2022 Auction Proposal

The Arizona Chapter of the Hospitality Sales & Marketing Association International is looking for a venue to host the 39th Annual Big “A” Auction, Fundraiser & Dinner (formerly the Chinese Auction). This year we will be celebrating the “Year of the Tiger”. This award-winning event, conceived by the Arizona Chapter in 1982, is our chapter’s largest annual fundraising event. This nationally recognized event attracts over 400 professionals from the meeting and hospitality industry throughout the state of Arizona (see a list of corporate tables purchased in 2021 on page 4). In addition to supporting our association’s mission, we will be raising funds and awareness of our 2022 “Charity of the Year”.

SPECIFICATIONS FOR HOSTING & SPONSORING

Program:                               39th Annual Big “A” Auction, Fundraiser & Dinner (formerly the Chinese Auction)

Proposed Dates:                  Friday, July 22, 2022 or Friday, July 29, 2022

10-Year History:                     

Date

Hotel Name

Location

Attendance

September 2021

DoubleTree Resort by Hilton  Paradise Valley

Scottsdale, AZ

240

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

June 2011

DoubleTree Paradise Valley Resort

Scottsdale, AZ

320

 

 Tentative Schedule:

Time

Function

# ppl

Set-Up

Start

End

8:00 am

3:00 pm

Load In & Set Up

 

40 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

350-400

 

6:30 pm

9:30 pm

Dinner and Quarter/Live Auction

350-400

 

9:30 pm

10:00 pm

Tear down

25

 

9:30 pm

1:00 am

After Party in the Bar/Lounge

50-75

 

Room Block: 

Offer courtesy block at special group rate for attendees.

  • $59.00 single or double (average room pick up ranges between 25 and 40)
  • Reservations to be on a call in basis and guarantee by individual guests.
  • No attrition block.
  • 2-3 week cut off date
  • Special room rate good for Thursday, Friday and Saturday
  • Three comps rooms for the night of the auction– for Chinese Auction Chairs and Executive Director

Food & Beverage:              

  • Dinner for 350-400 to include three-course dinner (HSMAI to pay $45 inclusive/per person).
  • The committee requests that at least two (2) menu options be presented.
  • Reception and dinner bars must accept both cash and credit card forms of payment.
  • Provide three cash bars with three bartenders each in the silent auction area prior to the function and three 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

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 three 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 and quarter sales (five banquet tables), reception with two cash bars (four bartenders), and silent auction (15-20 double-sided banquet tables).

Ballroom for Dinner – Special Notes:

  • Ballroom needs to be set the day prior to the event
  • Dinner should include rounds of ten for 350-400 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: 

The following complimentary items are requested: 3 VHF wireless handheld microphones, 3 VHF wireless lavaliere microphones, 1 12-channel stereo mixing console, two screens, DVD player, up-lighting for props/decor, appropriate stage lighting, CD player. 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, wine with dinner, enhanced audio visual, lighting, entertainment, table gifts, after party appetizers, complimentary champagne toast,  incentive for guests to stay over such as a resort credit, etc. suggest a signature drink.

Sponsorship Benefits:

  • One 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 website
  • Property offered opportunity to have featured manager give welcome to guests from stage
  • Property listed on both the International 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, 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.