REQUEST FOR PROPOSAL
Visitor Tours and Pre-Ag Tour Requirements
2012 Cattle Industry Annual Convention & Trade Show
January 31-February 6, 2012
Nashville, Tennessee
Contact:
Valerie Proni
Meetings Manager
Direct (303) 850-3326
(303) 770-7745 (fax)
vproni@beef.org (email)
Visitor Tour Proposal Requirements
NCBA has approximately 6,000-7,000 convention attendees with an average age of 55-60.
The attendees for the tours are generally women.
NCBA requests the DMC provide tours that are not major attractions which attendees may
seek out individually. Our members enjoy visiting unique destinations.
The tour proposal must be based on the following criteria:
1.
We ask that your proposal include pricing based on minimum of 20 people.
Maximum number of attendees per tour will be determined in conjunction with the
DMC selected and based on tour destination limitations.
2.
All tours will depart from and return to the Opryland Hotel unless otherwise agreed to
by NCBA.
3.
The DMC selected must agree to use professional guides on each bus for each tour
who are fully qualified to serve as a guide and offer detailed information about the
tour and general information regarding departure times and departure locations for
the return.
4.
The cost of each tour will include round-trip transportation, all admittance fees (if
applicable) and tour escort(s). All tours including a meal must offer a beef entrée
(American beef), and prices must be inclusive of meal, tax and gratuity.
5.
Buses used must be clean and in good working condition with current certificate of
safety inspection, to include restrooms, heating/air-conditioning and functioning p/a
system.
6.
The majority of the tours should be limited to half-day tours.
7.
NCBA will publicize the tours in the official NCBA convention pre-registration
brochure and the official convention final program.
8.
NCBA and DMC selected will determine ticket sales and ticket distribution sold.
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9.
NCBA will furnish a registration counter, a sign and two chairs for use by the DMC in
the registration area of the Opryland Hotel for on-site tour ticket sales.
10.
The DMC will provide personnel at no charge to NCBA at the Visitor Tour Desk in the
NCBA convention registration area during official registration hours. This person’s
responsibility will be to coordinate and control on-site sign up and ticket sales for all
visitor tours based on maximum capacities of each tour (determined in advance by
DMC and NCBA).
11.
The DMC agrees to sell tickets on-site for visitor tours only to those people who are
registered for the NCBA convention. DMC agrees to provide registration forms and
issue tour tickets when selling visitor tours on-site.
12.
DMC agrees to provide to NCBA a full accounting of all tickets sold.
13.
DMC agrees to sign the NCBA Visitor Tour Agreement which includes specifications
for ADA requirements, an Indemnity clause and provide proof of insurance (as well as
provide proof of insurance for the buses used in the tours and pre-ag tour).
Pre-Ag Tour Requirements
1.
Two (2) 55-57 passenger buses required for transportation to/from Gaylord Opryland
on Tuesday, February 1, 2012 from approximately 6:00am-6:00pm. Buses will make
several tour stops between LaVergne, and Lynchburg, TN. Itinerary and stops
determined by NCBA and will forward to DMC when finalized.
2.
Buses used must be clean and in good working condition with current certificate of
safety inspection, to include restrooms, heating/air-conditioning and functioning p/a
system and DVD/TV systems.
3.
Transportation to/from Gaylord Opryland and RFD-TV studios, 3201 Dickerson Pike,
Nashville, TN on Monday, January 31, 2012 from approximately 5:30pm-9:30pm for
approximately 100 attendees.
Please submit proposals no later than Friday, September 2, 2011