[Dahut-pm] small convention estimates.

[Chris Thompson]

Re-sent without the PDF to actually post.

On Mon, Mar 1, 2010 at 4:09 PM, Chris Thompson <dahut at cthompson.com> wrote:
> This is the response I got from the Gatlinburg Convention Center.
>
> I asked:
>
> Dian,
>
> I'm writing looking to get an idea of VERY rough ballpark costs for
> holding a three day conference in Gatlinburg in June of 2011.
>
> This is very very tentative, trying to make a bid to host a hobbyist
> conference in June 2011 for a three day "Monday through Wednesday"
> conference.
>
> Rough estimates are 400-500 attendees. Would need one room large
> enough for all 500 and 5-7 smaller break out rooms holding 100-120
> people. All should be in "Classroom" setup.
>
> There may also be a need for a single room for Thursday in Conference
> room format, 100-125 people.
>
> The date is currently "June 2011", and any week within June is fine,
> and would be happy to avoid other large events in the area.
>
> One thing is crucial and non negotiable. This is a computer hobbyist
> convention. Ultra Reliable and fast internet access in all portions of
> the facility is an absolute necessity.
>
> This is all very tentative right now. I am gathering rough numbers 18
> months in advance from several cities in order to get an idea.
>
> This year's conference is in Columbus, OH using college facilities and
> offering dorm stay for those who don't want to pay full hotel price.
> Expense is going to be a significant factor.
>
> You can get a feel for what the 2009 conference did at:
>
> http://yapc10.org/yn2009/location.html
>
> As you see, they have both hotel and inexpensive dorm rental. I'm not
> sure how this translates to Gatlinburg.
>
> It looks like only two facilities in Gatlinburg would meet the
> criteria, the Convention Center and the River Terrace. I am struggling
> to contact the River Terrace as their website is broken.
>
> I'm not asking for a full on proposal, since I'm not even sure at this
> point what the exact needs of the group are. Can you get me some wide
> ballpark numbers on three days of facility rental of this size?
>
> Thanks,
>
> She responded with
>
>
> ---------- Forwarded message ----------
> From: Dian Stanfill <dians at ci.gatlinburg.tn.us>
> Date: Mon, Mar 1, 2010 at 4:00 PM
> Subject: RE: small convention estimates.
> To: chris at cthompson.com
>
>
> Hello Chris,
>
> Looks like we could easily accommodate your group in part of the Tennessee
> Ballroom.  We can set Ballrooms A & B for your 500 classroom and then use
> the 2 smaller ballrooms (C&D) as well as several of our meeting rooms for
> your breakouts for groups of 90 - 160.   See attached.
>
> I can offer the ballroom at the price as if you rented it as one space even
> though we would divide it for you in to separate spaces as needed for your
> conference.  If rented individually the ballrooms space rental is $4050.00 -
> If I reserve it at the base price as if rented as a whole unit - the cost
> drops to $3600.00.   Our combined meeting rooms run from $175.00 to $450.00
> but I am sure we can average these out for you.
>
> So I can offer - Daily Rate for Ballroom
>
> $3600.00
>
> I looked at the site for the last conference and feel the Gatlinburg lodging
> properties could offer some very competitive prices for conference lodging.
> If you would like to have a more formal proposal with room specifics, please
> let me know and I will be happy to work that up for you.
>
> We can sometimes negotiate Convention Center rates if you can guarantee
> certain of hotel rooms for the city.  I do currently have some availability
> in June 2011 but would need a little more info to determine exact dates and
> space.
>
> I would be happy to conduct a site visit of the Convention Center if you
> would like to view the space.  I am available Mon thru Fri 8:30AM - 4PM.
>
>
>
>
>
> Dian Stanfill
> Sales Manager
> Gatlinburg Department of Tourism & Convention Center
> Mailing Address:    303 Reagan Drive
> Physical Address:   234 Historic Nature Trail
> Gatlinburg, TN 37738
>
> Direct:      865-436-0527
> Toll Free: 800-343-1475 Ext. 3102
> Fax:         865-436-3704
>
> www.gatlinburg-tennessee.com
>
>
> -----Original Message-----
> From: Chris Thompson [mailto:chris at cthompson.com]
> Sent: Monday, March 01, 2010 2:29 PM
> To: DianS at ci.gatlinburg.tn.us
> Subject: small convention estimates.
>
> Dian,
>
> I'm writing looking to get an idea of VERY rough ballpark costs for
> holding a three day conference in Gatlinburg in June of 2011.
>
> This is very very tentative, trying to make a bid to host a hobbyist
> conference in June 2011 for a three day "Monday through Wednesday"
> conference.
>
> Rough estimates are 400-500 attendees. Would need one room large
> enough for all 500 and 5-7 smaller break out rooms holding 100-120
> people. All should be in "Classroom" setup.
>
> There may also be a need for a single room for Thursday in Conference
> room format, 100-125 people.
>
> The date is currently "June 2011", and any week within June is fine,
> and would be happy to avoid other large events in the area.
>
> One thing is crucial and non negotiable. This is a computer hobbyist
> convention. Ultra Reliable and fast internet access in all portions of
> the facility is an absolute necessity.
>
> This is all very tentative right now. I am gathering rough numbers 18
> months in advance from several cities in order to get an idea.
>
> This year's conference is in Columbus, OH using college facilities and
> offering dorm stay for those who don't want to pay full hotel price.
> Expense is going to be a significant factor.
>
> You can get a feel for what the 2009 conference did at:
>
> http://yapc10.org/yn2009/location.html
>
> As you see, they have both hotel and inexpensive dorm rental. I'm not
> sure how this translates to Gatlinburg.
>
> It looks like only two facilities in Gatlinburg would meet the
> criteria, the Convention Center and the River Terrace. I am struggling
> to contact the River Terrace as their website is broken.
>
> I'm not asking for a full on proposal, since I'm not even sure at this
> point what the exact needs of the group are. Can you get me some wide
> ballpark numbers on three days of facility rental of this size?
>
> Thanks,
>
> --
> Chris Thompson - Raconteur, Iconoclast, Secret Agent
>
>
>
> --
> Chris Thompson - Raconteur, Iconoclast, Secret Agent
>



-- 
Chris Thompson - Raconteur, Iconoclast, Secret Agent