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2023 Auction Proposal

The Arizona Chapter of the Hospitality Sales & Marketing Association International is looking for a venue to host the 41st Anniversary Auction and Fundraiser (formerly the Chinese Auction). In 2024 we will be celebrating the “Year of the Dragon”. This award-winning event, conceived by the Arizona Chapter in 1982, is our chapter’s largest annual fundraising event. This nationally recognized event attracts hundreds of professionals from the meeting and hospitality industry throughout the state of Arizona (see a list of corporate tables purchased in 2022 and 2023 below). In addition to supporting our association’s mission, we will be raising funds and awareness of our 2024 “Charity of the Year.”

SPECIFICATIONS FOR HOSTING & SPONSORING

Program:                             41st Anniversary Auction and Fundraiser Celebrating the “Year of the Dragon”

Proposed Dates:Friday, July 12, 2024
Friday, July 19, 2024
Friday, July 26, 2024
Auction Venue History (12 Years)
Date Hotel Name Location Attendance
June 2023 The Wigwam Litchfield Park, AZ 230
July 2022 Delta Hotels by Marriott Phoenix Mesa Mesa, AZ 250
September 2021 DoubleTree Resort by Hilton  Paradise Valley Scottsdale, AZ 240
2020 No event due to COVID
July 2019 Sheraton Phoenix Downtown Phoenix, AZ 346
July 2018 Scottsdale Plaza Resort Scottsdale, AZ 400
July 2017 Doubletree Resort by Hilton Scottsdale Scottsdale, AZ 430
June 2016 Scottsdale Resort at McCormick Ranch Scottsdale, AZ 350
June 2015 Renaissance Phoenix Downtown Phoenix, AZ 380
June 2014 Marriott Phoenix Mesa Mesa, AZ 330
June 2013 DoubleTree Paradise Valley Resort Scottsdale, AZ 340
June 2012 Wild Horse Pass Hotel & Casino Chandler, AZ 310
Tentative Schedule:

Time

Function

# ppl

Set-Up
Start End
8:00 am 3:00 pm Load In & Set Up 30 Rounds of 10, Stage Set, Silent Auction Set, Reception and Registration Set day prior
5:00 pm 6:30 pm Reception, Registration and Silent Auction 300
6:30 pm 9:30 pm Dinner and Quarter/Live Auction 300
9:30 pm 10:00 pm Tear down 25
9:30 pm 1:00 am After Party in the Bar/Lounge 50-75
1

Room Block: 

  • Offer courtesy block at special group rate for attendees.
  • Industry friendly room rate (in 2023 we paid $99.00 single or double) to encourage guests to stay over. Average room pick up ranges between 30 and 50. For 2023 we had 66 room pickups.
  • Reservations to be made through an on-line reservation link or on a call-in basis and guaranteed by individual guests.
  • No attrition block.
  • Two-week cut-off date
  • Special room rate good for Thursday, Friday and Saturday
  • Three comps rooms for the night of the auction– for Auction Chairs and Executive Director

Food & Beverage:              

  • Dinner for 300 to include three-course dinner at $70 inclusive per person.
  • The committee requests that at least two (2) menu options be presented for the tasting for four team leaders.
  • Reception and dinner bars must accept both cash and credit card forms of payment.
  • Provide 3 cash bars with bartenders each in the silent auction area prior to the function and 3 cash bars with three bartenders in the ballroom during the live auction/dinner. Recommend a minimum of 3 bars; or 2 bars with four bartenders and all should have credit card capability. Also recommend selling bottled wine at the tables or at the bars for guests to take back to their tables.
  • Opportunity to presell bottles of wine as part of registration – request bottles preset on specific tables with wine glasses
  • Total bar revenue in 2023 was $6,556.

Meeting Space/Events:   

  • Complimentary Meeting Room Rental and Staging for the following:
    • Storage Room
      A room for organizing and storing all prizes and auction items to be available for the four days prior to the event, the day of the event and day after the event.
    • Quarter Storage
      Provide overnight secure storage for auction quarters- approximately 6-10 large bank bags.
    • Pre-Function Area Reception
      Pre-function space to accommodate registration, quarter sales and nametags (six banquet tables), reception with cash bars, and silent auction (15-20 double-sided banquet tables). Registration area will be set up all night and used for payment and pickup of silent auction items.
    • Ballroom for Dinner – Special Notes:
      • Ballroom needs to be set the day prior to the event
      • Dinner should include rounds of ten for 300 people
      • Ballroom must be large enough to accommodate 12’ x 40’ stage and a 24’ x 6’ runway
      • Clear, visible meeting location and signage.
    • Post Event Party
      • After Party space for guests to continue enjoying the evening.
      • Additional bar setup in this space if needed

