HSMAI AZ Annual Awards Gala

The Arizona Chapter of HSMAI is looking for a host venue for our Annual Awards Gala. This Gala is one of our chapter’s most popular events, honoring our leaders, past presidents and volunteers, installing our 2025 Board of Directors and celebrating our successes with members, their co-workers, bosses and guests. We look forward to the opportunity to celebrate a very successful year at your venue!

c/o Joanne Winter by e-mail – info@hsmai-az.org

Thursday, December 5, 2024
Friday, December 6, 2024

Approximately 80 – 100

President’s Reception (invitation only)

Registration opens

Networking Reception

Dinner and Awards

Entertainment, after Party


President’s Reception: Hosted cocktails and appetizers for 25 people.

Dinner: Proposed menu should be for a plated dinner priced at a discount of $55.00 inclusive of tax and gratuity. We leave the upscale menu and creativity up to you – even with the vegetarian options! Your company will be considered a sponsor for this event. This is your opportunity to shine in front of 80-100 meeting and hospitality industry professionals.  Request access to in-house linens and centerpieces, décor, etc.

Audio/Visual:  The following complimentary package or similar is required:

  • Audio:
    • 2 – wireless combo mics (to be used as either lav or HH)
    • 1 – lectern mic
    • 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/Afterparty:
    • TBD (music/entertainment provider is typically self-contained, but may have additional needs)
  • Video:
    • 1 screen, appropriately sized for the room, with appropriate dress kits and runoff drape
    • 1 projector, 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

If a single large screen and projector would be appropriate for the room, that is totally fine!  We just want to make sure no one has an obstructed view.

  • Lighting:
    • Uplighting on pipe and drape
    • Basic stage wash
  • Staging:
    • Lectern
    • Dress kit on screen
    • Pipe and drape behind the screen
    • 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

Set-up – all tables should be clothed and skirted or draped with floor length linen

 President’s VIP Reception: 

  • Cash bar with credit card capabilities
  • Tall cocktail tables


  • 2 – 8’ tables with 3 chairs each
  • 1 – 8’ table – no chairs for gift collection

Cocktail Reception (can be same space as president’s reception): 

  • Cash bar, with credit card capability
  • Tall cocktail tables

Function Space: 

  • Rounds of 10 to accommodate 80-100 guests
  • 2 L-shaped banquet tables with 1 chair for DJ
  • 1 banquet table with 2 chairs for AV Tech
  • 2 banquet tables on stage for awards and gifts, 1 extra cloth to “hide” awards
  • 16 x 24 stage skirted, step and handrail with podium

Access to function space is required by 11:00 am day of for set-up and rehearsal.

Bar:  Please provide 1 cash bar in the registration area prior to the function and 1-2 cash bars in the ballroom during the dinner. Credit card capabilities a must!  Request a themed signature drink.


Room Rate: A discounted room rate would be appreciated, for those guests who wish to stay overnight.


Benefits to our Host Sponsor:

  • Sponsorship exposure to 80-100 meeting and hospitality industry professionals from around the state
  • Sponsorship display table at monthly meeting prior to event
  • Venue name and logo on all printed materials, social media, e-marketing, press releases for the event, event program, powerpoint and the HSMAI website
  • Venue offered opportunity to have featured manager give welcome to the meeting group

Please submit proposed floor plan based on set-up guidelines.

Please submit proposed menu or menu examples.

E-mail proposal to Joanne Winter at info@hsmai-az.org.