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Site Requirement/RFP – Hosting an ATRI Event

Name of Meeting: National Aquatic Therapy Conference

The Aquatic Therapy & Rehab Institute, Inc. (ATRI) is a non-profit educational corporation dedicated to the professional development of health care providers in the area of aquatic therapy. Offering educational courses, ATRI provides opportunities to advance the competencies, knowledge and skills of the aquatic therapy practitioner.

ATRI provides information to the public on aquatic therapy topics and works with organizations whose members are healthcare professionals to serve them in the area of aquatic therapy.

Attendees are 80% women and 20% men they are medical professionals with various backgrounds. The meeting is a national draw from nearly all 50 states. Some events will have courses geared for and open to the general public as well.

We are a non-profit corporation, not an association. However, we operate similarly to an association. We have a solid record of planning events for 20+ years.

ATRI Contact: Anne Miller  Phone: (239) 595-5187  Email: amiller@atri.org

Criteria used for selecting Site

  1. Swimming pool at hotel (must be able to be heated to 90-92 degrees)
  2. Sleeping room rate
  3. Desirability and accessibility of the city
  4. Discounts, comps and upgrades for staff and VIP guest rooms
  5. Discounts, comps and upgrades for food and beverage functions
  6. Complimentary meeting space

Expected Overnight Room Pick Up
Tuesday – 5
Wednesday – 30
Thursday – 45
Friday – 45
Saturday – 45

Total – 170

Total Room Nights: 170, At least half of the sleeping rooms are double occupancy.

Preferred Dates
National Conferences are held five to seven times each year. Always avoid any Jewish or Christian holidays that fall in that time span. Our courses are offered Thursday morning through Sunday early afternoon. Staff arrives on Tuesday and Wednesday for set up on Wednesday, and completes tear down on Sunday after courses conclude. We are flexible on dates and pattern.

Registration Office
800-1,000 square feet are needed Wednesday at 8:00AM through Sunday at 5:00PM. Require securable meeting room. A phone capable of in-house and local calls, and internet access is necessary.

Headquarters/Office/Storage
500-1000 square feet securable meeting room for use as event headquarters is needed Wednesday at 8:00AM – Sunday at 5:00PM. This must be near Registration.

Group History
Below is history from 2010 forward:

Hotel

City, State

 Hyatt Fair Lakes

Washington, DC

Marriott Houston Medical Center

Houston, TX

Westin O’Hare

Chicago, IL

 Wingate by Wyndham-Henderson

Las Vegas, NV

Hyatt Fair Lakes

Washington, DC

Westin O’Hare

Chicago, IL

2010

Feb. 1-7

March 15-22

April 26-May 2

Sept. 20-26

Oct. 9-17

Nov. 10-21

Monday 1 1 2 No Daily 1-Sat, 1-Sun, 2-Mon 5 Total (Wed-Mon)
Tuesday 6 3 6 Breakdown 6 7
Wednesday 20 20 25 Available 19 33
Thursday 38 22 37   27 48
Friday 42 26 37   28 46
Saturday 41 23 35   27 45
Sunday 14 4, 1-Mon 3   7 7
Total

162

100*

145

157

118

191

Hotel

City, State

 Hyatt Fair Lakes

Washington, DC

Westin O’Hare

Chicago, IL

Sanibel Harbour

Marriott Resort & Spa Sanibel, FL

 Wingate by Wyndham-Henderson

Las Vegas, NV

Westin O’Hare

Chicago, IL

2011

Feb. 7-13

May 16-22

June 24-July 3

Sept. 12-18

Oct. 31-Nov. 9

Monday 3 2 1-Fri, 8-Sat, 14-Sun No Daily 3
Tuesday 7 7 46-Mon, 57-Tue Breakdown 7
Wednesday 24 34 57 Available 31
Thursday 28 51 56   45
Friday 33 49 22   48
Saturday 30 43 5   45
Sunday 5 7 2   5, 1-Mon/Tue/Wed
Total

130

193

268

200

187

 

Hotel

City, State

 

 

Hyatt Fair Lakes

Washington, DC

 

Westin O’Hare

Chicago, IL

 

Westin Lake Las Vegas Resort & Spa

Las Vegas, NV

 

 

Hyatt Fair Lakes

Washington, DC

 

Westin O’Hare

Chicago, IL

2012

Feb. 9-12

April 12-15

Sept. 20-23

Oct. 18-21

Nov. 15-18

Monday 2 2 2 4 1-Th, 1-Fri, 1-Sat
Tuesday 6 5 6 6 1-Sun, 3-Mon, 6-Tue
Wednesday 30 28 40 26 30
Thursday 40 37 57 35 52
Friday 38 35 56 36 52
Saturday 38 33 54 37 51
Sunday 4-Sun, 1-Mon 8 17 37-Sun, 4-Mon 5
Total

