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.

Recent Convention Destinations

2019 - Hong Kong, China - InterContinental Hotel 
2018 - Nashville, Tennessee - Gaylord Opryland Resort & Convention Center
​2017 - Miami, Florida - L​oews 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: Mid-September to Mid-October

Preferred Pattern/Hotel Room Block

Function
Day
Estimated Room Count
Shoulder/Staff Arrival
Saturday
10
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 $125 - $199 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 two people for 2-5 nights 

​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
3:00 PM -5:00 pm
BOD Update
35
U-Shaped
8:00 PM - 11:00 PM
Welcome Reception
150
Hotel

Tuesday

Times
Function
Estimated Count
Setup
24 - hour hold
Planner Office
10
Conference table, Storage, 6 keys
8:00 AM - 9:00 AM
BOD Breakfast
35
Tables of 8
9:00 AM - 10:00 AM
Regional Update
35
Classroom
10:00 AM - 12:00 PM
Regional Meetings
95
Classroom
12:00 PM - 1:00PM
All Delegate Lunch
130
Tables of 8
1:00 PM - 4:00 PM
General Session
120
Classroom with Rear-Screen Projection
6:30 PM - 7:30 PM
Opening Reception
150
Hotel OR Off-Site
7:30 PM - 9:30 PM
Dinner
150
Hotel OR Off-Site
10:00 PM - 12:00 AM
After Party
75
Hotel OR Off-Site

Wednesday

Times
Function
Estimated Count
Setup
24 - hour hold
Planner Office
10
Conference table, Storage, 6 keys
8:00 AM - 9:00 AM
All Delegate Breakfast
120
Tables of 8
9:00 AM - 12:00 PM
General Session
120
Classroom with Rear-Screen Projection
12:00 PM - 1:00 PM
All Delegate Lunch
130
Tables of 8
​1:00 PM - 3:00 PM
Breakout Sessions
120
Classroom
1:00 PM - 3:00 PM
NAM Breakout
30
Classroom
1:00 PM - 3:00 PM
LATAM Breakout
20
Classroom
1:00 PM - 3:00 PM
EMEA Breakout
20
Classroom
1:00 PM - 3:00 PM
APAC Breakout
10
Classroom
3:00 PM - 4:00PM
General Session
120
Classroom with Rear-Screen Projection
6:30 PM - 7:30 PM
Reception
150
Hotel OR Off-Site
7:30 PM - 9:30 PM
Reception
150
Hotel OR Off-Site
10:00 PM - 12:00 AM
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 - 3:30 PM
Allied Partner Exhibits
25
25 Draped Highboy Tables
8:00 AM - 9:00 AM
Breakfast
150
Tables of 8
9:00 AM - 4:00 PM
General Session
130
Classroom with Rear-Screen Projection
​10:00 AM - 10:30 AM
AM Break
120
Break
12:00 PM - 1:00 PM
Lunch
130
Tables of 8
4:00 PM - 5:00 PM
Executive Meeting
120
Classroom
6:00 PM - 7:00 PM
 Closing Reception
150
Hotel OR Off-Site
7:00 PM - 10:00 PM
Dinner
150
Hotel OR Off-Site
10:00 PM - 1:00AM
After Party
75
Hotel OR Off-Site

Friday

Times
Function
Estimated Count
Setup
Until 2:00 PM
Planner Office
10
Conference table, Storage, 6 keys

Gray Line Primary Contacts

Please have proposals sent back to Gray Line Worldwide by January 5th, 2019:
Dale Berridge | dale@grayline.com | +1720 299 2157
Dalton Berridge | dalton@grayline.com | +1 720 607 6709
 
Gray Line Worldwide | 
1900 16th Street Suite 210
 | 
Denver, CO 80202|
USA
www.grayline.com