Gray Line Convention Hotel RFP
  • 2021 Halifax Convention Hotel RFP

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: 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
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  • 2021 Halifax Convention Hotel RFP