159

148

232

185

203

Hotel

City, State

 Hyatt Fair Lakes

Washington, DC

Marriott Houston Medical Center

Houston, TX

Westin O’Hare

Chicago, IL

 Sanibel Harbour

Marriott Resort & Spa Sanibel, FL

Westin Lake Las Vegas Resort & Spa

Las Vegas, NV

Westin O’Hare

Chicago, IL

2013

Feb. 7-10

April 4-7

May 2-5

June 25-28

August 13-16

Nov. 21-24

Monday 1 2 1 2-Sat, 10-Sun 2-Sat, 7-Sun 6 Total (Fri-Mon)
Tuesday 6 8 6 55-Mon 33-Mon 6
Wednesday 29 24 32 60-Tue 40-Tue 45
Thursday 37 26 39 62-Wed 44-Wed 48
Friday 33 26 47 61-Thu 41-Thu 40
Saturday 31 23 50 24-Fri 12-Fri 42
Sunday 5 3 7 5-Sat 4-Sat 9 Total (Sun-Tue)
Total

142

112

182

279

183

196

 

Hotel

City, State

 

 

Hyatt Fair Lakes

Washington, DC

 

Westin O’Hare

Chicago, IL

 

Westin Lake Las Vegas Resort & Spa

Las Vegas, NV

 

Sheraton Tysons Hotel

Washington, DC

 

Westin O’Hare

Chicago, IL

2014

Feb. 6-9

May 1-4

August 26-29

Sept. 18-21

Nov. 13-16

Monday 2 1   3 3
Tuesday 6 5   5 8
Wednesday 35 29   23 29
Thursday 40 36   26 45
Friday 40 32   22 50
Saturday 40 24   18 41
Sunday 3 4   3 10
Total

166

131

174

100

186

 

Hotel

City, State

 

Sheraton Tysons Hotel

Washington, DC

 

Westin O’Hare

Chicago, IL

 

 Sanibel Harbour

Marriott Resort & Spa Sanibel, FL

 

DoubleTree San Diego-Mission Valley

San Diego, CA

 

Westin O’Hare

Chicago, IL

2015

March 9-15

April 28-May 3

June 19-29

Sept. 4-14

Nov. 10-15

Monday 2 0 3-Fri, 4-Sat, 12-Sun 1-Fri, 2-Sat, 2-Sun 1-Thu, 1-Fri, 1-Sat
Tuesday 8 6 71-Mon, 72-Tue 3-Mon, 8-Tue 1-Sun, 2-Mon, 9-Tue
Wednesday 29 28 75 34 46
Thursday 33 35 74 42 51
Friday 29 38 35 45 46
Saturday 24 34 9 43 39
Sunday 6 5 2-Sun, 1-Mon 14-Sun, 1-Mon 8
Total

131

146

358

195

205

 

Hotel

City, State

 

Hyatt Fairfax

Washington, DC

 

Westin O’Hare

Chicago, IL

 

DoubleTree San Diego-Mission Valley

San Diego, CA

 

Westin O’Hare

Chicago, IL

2016

Feb. 22-March 1

April 18-24

Oct. 24-Nov. 1

Nov. 13-20

Monday   1 2 1-Sun, 2-Mon
Tuesday   5 5 6
Wednesday   31 30 28
Thursday   47 34 41
Friday   51 38 42
Saturday   37 36 36
Sunday   6 6-Sun, 1-Mon, 1-Tue 5, 12-out of block
Total

129 or 135

178

153

173

 

Hotel

City, State

 

Westin Washington Dulles Airport Hotel

Washington, DC

 

Westin O’Hare

Chicago, IL

 

 Sanibel Harbour

Marriott Resort & Spa Sanibel, FL

 

DoubleTree San Diego-Mission Valley

San Diego, CA

 

Westin O’Hare

Chicago, IL

2017

February 11-16

April 24-30

June 22-July 1

Sept. 4-10

Nov. 9-19

Monday 6-Sat, 22-Sun, 25-Mon 1 6-Thu, 9-Sat, 22-Sun, 79-Mon 2 1-Thu, 1-Fri, 1-Sat, 1-Sun
Tuesday 24 5 83 5 3-Mon, 7-Tue
Wednesday 15 37 86 29 33
Thursday 4 45 81 32 40
Friday 0 38 30 33 47
Saturday 0 32 7 28 43
Sunday 0 5 0 9 6
Total

96

163

403

138

183

 

Hotel

City, State

 

Westin Washington Dulles Airport Hotel

Washington, DC

 

Westin O’Hare

Chicago, IL

 

DoubleTree San Diego-Mission Valley

San Diego, CA

 

Westin O’Hare

Chicago, IL

2018

Feb. 25-March 3

April 9-15

Sept. 9-16

Nov. 2-12

Monday Sun- 2, Mon-6 1 Sun-1, Mon-3 Fri-Mon – 9
Tuesday 21 5 7 6
Wednesday 27 21 27 38
Thursday 26 33 30 49
Friday 17 30 32 49
Saturday 6 21 22 25
Sunday   5 6 Sun-6, Mon-2
Total

105

116

128

184

*Total may not include rooms booked outside block

Break-Out Rooms
We will use 3 rooms set schoolroom style for approximately 40. The ability to change the lighting and to block out all light is important.

