Meeting History:  See schedule of events of July 2008 at the bottom of this page.
July 7-10, 2008          Room Pickup: 243    Ramada Orlando Celebration Banquet Revenue: $29,522
July, 2007                    Room Pickup: 272   Marriott Key Largo Banquet Revenue: $26,859
August 29-31, 2006   Room Pickup: 156   Renaissance Resort Banquet Revenue: $16,299
Registration: 76

Anticipated Room Pickup: 2011   2012
Sunday: 90   Monday: 115   Tuesday: 115   Wednesday: 100

Day 1 Monday
(Registration 2:00-6:00)
For registration, FMA requires a separate meeting room in close proximity to the heaviest volume of meeting traffic with a key for security, or a “permanent” registration area that can be secured. FMA staff will have computer, printer, registration materials, door prizes, gifts, and equipment which must be secured. FMA requires at least 1 complimentary easel for signage.
The board of directors will meet late afternoon. Plans for Sunday evening for the board and any other members who might have arrived for the meeting should include dinner and exposure to a local attraction. This evening event may be sponsored for operators and a minimal charge to associate members. FMA staff works with the CVB or Associate members to plan this event to provide further exposure for group tours to the area. (Transportation is provided by either FMA operator members or FMA coach sales members.)
2:00—3:30 Market Place I: Coach Sales
Visitation to coach display by operators. FMA requires ample parking space for display of up to 7 coaches by sales members. The parking should be in close proximity to the hotel convention area (area assigned to Market Place). This is a key element to a successful meeting. The coach representatives provide sponsorships and transportation. FMA gives them preferential treatment.
3:30—5:30 Board of Directors Meeting
Plan for 20 people. Hollow Square or conference style seating. Refreshments: coffee, soft drinks, cookies or other snack.
7:00 Dinner for Board and “Early Birds”
Sponsored for Operators; optional minimum cost for Associates. Plan for 25 Operators and 55 Associates.
- 12:00 FMA requires a hospitality room or suite to allow FMA to provide its own alcoholic beverage and packaged snacks.

Day 2 Tuesday
(Registration 7:30-5:00) Existing registration set up.
7:30—4:30 Optional Golf Outing
CVB arranges for tee time at local course. Plan for 22 golfers. FMA will have a tournament coordinator, but initial contact is made by the CVB to acquire the lowest possible course fees. A boxed lunch for golfers is sponsored by the CVB or the hotel.
7:30—4:30 Optional Familiarization Tours
Sponsored by Host Convention and Visitors Bureau CVB can choose to provide a “fam” tour or design the reception and dinner to familiarize operators with the area and attractions for motorcoach groups. CVB determines actual time for tours; it may be less time than provided for in this outline. Tours are open for participation by all members. Lunch should be sponsored for those on tours, boxed lunch on the coach or provided by a stop on the tour.
Other optional activities may be planned such as a fishing tournament, bowling tournament, or feature some other local resource.
(Pre-registration is required to participate in “fam” and golf tournament or other activity options.)
(Transportation is provided by either FMA operator members or FMA coach sales members.)
6:00 Welcome Reception
Heavy hors d’oeuvres and an open bar. Plan for 120 people.
6:30—8:00 Fun Auction
Tables on the perimeter of the room for auction items. Buffet style service for hors d’oeuvres or staff service. Cocktail tables. Hand held microphone.
-12:00 FMA requires a hospitality room or suite to allow FMA to provide its own alcoholic beverage and packaged snacks.

Day 3 Wednesday
(Registration 7:30-5:00) Existing set up.
8:00—9:30 Breakfast Buffet
Operator time with motorcoach sales representatives. Set up in rounds for approximately 120 people, with a riser at the front with a microphone and standing podium. Microphone should be complimentary. Screen and AV cart for LCD projector.
9:30—10:30 New Member Orientation
Same room and set up as breakfast.
9:30—12:30 Operator Seminar
10:45—12:30 Associate Seminar
Theater seating for 100 in one room; 25 in second room. There should be ample room for AV needs such as screen and LCD projector. Standing podium and one 6’ table for speaker’s materials. Water station.
12:45—2:30 Lunch
Time for state and national tourism reports and Association Business Session. Plan for 125 people. Set in rounds for lunch. Riser and
microphone at the front of the room.
2:45—5:15 Market Place I
Market Place is piped and draped for booths to accommodate operators seated at 4’ tables, which are clothed and skirted with a chair on either side. No electricity is required. FMA has contracted with a professional exhibition service in the past; however, if the hotel or other facility used for market place is equipped to provide this service, FMA is open to a cost comparison. Plan for 40 8’ x 10’ booths. Set should allow for a
minimum of 9’ aisles between rows. Under ideal circumstances, the set should allow for a refreshment* area centrally located within the booth set
up accommodating up to six rounds and refreshment set up. A minimum of 8,000 square feet is needed for market place, ideally 10,000 square feet. A 6’ or 8’ skirted table with microphone is required inside Market Place for staff use. Market Place should remain set for the duration of the
meeting. Set up must be completed at least two hours prior to the beginning time above. Breakdown may be done immediately following Day 4 market place which ends at 12:00 noon.
*Refreshments, under ideal circumstances, is set up inside Market Place as described above. If space limitations prohibit this set up, then the break can be set in the prefunction area, or other appropriate area in close proximity to Market Place. If inside Market Place, refreshments
are set for entire time of market place.
3:30—4:30 Refreshment Break (as described above)
6:30—7:30 Cocktail Reception
Coach visitation for operators
7:30 - Awards Dinner
Set in rounds for 120 people. Riser, podium with microphone, skirted 6’ table set on the floor to one side of the riser for awards and one table
set to the other side of the riser for door prizes.

