iDM Proposal Template - Peer Exchange Ideas MT 8.21.17 Finalized

Show Me Your Wow Proposal For

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Table of International Inclusiveness 3
Contents What is Old is New Again 4
Begin with the End In Mind 5
Notes Let’s Get Personal 6
Welcome to Texas 7
Above all else, thank you for the Safety Plan 8
opportunity to develop these unique Transportation 9
experiences for you while you are About Us 10
visiting our beloved Dallas/Fort Worth/
Houston/San Antonio.

Entertainment and décor options are
dependent upon venue selection.

All pricing is estimated and concepts
are subject to change based on any
changes in vendor pricing. All proposed
services and program elements are
subject to availability and their pricing/
availability is not guaranteed until
contracted.

A deposit will be taken on the
estimated total upon receipt of the
signed service agreement.  Once all of
the services have been rendered the
final balance will be charged to the
credit card on file.

Should there be something else you
would like details on, please let us
know. We are here to make your life
easier.

Prices listed in this proposal do not
include shipping, tax, gratuity, etc.
unless noted.

Event entertainment and on-site staff
are subject to a rider of additional
accommodations not listed in this
proposal, including but not limited to,
food, drink, greenroom space, etc.

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International
Inclusiveness

Entertainment: Starting the General Session with a processional with drum playing and African Dance.
Keynote speaker and VPs to follow in the processional. Each day and/or break to have a different
international dance to advise the audience that the general session is continuing.
Menu: Having attendees send in family recipes during registration and having them come to life
during the conference meal times. Menu cards and décor to match the various themes.
Branding: Attendees leave the conference with a cookbook of recipes from the conference and
attendee submissions.

3

What Is Old
Is New Again

For All Ages: Host Hands On Cooking Classes Followed by a Tour of the Kitchen lead by Executive
and Sous Chefs.
Bring the Outdoors In: Meeting rooms is set with mix of anorak chairs and patio furniture with branded
cushions.
Shop and Storytime: Children enjoy evening Storytime with cookies and milk while parents shop in of
the local boutiques.
Using Empty Buildings: Using Closed or Partially closed malls like Collin-County Creek Mall for exclusive
meetings, meals, and pop-up exhibit / sponsor rooms.

4

Begin With The
End In Mind

Team Build from the Start
Start general session and welcome reception off with teambuilding activity that sets the tone for the
remainder of the event.
Replicate the Red Carpet for Arrival Day
Conduct interviews with attendees as they arrive for the first event of program. Partner with hotel
staff to live stream in attendees guestrooms, spouses, and children evening camps so they can watch
it Live!
Tonight Show Style General Session
Have an evening general session in a tonight show theme at a local theatre after a reception and
enjoy a post reception.
Welcome Attendees via Subscription Box
Send attendees welcome box with items related to conference BEFOREHAND as a subscription box.

5

Let’s Get Personal

Bath and Body with Corporate Social Responsibility
Attendees names or Company Logo on hotel bath products. An app message letting attendees know
that products not used will be donated to organizations such as Clean the World in the organization and
attendees name.
Mobile
Birthday, work anniversary, and accomplishments sent via push notifications. Exhibitors / sponsors can
add logo and coupon message to join them for a special gift/amenity.
Seating Your Way
Reconfiguration of meeting rooms to use more office furniture and mixing barstools with lounges and
tables. Branding Element – use of company colors and logos in sofa pillows.
You Are Who You Say You Are
Photo Name Badge that also acts as the guestroom key and syncs into the conference branded app
through the hotel check-in application system. This will help reduce security concerns of who attendees
are at programs.

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Welcome to Texas

Before arriving in Texas, here are a few “Need To Knows” to make your planning experience as
seamless as possible:

•  Currency| USD
•  Tipping & Gratuity|

•  Restaurants| 18-22%
•  Drivers| 10-15% (included in

chauffeured transportation)
•  Texas Sales Tax| 8.25%
•  Electricity/Outlets 120V and the standard

frequency is 60 Hz. Our power sockets are

type A & B.
•  Rush hour| Typically 6:30-9:00am and

4:00-7:00pm weekdays.
•  Weather| Texas is a warm place take a look

at the averages below.