Audio Visual:

  • Audio/Ballroom:
    • 3 – wireless hand-held mics
    • 3 – wireless lavalier mics
    • 1 – 12 channel mixer
    • Computer audio capabilities
    • Ability to play music from either a CD or iPod/phone
    • Ability to play music from a playlist or streaming service (Pandora, Apple Music, etc.)
    • Patch into house sound or external speakers

  • Audio/Silent Auction area:
    • 1 – microphone for announcements (can be wired or wireless, on a stand)
    • Ability to play music (source TBD)
    • Patch into house sound or external speakers

  • Audio/Afterparty:
    • TBD (music/entertainment provider is typically self-contained, but may have additional needs)

  • Video:
    • 2 screens, appropriately sized for the room
    • 2 projectors, minimum 10K lumens
    • Wireless slide advancer
    • Ability to display the same image on both screens
    • Ability to play .ppt slideshow, single slides, and video elements (typically mp4 files)
    • Ability to play a .pdf version of a slide show
    • Ability to switch seamlessly from slides to video elements

  • Lighting:
    • Uplighting for props/décor
    • Uplighting on pipe and drape
    • Appropriate stage lighting

  • Staging:
    • Lectern
    • Stage with catwalk (photos/diagrams from previous events available)
    • Dress kits on both screens
    • Pipe and drape between the screens
    • Booth surround for tech table

  • Labor:
    • Set/strike labor
    • Dedicated tech(s) to operate the program (including advancing the slides)
    • Dedicated tech(s) available during set up for sound check/rehearsal

 

If venue or on-site audio-visual company is willing to sponsor the AV for our event they will be recognized as full sponsor and receive visibility and recognition accordingly. If the venue or on-site audio-visual company is unable to sponsor these items, HSMAI will be allowed to bring in their own provider at no additional cost.

Parking:
Ample spaces and complimentary self-parking spaces and/or complimentary valet parking for guests

HSMAI Membership:
HSMAI members in good standing will be given preference.

Auction Prize:
The host property will offer prizes to be used at this event for the silent, quarter and/or live auctions.  Prize to be determined by the property and listed in the contract.

Miscellaneous:
Additional complimentary amenities will enhance the selection of your property, i.e., table decorations, floor-length linens, champagne toast enhanced audio visual, lighting, entertainment, table gifts, after party appetizers, incentive for guests to stay over such as a resort credit, etc. suggest a signature drink.

Sponsorship Benefits:
Hosting this event is considered to be a sponsorship. By agreeing to host us, you will be entitled to the following benefits:

  • A complimentary tabletop display at our monthly programs to help promote the venue and the event
  • Venue name and logo highlighted on all promotional materials, program materials, press releases, signage, Powerpoint presentation and chapter website
  • Property offered opportunity to have featured manager give welcome to guests from stage
  • Property listed on both the HSMAI Global and chapter on-line calendars.
  • A corporate table of ten at this event is not a benefit of hosting. We encourage our host venue to purchase a corporate table to host their staff, customers, friends, etc. However, we can discuss options.

Billing:
Final invoice e-mailed to Joanne Winter at jojowin@aol.com. Invoices will be paid within (3) days of receipt of final bill after the conclusion of program.

If you agree with the above terms and conditions, please complete this form, include the proposed space with the information requested below. Please include property meeting space diagram and any other collateral to help the committee make a decision.

We thank you for your support of our HSMAI Chapter and look forward to your response. Once selected, the property will be sent an agreement and arrange for site tour. 

HSMAI Arizona Chapter
118 W. Pierson Street, Phoenix, AZ 85013
Phone: 602-647-3039
E-mail: jojowin@aol.com
Website: hsmai-az.org/

 

2022-23 CORPORATE TABLE SPONSORS

AIT Promotions
Amadeus Hospitality
Best Western Hotels & Resorts
Convention Solutions & Innovation (CSI)
Cre8ive Event Rentals
Crowne Plaza Phoenix-Chandler Golf Resort
Delta Hotels by Marriott Phoenix Mesa
Expedia Group
Forever Living Products
Great Wolf Lodge
Hello! Arizona Destination Management
J. Winter & Associates
Lori Morris, Auction Chair
Mesa Convention Center & Amphitheatre
PHAT Rides
Ray the DJ
Scout & Cellar
State Farm Insurance/Rick Hobbs
Stellar Adventures
the next great event LLC
The Wigwam
Topgolf
Visit Mesa

 

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