Planning a downtown hotel fundraiser for children with learning disabilities

¶ … fundraiser to benefit children with learning disabilities. The money raised from the event will be earmarked for needed equipment by the various local organizations that sponsor and maintain programs designed to assist these individuals. The site will need to accommodate between 130 -- 200 patrons in a comfortable manner and will also need to be large enough to allow for dancing and entertainment. The proposed date of the event is May, 2012 and the time will be from approximately 6 pm to midnight.

Location

It was originally thought that this type of event would best be hosted by an outdoor facility, and in the long run that assumption might hold true. However, in the process of finding a facility, a large downtown hotel has expressed interest in hosting, and being a sponsor of the event. The hotel's contribution would be a number of conference rooms (to be decided) that could conceivably hold a large number of patrons participating in various fund raising activities. The location is centrally located and offers a number of amenities not found in other less popular areas.

Surrounding Vicinity

Because the facility is located in a central geographical area of downtown it has advantages such as being located next to several other popular night spots, hotels, shopping areas, and parking garages. Other entertainment venues are also close by, including a convention center, historic district, and entertainment (night clubs, movie theaters, stadiums) areas.

Accessibility

The hotel is in a very accessible area, with busses, taxis, automobiles, and even walking paths and sidewalks close by. A hotel parking garage is located directly beneath the hotel and it could be offered to attendees through a to-be negotiated discounted rate. Shuttle busses from outlying areas are available for a small fee, and downtown busses make regular stops on the street at the front of the hotel. Shuttles also make regular trips from the entertainment district and sports facilities to the hotel. For those individuals who choose to, a hotel room can be acquired for the evening at special rates.

Property Description

This hotel is a very elegant and well-known facility. It was built in the late 1980's and is connected to a downtown shopping center (via indoor hallways) and to other buildings such as the old train station (and it's museum and restaurants) via an outdoor overhead walkway. It's rooms are large and spacious, and the conference centers can hold up to 500 easily. When entering the hotel, one immediately spies an indoor waterfall, and an atrium area that is readily accessible. The hotel boasts two escalators, 8 elevators, a 'top-of-the-mountain' restaurant on the top floor that includes a citywide view, three bars, two restaurants, parking garage and a number of shops.

Function Space

It is proposed that the function take place in the conference room(s) on the second floor of the hotel. These rooms are adjacent to the waterfall area and are located in a manner that would allow for quick expansion if necessary (if more guests showed up than what is projected). The conference rooms are carpeted, well insulated and well-lit. The main conference room has a podium and sound system for hosting these type of events. Each room can be set up separately or as one unit.

Catering

The hotel does offer catering services through two different avenues. The hotel's kitchen offers ala carte catering services that should suffice for most events. An outside caterer is available through hotel services (or one can be brought in at the customer's discretion and expense). The ala carte offerings should be sufficient for this event, since most of the cost will be absorbed by the hotel. The hotel has graciously offered these services at cost.

Kitchens

One avenue that might be used (instead of catering) could be through the hotel's kitchen; they specialize in hosting events such as the one being proposed.

Equipment

Equipment needed for this event will include a sound system that will allow for the broadcasting of music (either live or pre-recorded). Other equipment that could be needed includes a DVD player and screen, and a slide show projector and screen. The hotel does provide the equipment needed and the cost will be negotiated (it is hoped that the hotel will provide the equipment at little or no cost).

Guest Rooms

The hotel has 15 floors with guest rooms located on twelve of them. The rooms can be rented on a nightly (or more) basis for an average rate of approximately $132.00 per night (group rate). The hotel should easily accommodate our fundraising group, even if more than double the amount of people attend than what is projected (even if all attendees get a room, which most won't).

Services

Hotel services (not listed above) include; accommodations, free newspapers delivered every morning, continental breakfast, digital interactive television services in each room, limousine and rental cars, and a 24-hour concierge.

Personnel

According to hotel management, its employees are high trained and motivated to provide excellent service to all of the hotel's guests. The average employee has been employed by the hotel for over 9 years, and each employee has attended a hotel servicing course conducted by the local university. Management consists of experienced individuals with over 300 years of service between them.

Policies

For an event such as the one being proposed, the following policies will apply; a deposit of $1,000 will be made at least two months before the event is to take place. This deposit will be used to ensure that any non-covered expenses will be paid for beforehand. Additionally, the deposit becomes non-refundable if the event is cancelled within a 2-week period prior to the date. Reservations for the event's guests must be made at least two weeks prior to the date of the stay, and a credit card to hold the room will be required. Any unforeseen event expenses will be the responsibility of the group hosting the event, not the hotel.

Risk Management

According to an online hotel risk management site some of the risks assumed by the hotel include "property, liability, automobile, hazardous materials and fire risk" (Rushmore, 2012). For an event such as the one being proposed, the hotel will provide insurance services to cover all of these risks and any others that might take place. The insurance coverage comes at a cost (of course) and that cost will likely be borne by the organizer.