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: September 12th-19th or October 10th-16th

Preferred Pattern/Hotel Room Block

Function
Day
Estimated Room Count
Shoulder/Staff Arrival
Saturday
15
Shoulder/Staff Arrival
Sunday
60
Delegate Arrivals
Monday
120
Regional Meetings / Opening Reception
Tuesday
120
Marketing Conference
Wednesday
120
Marketing Conference / Closing Reception
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 $125 - $199 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 

​Schedule of Events

Sunday

Times
Function
Estimated Count
Setup
24 - hour hold
Planner Office
10
Conference table, Storage, 10 keys

Monday

Times
Function
Estimated Count
Setup
24 - hour hold
Planner Office
10
Conference table, Storage, 10 keys
8:00 AM - 9:00 AM
​BOD Breakfast
35
Tables of 8
9:00 AM -12:00 PM
​BOD Update
25
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, 10 keys
8:00 AM - 9:00 AM
All Delegate Breakfast
130
Tables of 8
9:00 AM - 9:30 AM
Regional Update
35
Classroom
9:00 AM - 12:30 PM
Exhibit Setup
15
15 Cocktail Rounds
9:30 AM - 11:00 AM
Regional Meetings
95
Classroom
11:00 AM - 12:30 PM
AGM
100
Classroom with Rear-Screen Projection
12:30 PM - 1:30PM
All Delegate Lunch
140
Tables of 8
2:00 PM - 5:30 PM
Off-Site Activity
120
Tours
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, 10 keys
8:00 AM - 9:00 AM
All Delegate Breakfast
120
Tables of 8
9:00 AM - 5:00 PM
General Session
100
Classroom with Rear-Screen Projection
12:30 PM - 1:30 PM
All Delegate Lunch
130
Tables of 8
​1:30 PM - 3:00 PM
Breakout Sessions
120
Classroom
1:30 PM - 3:00 PM
NAM Breakout
30
Classroom
1:30 PM - 3:00 PM
LATAM Breakout
20
Classroom
1:30 PM - 3:00 PM
EMEA Breakout
30
Classroom
1:30 PM - 3:00 PM
APAC Breakout
10
Classroom
3:00 PM - 3:30 PM
Break
120
Value
3:30 PM - 4:30PM
​General Session
120
Classroom with Rear-Screen Projection
​6:30 PM - 7:30 PM
Reception/ Boat
150
Hotel OR Off-Site
7:30 PM - 9:30 PM
Dinner/ Cabo San Lucas
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, 10 keys
​8:00 AM - 9:00 AM
Breakfast
150
Tables of 8
9:00 AM - 10:30 AM
General Session
130
Classroom with Rear-Screen Projection
10:30 AM - 11:00 AM
AM Break
120
Break
11:00 AM - 12:30 PM​
General Session
130
Classroom with Rear-Screen Projection
12:30 PM - 1:30 PM
Lunch
130
Tables of 8
1:30 PM - 5:00 PM
Activities
120
Tours
6:00 PM - 7:00 PM
 Closing Reception
150
Hotel OR Off-Site
7:00 PM - 11:30 PM
Dinner/ After Party
150
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 March 15th, 2019:
Dale Berridge | dale@grayline.com | +1720 299 2157
Dalton Berridge | dalton@grayline.com | +1 720 448 6288
 
Gray Line Worldwide | 
1900 16th Street Suite 210
 | 
Denver, CO 80202|
USA
www.grayline.com