Gray Line Annual Convention
2018
Hotel RFP
Event Profile
Gray Line Worldwide is an association for our licensees. We are comprised of over 110 individually owned and managed companies who license the name and trademark mark from Gray Line Worldwide. These companies that operate as Gray Line around the world, meet each summer or fall for our Annual Meeting & Marketing Conference. The average delegate is the owner or general manager of the local Gray Line company, and they range in age from 30-65 years old, with the average age being around 50.
The main purpose of the meeting is to educate our Licensees around the world on our current and upcoming marketing programs and initiatives, as well as conduct the business of the group (elect Board of Directors, by-law changes, etc.). The attendees are global in representation and are well-traveled and diverse professionals.
The main purpose of the meeting is to educate our Licensees around the world on our current and upcoming marketing programs and initiatives, as well as conduct the business of the group (elect Board of Directors, by-law changes, etc.). The attendees are global in representation and are well-traveled and diverse professionals.
Recent Convention Destinations
2017 - Miami, Florida - Loews Miami Beach Hotel
2016 – Reykjavik, Iceland - The Hilton Reykjavik Nordica
2015 – New Orleans, Louisiana – Windsor Court Hotel
2014 – Denver, Colorado – Four Seasons Hotel and Spa
2013 – Las Vegas, Nevada – Red Rock Casino Resort and Spa
2012 – Paris, France – Radisson Hotel Opera House
2010 – New York City, New York – Marriott Marquis Time Square
2016 – Reykjavik, Iceland - The Hilton Reykjavik Nordica
2015 – New Orleans, Louisiana – Windsor Court Hotel
2014 – Denver, Colorado – Four Seasons Hotel and Spa
2013 – Las Vegas, Nevada – Red Rock Casino Resort and Spa
2012 – Paris, France – Radisson Hotel Opera House
2010 – New York City, New York – Marriott Marquis Time Square
Preferred Onsite Convention Dates
Sunday, October 7, 2018 - Friday, October 12th, 2018
Hotel Room Block
Function |
Day |
Estimated Room Count |
Shoulder/Staff Arrival |
Saturday |
5 |
Shoulder/Staff Arrival |
Sunday |
40 |
Delegate Arrivals |
Monday |
110 |
Regional Meetings / Opening Reception |
Tuesday |
120 |
Marketing Conference |
Wednesday |
120 |
Marketing Conference / Closing Reception |
Thursday |
110 |
Shoulder/Departure |
Friday |
5 |
Meeting Specifications
- Hotel rating at least 4-Diamond and/or 4 Star, and have a fitness and spa onsite.
- Explain why your hotel will be the best fit for our convention, location benefits of the hotel, unique onsite banquet/meeting facilities, etc.
- Hotel room rate $139 - $169 USD per night, plus upgrade options.
- Does the Hotel provide complimentary round trip airport transportation?
- List local taxes and service charges that may be accrued.
Added Values
- 1 Per 30 complimentary rooms
- Ten (10) complimentary room upgrades
- Ten (10) complimentary VIP welcome food/beverage amenities
- Group rates offered five (5) days pre and post dates
- Minimum 20% attrition rate
- Special discounted staff room rate (10) rooms for up to 7 nights.
