The 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 2024 Board of Directors and celebrating our successes with members, their co-workers, bosses and guests. After taking a two-year hiatus, we look forward to opportunity to celebrate a very successful year at your venue this December.
c/o Joanne Winter by e-mail – info@hsmai-az.org
Thursday, November 30, 2023 Friday, December 1, 2023 Tuesday, December 5, 2023 Thursday, December 7, 2023
Approximately 100-150
President’s Reception (invitation only)
Registration opens
Networking Reception
Dinner and Awards
Entertainment, after Party
Catering:
President’s Reception: Hosted cocktails and appetizers for 25 people.
Dinner: Proposed menu should be for a plated dinner priced at a discount of $55.00inclusive 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:
2 screens, appropriately sized for the room, with appropriate dress kits and runoff drape
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
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 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
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
Registration:
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.