Annual Convention RFP Information for Dates Available:  September 9-12, 2012

Meeting History: All Banquet Revenue amounts are approximated.
Total Room Pickup: 300   October 29-Sept. 2, 2006  
Hotel Roanoke and Convention Center, Banquet Revenue: $35,000

Total Room Pickup: 430   September 27-30, 2007*  
MainStay Suites Hotel, Pigeon Forge, TN, Banquet Revenue: $4,000
*Pigeon Forge is not a typical destination. Because of the tremendous sponsor support,
the hotel was paid directly by sponsors in many instances reducing the payment from VMA.

Total Room Pickup: 377    September 12-15, 2008 
Gaylord National Harbor Resort Banquet Revenue: $77,000

Room Block: Total 380    Day 1: 80   Day 2: 150   Day 3: 150

Annual Convention At A Glance
Day 1: Sunday
1:00—5:00 Registration Open
Permanent Registration Desk or a separate room in close proximity to meeting events which can be secured by lock and key. Registration area access needed by VMA staff beginning Thursday.
3:00—5:00 Board of Directors Meeting
20 people Set in Hollow Square or conference style
*Refreshment Sponsor welcomed.
*Sponsorships may be a choice of the host location or solicited by VMA. Host location has first choice of opportunities available.
Some sponsorships have traditionally been the responsibility of the host location. Those have been designated.
5:30 Sponsored Event
This is a choice by host location to showcase attraction, theatre, restaurant, etc. Pre-registration will be
required to determine the number of people for whom to plan. Approx. 120 people.
Transportation may be provided by ABC Companies, Prevost, MCI, Daimler Buses.
10:30— Hospitality Open after special event
Sponsor welcomed.
Hospitality Room should be identified as a permanent place for the duration of the convention. Alcoholic
beverage must be allowed along with packaged snacks, or food purchased from host hotel.

Day 2: Monday (Registration 8:00-5:00 same location)
Adequate parking must be provided for a coach display, which is a part of market place. For planning
purposes, space should be provided for up to 7 coaches located in as close proximity to market
place as possible. Pre-registration is done for coach suppliers also so that adequate notice of parking
needs may be predetermined at least two weeks in advance of the convention. Coaches begin arriving
on Saturday or Sunday.
8:00-9:00 New Member/First Timer Orientation
Refreshment Sponsor welcomed.
Set theatre style for 75 people.
9:00—3:00 Golf Tournament
(Golf course is identified by host location supplier and coordinated with Tim O’Bryan, Service
Insurance Agency. A sign up sheet is provided in registration material for pre-registration to determine the
number in advance of the convention. Approx. 25 golfers)
Sponsored by WorldStrides
Beverage Cart and Snacks Sponsor: This is a host location sponsorship.
Shopping and Tour Options
(Include area attractions such as cultural, historic, and shopping) Boxed Lunch provided for tour participants by local area suppliers. Transportation provided by Coach Representatives listed above.
12:00 Group Leaders Arrive
(Beginning with arrival of Group Leaders**, Familiarization Tours may be provided by local suppliers
throughout the day. Host location is expected to provide up to 50 ***complimentary guest rooms for one
night and breakfast for group leaders, determined by pre-registration. The guest rooms may be provided at
several hotels.)
** VMA operators have been asked to be more selective with group leaders to make sure they are bona fide group leaders.
***Note: VMA’ s Board of Directors are considering a lottery for group leaders which would reduce the
number of group leaders for each year. Certain operators based on the lottery draw would be allowed to
bring group leaders. This would also reduce the number of complimentary guest rooms needed for group
leaders. Proposals should be based on the assumption that at least 50 complimentary guest rooms will be
provided by the host location hotels.
3:30—5:00 Market Place I: Coach Sales
Private time with operators and display coaches visitation. See previous details under Day 2.
3:30—5:00 Associate Business/Education Session
Set theatre style with standing or table top podium/mic and 8’skirted table Approx. 125 people
5:00—6:00 Operator Business Session
Set theatre style with standing or table top podium/mic and 8’skirted table Approx. 75 people
7:00 Ice Breaker Party (Host destination choice)
Sponsor: This is a host location sponsorship.
(Ice Breaker held on or off property featuring local attractions.)
Group Photo
Arrangements for photographer by host location. Paid by VMA coordinated with VMA staff.
10:30— Hospitality Open
Sponsor welcomed.