- Complimentary Wi-Fi in-room and meeting space internet for all guests
- Spa Discounts for all guests and five (5) complimentary massage packages
- Business center discounts for all guests
- Audio Visual discounts
- Complimentary storage for shipments prior to staff arrival
- Complimentary hotel room drop services – up to two (2) per room
- Complimentary branded room keys
- Complimentary early check-in and late check-out for twenty (20) rooms
- Complimentary staff rooms for site visit scheduled for ASAP
- Complimentary staff rooms for two people for 2-3 nights for GLWW staff during additional site visits if necessary
Schedule of Events
Sunday
Times |
Function |
Estimated Count |
Setup |
24 - hour hold |
Planner Office |
10 |
Conference table, Storage, 6 keys |
Monday
Times |
Function |
Estimated Count |
Setup |
24 - hour hold |
Planner Office |
10 |
Conference table, Storage, 6 keys |
8:00 PM - 11:00 PM |
Welcome Reception |
110 |
Lounge |
Tuesday
Times |
Function |
Estimated Count |
Setup |
24 - hour hold |
Planner Office |
10 |
Conference table, Storage, 6 keys |
1:00 PM - 5:00 PM |
Allied Partner Exhibits |
25 |
25 Draped Highboy Tables |
9:00 AM - 12:00 PM |
BOD Update |
30 |
U - Shaped Table |
1:00 PM - 1:30 PM |
All Regions Meeting |
95 |
Classroom |
1:30 PM - 4:00 PM |
NAM Breakout |
30 |
Classroom, Same Room as All Regions |
1:30 PM - 4:00 PM |
LATAM Breakout |
20 |
Classroom |
1:30 PM - 4:00 PM |
EMEA Breakout |
20 |
Classroom |
1:30 PM - 4:00 PM |
APAC Breakout |
10 |
Classroom |
6:30 PM - 7:30 PM |
Opening Reception |
150 |
Off-Site |
7:30 PM - 9:30 PM |
Dinner |
150 |
Off-Site |
10:00 PM - 1:00 AM |
After Party |
75 |
Off-Site |
Wednesday
Times |
Function |
Estimated Count |
Setup |
24 - hour hold |
Planner Office |
10 |
Conference table, Storage, 6 keys |
8:00 AM - 5:00 PM |
Allied Partner Exhibits |
25 |
25 Draped Highboy Tables |
8:00 AM - 9:00 AM |
Breakfast |
150 |
Tables of 8 |
9:00 AM - 5:00 PM |
General Session |
120 |
Classroom with Rear-Screen Projection |
10:00 AM - 10:30 AM |
AM Break |
120 |
Break |
12:00 PM - 1:30 PM |
Lunch |
130 |
Tables of 8 |
3:00 PM - 3:30 PM |
PM Break |
120 |
Break |
6:00 PM - 7:00 PM |
Reception |
150 |
Off-Site |
7:00 PM - 10:00 PM |
Dinner |
150 |
Off-Site |
10:00 PM - 1:00AM |
After Party |
75 |
Hotel OR Off-Site |
Thursday
Times |
Function |
Estimated Count |
Setup |
24 - hour hold |
Planner Office |
10 |
Conference table, Storage, 6 keys |
8:00 AM - 5:00 PM |
Allied Partner Exhibits |
25 |
25 Draped Highboy Tables |
8:00 AM - 9:00 AM |
Breakfast |
150 |
Tables of 8 |
9:00 AM - 5:00 PM |
General Session |
130 |
Classroom with Rear-Screen Projection |
10:00 AM - 10:30 AM |
AM Break |
120 |
Break |
12:00 PM - 1:30 PM |
Lunch |
130 |
Tables of 8 |
3:00 PM - 3:30 PM |
PM Break |
120 |
Break |
6:00 PM - 7:00 PM |
Closing Reception |
150 |
Off-Site |
7:00 PM - 10:00 PM |
Dinner |
150 |
Off-Site |
10:00 PM - 1:00AM |
After Party |
75 |
Off-Site |
Friday
Times |
Function |
Estimated Count |
Setup |
Until 2:00 PM |
Planner Office |
10 |
Conference table, Storage, 6 keys |
Gray Line Primary Contacts
Dale Berridge | dale@grayline.com
Emilie Schlafly | eschlafly@grayline.com
Gray Line Worldwide | 1835 Gaylord Street | Denver, CO 80206 | USA
Tel: +1.303.394.6932 | Fax: +1.303.394.6950 | www.grayline.com
Emilie Schlafly | eschlafly@grayline.com
Gray Line Worldwide | 1835 Gaylord Street | Denver, CO 80206 | USA
Tel: +1.303.394.6932 | Fax: +1.303.394.6950 | www.grayline.com