Gray Line Annual Convention
2020 Los Cabos
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
2019 - Hong Kong, China - InterContinental Hotel
2018 - Nashville, Tennessee - Gaylord Opryland Resort & Convention Center
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
2018 - Nashville, Tennessee - Gaylord Opryland Resort & Convention Center
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
Preferred Onsite Convention Dates: October 2-8th
Preferred Pattern/Hotel Room Block
Function |
Day |
Estimated Room Count |
Shoulder/Staff Arrival |
Saturday |
20 |
Shoulder/Staff Arrival |
Sunday |
50 |
Delegate Arrivals / BOD Meeting / Welcome Reception |
Monday |
120 |
Regional Meetings / AGM / Activites |
Tuesday |
120 |
Marketing Conference |
Wednesday |
120 |
Marketing Conference / Activities Closing Events |
Thursday |
110 |
Shoulder/Departure |
Friday |
10 |
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 $135 - $159 USD per night, plus upgrade options.
- 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 two people for 2-5 nights for site visits
Schedule of Events
Saturday Oct. 10th
Times |
Function |
Estimated Count |
Setup / Location |
TBD |
Staff Arrival |
13 |
N/A |
24- hour hold |
Planner Office |
10 |
Conference table, Storage, 10 keys |
Sunday Oct. 11th
Times |
Function |
Estimated Count |
Setup / Location |
TBD |
Board Arrival |
17 |
N/A |
24- hour hold |
Planner Offce |
10 |
Conference table, Storage, 10 keys |
Monday Oct. 12th
Times |
Function |
Estimated Count |
Setup / Location |
24 - hour hold |
Planner Office |
12 |
Conference table, Storage, 12 keys |
7:00 AM - 8:00 AM |
BOD Breakfast |
35 |
In Restaurant |
8:00 AM -10:30 PM |
BOD Meeting |
25 |
U-Shaped |
10:30 AM - 11:00 PM |
Break |
25 |
Foyer |
11:00 AM - 12:30 PM |
BOD Meeting |
25 |
U-Shaped |
12:30 PM -1:30 PM |
BOD/Staff Lunch |
35 |
Foyer |
1:30 PM - 3:30 PM |
BOD Meeting |
25 |
U-Shaped |
3:30 PM - 4:00 PM |
Break |
25 |
Foyer |
4:00 PM - 6:00 PM |
BOD Meeting |
25 |
U-Shaped |
7:00 PM - 8:00 PM |
Welcome Reception |
100 |
On Hotel Beach |
8:00 PM - 9:30:00 PM |
Dinner |
100 |
Buffet by Pool |
9:30 PM - 11:00 PM |
After Party |
100 |
Hotel Bar |
Tuesday Oct. 13th
Times |
Function |
Estimated Count |
Setup / Location |
24 - hour hold |
Planner Office |
12 |
Conference table, Storage, 12 keys |
7:00 AM - 9:00 AM |
All Delegate Breakfast |
110 |
In Restaurant |
9:00 AM - 9:30 AM |
Regional Update |
35 |
Classroom |
8:00 AM - 10:30 AM |
Exhibit Setup |
15 |
15 Cocktail Rounds |
9:00 AM - 10:00 AM |
AGM |
100 |
Classroom with Rear-Screen Projection |
10:00 AM - 11:00 AM |
BOD or Executive Meeting |
25 |
U-Shaped |
12:00 - 6:00 PM |
Off-Site Activity |
130 |
Golf / Culinary Tour / Dune Buggies Lunch Included |
6:30 PM - 7:30 PM |
Opening Reception |
150 |
Off-Site TBD |
7:30 PM - 9:30 PM |
Dinner |
150 |
Off-Site TBD |
10:00 PM - 11:30 PM |
After Party |
75 |
Hotel Bar |
Wednesday Oct. 14th
Times |
Function |
Estimated Count |
Setup / Location |
24 - hour hold |
Planner Office |
12 |
Conference table, Storage, 10 keys |
7:00 AM - 9:00 AM |
All Delegate Breakfast |
110 |
In Restaurant |
9:00 AM - 10:30 AM |
General Session |
100 |
Classroom with Rear-Screen Projection |
10:30 AM - 11:00 AM |
Break |
100 |
Foyer |
11:00 AM - 12:30 PM |
General Session |
100 |
Classroom |
12:30 PM - 1:30 PM |
All Delegate Lunch |
100 |
Tables of 8 |
1:30 PM - 3:00 PM |
General Session |
100 |
Classroom |
3:00 PM - 3:30 PM |
Break |
100 |
Foyer |
3:30 PM - 4:30 PM |
General Session |
100 |
Classroom |
6:30 PM - 7:30 PM |
Reception |
150 |
Depart at 6 for The Cape |
7:30 PM - 9:30 PM |
Dinner |
150 |
Dinner at The Cape |
9:30 PM - 12:00 AM |
After Party |
75 |
Cabo Wabo Shuttles |
Thursday Oct. 15th
Times |
Function |
Estimated Count |
Setup / Location |
24 - hour hold |
Planner Office |
12 |
Conference table, Storage, 12 keys |
8:00 AM - 9:00 AM |
Breakfast |
90 |
In Restaurant |
9:00 AM - 10:30 AM |
General Session |
100 |
Classroom with Rear-Screen Projection |
10:30 AM - 11:00 AM |
AM Break |
120 |
Break |
11:00 AM - 12:00 PM |
General Session |
130 |
Classroom with Rear-Screen Projection |
12:00 PM - 3:30 PM |
Lunch at Jazmin / City Tour |
140 |
San Jose |
3:30 PM - 4:30 PM |
Return to Hotel for break |
150 |
Hotel |
4:30 PM - 6:00 PM |
City Tour / Tequila Tasting |
140 |
Cabo San Lucas |
6:00 PM - 7:30 PM |
Reception on Sunset Boat Ride |
140 |
Boat |
7:30 PM - 10:00 PM |
Dinner |
140 |
The Farm |
10:00 PM - 11:30 PM |
After Party |
50 |
Hotel Bar |
Friday
Times |
Function |
Estimated Count |
Setup / Location |
Until 2:00 PM |
Planner Office |
12 |
Conference table, Storage, 12 keys |
Gray Line Primary Contacts
Please have proposals sent back to Gray Line Worldwide by March 15th, 2019:
Dale Berridge | dale@grayline.com | +1720 299 2157
Ashlei Beebe | ashlei@grayline.com | +1 816 709 8695
Gray Line Worldwide | 1900 16th Street Suite 210 | Denver, CO 80202| USA
www.grayline.com
Ashlei Beebe | ashlei@grayline.com | +1 816 709 8695
Gray Line Worldwide | 1900 16th Street Suite 210 | Denver, CO 80202| USA
www.grayline.com