Month Ja Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
High °F n

57 61 69 77 84 91 95 96 89 80 68 58

Low °F 30 35 42 51 60 67 71 71 64 52 43 32

Av. 2.3 3 3.7 3.4 4.6 4.7 2.8 2.1 3.4 4.8 3.3 2.8
Precipitation
In.

Site Visit Policy
Site inspections are an integral part of the process for any program or event and iDesignMeetings
welcomes the opportunity to greet you in our hometown to show you firsthand the wonderful venues
and activities available.

In order to maximize the use of your valuable time, a chauffeured vehicle is necessary to navigate
the city. We will supply this vehicle at our discounted rate as wells as our staff (up to 8 hours) for the
site inspection will be complimentary. All out-of-pocket expenses associated with your site inspections
such as airport transfers, meals, admission fees, guide services, etc., generally will be billed to the
client at site inspection rates or on a complimentary basis as previously agreed upon based upon
specific guest count and program needs.

Once a contract is signed with value in excess of $2,000.00, the fees will be credited towards your
program.

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Safety Plan

Event safety is a priority for all of our events. We follow a three-step safety plan for
our events.

Development. Create a specific event
safety plan or use an existing plan.

1 Preparation. Review plan onsite with all
involved parties and ensure
familiarization. Includes a walkthrough
of the space, the emergency exits,
and meeting spots.

Assessment. Assess the situation and
make main point of contact aware.
Decide how to move forward with the
event and prepare crisis communication.

2 Implement. Contact designated staff
and/or appropriate first responders. If
evacuation is necessary, implement
evacuation protocol and utilize
emergency meeting place.

Recovery Operations. Ensure all guests
are safe and accounted for. Guide

3 guests away from event and allow first
responders to close out.

Return to Normal Operations. Divert
guests away from incident and shift
focus back to event.

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Transportation

Standard Dallas Rates

Vehicle/ # of Pax DFW to Downtown Hourly Rate Hourly Minimum Hourly Min. Total
Service Type Dallas (including $7.50
regulatory fee)
Sedan 2 $ 93.30 $ 85.80 2
SUV 5 $ 129.05 $ 121.55 2 $ 179.10
3 (Sun-Thurs) $ 250.60
Executive van 14 $ 229.15 $ 128.70 4 (Fri-Sat) $ 393.60
3 (Sun-Thurs) $ 522.30
23 passenger 23 $ 329.25 $ 138.71 4 (Fri-Sat) $ 423.63
mini-bus 3 (Sun-Thurs) $ 562.34
4 (Fri-Sat) $ 436.50
32 passenger 32 $ 436.50 $ 143.00 5 $ 579.50
mini-bus $ 810.75
4
Mini-coach 40 $ 629.55 $ 160.65 $ 622.42
5
Executive 50 $ 590.84 $ 153.73 4 $ 828.95
midsized coach $ 160.00

Motor coach 56 $ 686.07 $ 164.29

Coordinator N/A N/A $ 40.00

*Rates inclusive of gratuity, fuel & regulatory fees
**Rates do not include parking, tolls or incidentals incurred through passenger direction

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A DMCServing DALLAS FORT WORTH HOUSTON SAN ANTONIO

Our Mission

We are a people-centric team
designing simplified hospitality solutions
with value and peace of mind

Capabilities

Event Design Event Spaces Transportation Dine Arounds

Atmosphere & Motif Venue Sourcing Airport Transfers Sourcing & Booking
Concept Development Hotel Sourcing Group Transportation Menu Selection
Event Production Floorplans Manifest Sorting Private Dining
Lighting & Sound Venue Buyouts Staffing Printed Menus
Onsite Coordination
Tours, Activities Entertainment Amenities
& Team Building Themed Décor
Branding & Swag
City Attractions Bands & Musical Acts Centerpieces Mobile Apps
Corporate Social Responsibility Performers & Talent Florals & Plants ‘Handwritten’ Notes
Museum & Shopping Tours Pyrotechnics Linens
Golf Tournaments Professional Speakers Props & Rentals

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