Day 3—Tuesday (Registration 7:30-5:00 same location)
8:00—9:00 Breakfast Buffet Approx. 200 people
Sponsor welcomed.
10:30-12:30 Market Place I- Operators
10:30-12:30 Market Place II- Group Leaders
Refreshments Sponsor welcomed.
Plan for 60 8x10 booths. Pipe and draping will be used. Plan for 60 6’ skirted tables. Approx. 60 chairs will be needed. Room assigned should allow for a refreshment area with cocktail rounds and seating. Below is a diagram with optimum space. Space is negotiable as there are several ways to accommodate booths and refreshment areas. Creativity is encouraged. Isles should be 9’ wide.
12:45-2:00 General Session I: Lunch Approx. 200 people
Industry Perspective: National Level
Sponsor welcomed.
Update on national issues and activities by American Bus Association and United Motorcoach Association.
(Special recognition: city mayor and other VIPs by choice of host location.)
2:15-4:15 Market Place III– Operators
2:15-4:15 Market Place IV– Group Leaders
4:15 Group Leaders Leave
6:30—7:30 Gala Reception Approx. 200 people
Sponsored by next year Host Location.
7:30— General Session II: Dinner Approx. 225 people
Awards Presentation
Installation of Officers and Directors
Dress Code: Coat & Tie; “dress up” for women.
Sponsor welcomed.
Hospitality will open after dinner.
Sponsor welcomed.

Day 4- Wednesday (Registration 7:30-8:00 same location)
8:00—9:00 Breakfast Buffet Approx. 100 people
Sponsor welcomed.
9:15—10:15 Board of Directors Meeting

Other Information
Physical and dietary requirements
The host property will be notified of any special requirements
of members attending the meeting prior to the meeting date.
Complimentary Rooms
VMA requires the following complimentary Rooms:
   One complimentary one-bedroom suite for the current president.
   One complimentary two-bedroom suite for the executive director and staff.
   One guest room complimentary per 50 rooms picked up based on total room nights.
Other complimentary requirements:
   All meeting room rental complimentary based on meal functions outlined in this schedule.
   At least three complimentary easels per day to be used for signage.
   One microphone per session where appropriate; that is, where a microphone is needed based on size of room and number of people.
Deadline for proposals
The deadline for proposals is June 1, 2009 so that a site inspection and decision can be made prior to the Board of Directors Meeting. The host location for 2012, will sponsor the reception on Day 3 prior to the awards banquet for 2011. The host location for 2012 will host at least one board of directors meeting/annual meeting planning session. Hosting will include meeting space, a meal, and light refreshments during the board meeting (coffee/soft drinks), and complimentary guest rooms or reduced rate (less than group rate for meeting). Maximum guest rooms needed will be 14.
Other considerations that may impact selection:
   Is the host property willing to sponsor a break during the annual meeting and market place?
   Is the host property will to offer reduced “shoulder” rates for pre- and post-meeting. That is, offer a reduction from the group approved rate for two nights prior and two nights after the actual meeting dates?
  Is hotel willing to extend reservation deadline to two weeks prior to meeting for operators? Important!
  Is the host property willing to make any other concessions beyond what is outlined herein.
History
History for previous years is located at the top of this pagel and the current schedule of events is located on below. Feel free to contact Kimberly Cox if additional information is needed, or the host properties or CVBs for previous meetings.
Perceived Benefits to the Host Location/Property
   Promotion of location and property in at least two issues of the VMA newsletter to all members.
   One free advertisement in the newsletter from the time of selection up to one year.
   One free advertisement in the membership directory.
   Promotion through design of the cover of the membership directory giving exposure to the memory of the meeting throughout the following year as members use their directory.
Contact Information
Kimberly Cox, Meeting Manager, Virginia Motorcoach Association
106 Main Street, Brookneal, VA 24528
434-376-1150  FAX 434-376-1156 Email: kimberly_c@embarqmail.com

This RFP was sent only to member convention and visitor bureaus for distribution to properties that might have the outlined meeting requirements and interest in hosting VMA’s annual meeting.
I am open to discussion of any portion of this proposal and special considerations that may be given depending on circumstances of location and property for the mutual benefit of the location, property, and VMA. I am open to suggestions that might enhance the experience for all parties concerned, especially
the membership. I believe that the success of the meeting is priority. Attendance building is a key element and VMA staff will work with the host location and property to create interest and desire on the part of the membership to attend the meeting.

Thank you for your interest in hosting VMA.

Kimberly Cox