General Session
Typically held in conjunction with a sit-down luncheon on Saturday we will hold a general session for all attendees. This session is usually done at rounds with lunch served from 11:30 am-1:30 pm with keynote for approximately 80 people.

AV Equipment
We bring in our own AV company that has our pool sound equipment. We contract that any outside AV company fee is waived.

 

Meals/Food & Beverage

As conference organizers, we plan and pay for sit-down luncheon on Saturday.

We do include some breaks and a Welcome Reception as well.

Coffee and tea is set up Thursday, Friday, Saturday and Sunday mornings in the Registration Office.

All other meals are paid for by attendees.

Cash carts or pre-order menus for quick pickup for Thursday/Friday lunches have been very successful at past events. There is very little time between classes.

Swimming Pools

NOTE: We use one indoor pool with the following requirements:

Pool must be able to be heated to 90-92 degrees
Pool must have 700 square feet of water space that is 3 1/2 – 5 feet deep
Pool must have moveable lane lines or no lane lines
Pool must have a way to secure pool equipment at night or during alternate use times (we typically use a nearby meeting room)
Prefer locker rooms available
Pool must be close to the hotel meeting rooms.
Exclusive use of the pool is required during course times. It can open to the public every evening as we finish.
Pool must meet ADA standards
Pool must have proof of insurance
Pool must be available to block pool use times for the conference dates
Pool must provide coolers of drinking water and cups for attendees

Area Requirements
A major airport must be within 30 minutes of the facility
All facilities must state they will be in “as is or better” condition than date inspected

ATRI is looking for the following to be included in the Contract:

  1. Complimentary heated swimming pool, temperature to be maintained at 90-92 degrees
  2. Complimentary meeting space/pool equipment storage space
  3. Complimentary site visit of one night
  4. 2 complimentary rooms over and above the 1 per 40 cumulative ratio (Tuesday – Sunday)
  5. 10 rooms at a discounted rate for staff and speakers
  6. 2.5-week cut-off date
  7. Specific meeting rooms and times used will be added to the contract.
  8. 2 PM check-out on main departure day
  9. The hotel will provide free parking for all event attendees.
  10. The hotel will provide advance reception and storage of pool equipment at no additional charge.
  11. The hotel will provide water with cups, and towels at pool throughout the event.
  12. In the unlikely event that a room is not available for a guest holding a guaranteed room reservation, the Hotel will pay for one night’s lodging (room & tax) at an alternative property which is equal to or better, transportation to and from such property, and one long distance phone call. Any guests with ATRI that must be relocated to another hotel will be offered complimentary transportation a minimum of four (4) times per day to and from the Hotel. The Hotel will list the guest’s name with the hotel switchboard in order to facilitate the transfer of the guest’s phone calls to the guest.
  13. Complimentary internet for multiple users in Staff Office, Registration/Bookstore and Staff overnight rooms.

Send Proposals to:

Anne Miller
Executive Director
Aquatic Therapy & Rehab Institute
6602 Chestnut Circle
Naples, FL 34109

ATRI Contact: Anne Miller  Phone: (239) 595-5187 Email: amiller@atri.org

National Aquatic Therapy Conference
Day-by-Day Breakdown of Needs

See descriptions on general site requirements pages for more detail

Wednesday
8AM – 24Hours Staff Office/Storage
8AM – 24Hours Pool Equipment Storage
8AM – 24Hours Registration/Bookstore

Thursday
24Hours Staff Office/Storage
24Hours Pool Equipment Storage
24Hours Registration/Bookstore
8:00AM – 10:00PM – three (3) breakout rooms for approximately 40 schoolroom
7:00AM – 7:00PM  Pool

Friday
24Hours Staff Office/Storage
24Hours Pool Equipment Storage
24Hours Registration/Bookstore
7:00AM – 10:00PM 3 breakout rooms for approximately 40 people schoolroom
7:00AM – 7:00 PM Pool

Saturday
24Hours Staff Office/Storage
24Hours Pool Equipment Storage
24Hours Registration/Bookstore
7:00 AM – 7:00 PM 3 breakout rooms for approximately 40 people schoolroom
7:00 AM – 7:00 PM Pool
11:30 AM – 1:30PM General Session/Sit-Down Luncheon for 100

Sunday
24Hours – 5:00 PM Staff Office/Storage
24Hours – 3:00PM Pool Equipment Storage
24Hours – 5:00 PM Registration/Bookstore
7:30 AM – noon 3 breakout rooms for approximately 40 people schoolroom (one room until 5:00 pm)
7:00 AM – 1:00 PM Pool