Board Retreat Proposal

MPI/HSMAI 13th AnnualHospitaliTee Golf and Networking Event
May 6, 2024
8:00am Shotgun Start
More Information

On behalf of the Meeting Professionals International – Arizona Sunbelt Chapter we are pleased to invite you to bid on hosting the MPI AZ 2022 Spring and Fall Board Retreats. This is a perfect opportunity for your property or venue to showcase to our association leadership. Please review the following information and submit your proposal.

SPECIFICATIONS FOR HOSTING & SPONSORING A BOARD RETREAT

Program:

MPI Arizona Sunbelt Chapter Spring and Fall Board Retreats

Preferred Dates:

May 15-16, 2022
December 4-5, 2022

Meeting Purpose:

Each spring and winter, the MPI AZ Board of Directors conducts its board retreat to form the strategic plan for performance and to identify future opportunities for the Chapter and its members. This spring t is an important start to the fiscal year, ensuring a smooth transition of leadership and a successful start to a new season of Chapter events. The fall retreat is a mid-year check on chapter progress and commitment to achievement of annual goals and objectives. The Board of Directors is comprised of volunteer individuals within the meeting and events community from various organizations throughout Arizona.

History:

The properties below fully sponsored accommodations and food and beverage for previous retreats.

Retreat	Month-Year	Hotel Name	Location
Spring	Jun-14	Desert Diamond Casino	Tucson, AZ
Fall	Nov-14	La Quinta Inn & Suites	Prescott, AZ
Spring	April-15	Hassayampa Inn	Prescott, AZ
Fall	Nov-15	Soho63/San Marcos Resort	Chandler, AZ
Spring	April-16	Embassy Suites Paradise Village	Phoenix, AZ
Fall	Nov-16	Prescott Conference Resort	Prescott, AZ
Spring	April-17	Carefree Resort & Conference Center	Carefree, AZ
Fall	Nov-17	L'auberge de Sedona	Sedona, AZ
Spring	April-18	Hotel Valley Ho	Scottsdale, AZ
Fall	Nov-18	The Wigwam	Litchfield Park, AZ
Spring	May-19	Harrah’s Ak Chin	Maricopa, AZ
Fall	Nov-19	CIVANA Carefree	Carefree, AZ
Fall	Nov-19	Delta Hotels by Marriott Phoenix Mesa	Mesa, AZ
Spring	May-21	Hassayampa Inn	Prescott, AZ

Tentative Schedule:

Day	Time		Function	# ppl	Set-Up
Day	Start	End	Function	# ppl	Set-Up
Sun	12:30 pm	1:00 pm	Board of Directors Meeting	20	U-Shape
Sun	1:00 pm	5:00 pm	Board Retreat	20	U-Shape (same room)
Sun	1:00 pm	5:00 pm	Refreshments	20	Refreshment Station
Mon	8:00 am	9:00 am	Continental Breakfast w/enhancement	20	Station in meeting room
Mon	8:30 am	Noon	Board Retreat	20	U-Shape
Mon	Noon	1:00 pm	Board Luncheon	20	Separate Room Preferred
Mon	1:00 pm	5:00 pm	Board Retreat	20	U-Shape
Mon	3:00 pm	3:15 pm	Refreshment Break	20	Refreshment Station

Summary of Benefits:

❖  Intimate marketing exposure to members of the chapter
❖  One complimentary mini trade show table at a monthly program in the 2021-22 MPI year
❖  Property offered opportunity to have featured manager give welcome to the meeting group
❖  One (1) E-Blast to MPI AZ membership

Room Block:

Sunday Night – May 15, 2022
Sunday Night - December 4, 2022
15-20 guestrooms per retreat

Food & Beverage:

Please note that by responding to the RFP the venue is offering to provide the following at $50/inclusive per person:
Refreshments
Continuous beverage service in the meeting room (coffee, tea, bottled water, juice, sodas)
Continental breakfast/enhancement one day
Plated or buffet lunch one day

Audio Visual:

Please note that by responding to the RFP the venue is offering to provide these complimentary:
Two flip charts and markers
Screen and LCD Projector

Accommodations:

Please note that by responding to the RFP the venue is offering to provide a discounted room rate for our board members of $75 for Sunday night – with resort fee waived

Additional:

Please note that by responding to the RFP the venue is offering to provide these complimentary:
Complimentary function space
Complimentary audio visual as requested above
Complimentary internet access for attendees in meeting room

Sponsorship:

MPI AZ is kindly requesting:
Discounted accommodations for Sunday evening
Complimentary function space for the duration of the retreat
Discount for the food and beverage provided on property
Complimentary audio visual.
Discounted room rate for shoulder night stays (Saturday and Monday) for attendees who would like to arrive early or extend for pleasure. Each board member will be on their own for booking and payment.

Host Benefits:

The host venue will serve as backdrop for this event, resulting in exposure to the MPI AZ Board of Directors by becoming an economic partner of the chapter by hosting our retreat.

Billing:

If MPI has any additional expenses beyond hosted functions (with prior approval only) the direct bill should be emailed to jojowin@aol.com. Invoices will be paid within seven (7) days of receipt of final bill after the conclusion of the program. MPI does not pay meeting space or advance deposits for meal functions.

If you agree with the above terms and conditions and would like to be considered, please complete this form, including the proposed space.

Preferred Dates

May 15-16, 2022

December 4-5, 2022

Host Property

Property Contact

Contact Name

Title

Address

Telephone

Proposed Space and Square Footage:

Board Retreat

Board Luncheon

If the group should be relocated to a different room location than originally agreed, MPI must be contacted 14 days in advance of the program dates in order for the Committee to do a site visit of the new space and make any necessary adjustments.

Again, we thank you for your support of our MPI Chapter and look forward to your response. Once selected, the property will be sent an agreement. For further information or questions, please contact Joanne Winter, jwinter@mpi-az.org or 602-647-3039.

Connect with Us

Job Postings

MORE JOBS