Day 4 Thursday
(Registration 7:30-12:00) Existing set.
8:00—9:00 Breakfast Buffet
Set in rounds for 100. Riser with standing podium/
microphone.
9:15—11:15 Market Place II
Existing set.
11:30—12:15 Board of Directors Meeting

Other Information
Physical and dietary requirements
The host property will be notified of any special requirements of members attending the meeting prior to the meeting date.
Complimentary Rooms
FMA requires the following complimentary Rooms:
    One complimentary one-bedroom suite for the current president.
    One complimentary two-bedroom suite for the executive director and staff.
    One guest room complimentary per 50 rooms picked up based on total room nights.

Other complimentary requirements
    All meeting room rental complimentary based on meal functions outlined in this schedule.
    At least one complimentary easels per day to be used for signage.
    One microphone per day where appropriate; that is, where a microphone is needed based on size of room and number of people.

The host location for 2011 and 2012, will sponsor the reception prior to the awards banquet for 2010 and 2011 respectively.
The host location for 2011 and 2012 will host at least one board of directors meeting/annual meeting planning session. Hosting will include meeting space, a meal, and light refreshments during the board meeting (coffee/soft drinks), and complimentary guest rooms or reduced rate
(less than group rate for meeting). Maximum guest rooms needed will be 15.
Note: This is mandatory for site inspection and experiencing the destination by the board of directors and staff.

Other considerations that may impact selection
Is the host property willing to sponsor a break during the annual meeting and market place?
Is the host property willing to offer reduced “shoulder” rates for pre— and post—meeting. That is, offer a reduction from the group approved rate for two nights prior and two nights after the actual meeting dates?
Is the host property willing to make any other concessions beyond what is outlined herein?

History
History is located at the top of this page of this Request for Proposal. Feel free to contact Kimberly Cox if additional information is needed.

Perceived Benefits to the Host Location/Property
    Promotion of location and property in at least two issues of the FMA newsletter to all members.
    One free advertisement in the newsletter from the time of selection up to one year.
    One free advertisement in the membership directory.
    Promotion through design of the cover of the membership directory giving exposure to the memory of the meeting throughout the following
year as members use their directory.

Contact Information
Kimberly Cox, Meeting Manager, Florida Motorcoach Association
106 Main Street, Brookneal, VA 24528
866-376-7770  FAX 866-376-1156  Email kimberly_c@embarqmail.com

This RFP was sent only to member convention and visitor bureaus for distribution to properties that might have the outlined meeting requirements and interest in hosting FMA’s annual meeting. I am open to discussion of any portion of this proposal and special considerations that may be given depending on circumstances of location and property for the mutual benefit of the location, property, and FMA. I am open to suggestions that might enhance the experience for all parties concerned, especially the membership. I believe that the success of the meeting is priority.
Attendance building is a key element and FMA staff will work with the host location and property to create interest and desire on the part of the membership to attend the meeting. Thank you for your interest in hosting FMA.
Kimberly Cox

Florida Motorcoach Association Schedule of Events:  Orlando Sun Resort, Kissimmee  July 7-10, 2008
Monday, July 7
3:00 – 6:00 Registration
4:00 – 6:00 Board of Directors Meeting
7:15 Board Dinner at Gaylord Palms Resort, Villa de Flora
10:00 – 12:00 Hospitality

Tuesday, July 8
7:30 – 5:00 Registration
7:00 – 1:00 Golf Tournament at Mystic Dunes Golf Club
7:30 – 4:00 Tours
Tour I: Boggy Creek Airboat Ride, Gatorland, Arabian Nights (special backstage tour and lunch)
Tour II: Retail Therapy at Lake Buena Vista Factory Stores
6:00 – 8:00 Reception and Fun Auction
8:00 – Board Coaches for Dine-Around Options
– 12:00 Hospitality

Wednesday, July 9
7:30 – 5:00 Registration
8:00 – 9:30 General Session I: Breakfast and Business Session
9:30 – 10:30 New Member and First Timer Orientation
9:30 – 11:30 Operator Session: Compliance Review: Are you ready?
11:30 – 12:45 Operator Session: Round Table Discussion
9:30 – 10:30 Tour Operator Session: mygroupnow.com
10:45 – 12:45 Associate Session: mygroupnow.com
1:00 – 2:00 General Session II: Networking Luncheon
2:15 – 3:15 Coach Sales Marketplace
Coach Display Operators visiting coach display are eligible for $500 fuel card prizes. Bring business cards.
3:30 – 5:30 Marketplace I (Operators seated, all Associates participate)
6:30 – 7:30 Cocktail Reception
6:30 – 7:30 Visit Coach Display
7:30 – General Session III: Awards Banquet and Board Recognition
– 12:00 Hospitality

Thursday, July 10
8:00 – 9:30 General Session IV: Breakfast and Board Installation
9:45 – 11:45 Market Place II
12:00 – 1:00 Board Meeting and Lunch