50
POINTS
DUE:
Friday
,
April
8
,
2022
·
REMEMBER:
Follow
you
udget
and
the
amount
allotted
fo
sustainability.
·
Develop
a
sustainability
plan
that
focuses
specifically
on
the
Pineapple
Association
event.
·
Detail
and
explain
each
area
of
the
plan.
·
The
sustainabl
y
plan
must
e
fo
the
entire
event
.
·
Develop
a
sustainability
statement
.
·
Explain
sustainability
initiatives
and
practices
.
REQUIRED
·
Food
and
everages
·
Service
materials
·
Event
materials
·
Ca
on
footprint
Consider this article "How to Plan a Sustainable Event": https:
www.event
ite.com
log/plan-a-
green-event-ds00/
EVENT DETAILING POINTS
Professional 10
Fully Detailed 20
Costs/Tables/Plan/Etc. 20
TOTAL 50
WEEK 12
SUSTAINABILITY 50 POINTS DUE: Friday, April 8, 2022
REMEMBER: Follow your budget and the amount allotted for sustainability.
Develop a sustainability plan that focuses specifically on the Pineapple Association
event.
Detail and explain each area of the plan.
The sustainably plan must be for the entire event.
Develop a sustainability statement.
Explain sustainability initiatives and practices.
REQUIRED
Food and beverages
Service materials
Event materials
Ca
on footprint