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Aquatic Therapy & Rehab Institute, Inc.
Name of Meeting: International Aquatic Therapy Symposium
General Site Requirements

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 international in scope with approximately 15 countries and nearly all 50 states represented.

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 nearly 20 years.

 Group History

Hotel

City, State

Alexis Park Resort

Las Vegas, NV

Radisson Metrodome

Minneapolis, MN

Adams Mark

Charlotte, NC

Alexis Park Resort

Las Vegas, NV

Sheraton Premiere

Vienna, VA (DC)

 

 

1992

 

1993

 

1994

 

1995

 

1996

Sunday          
Monday    

 

13

 

11

 

15

Tuesday

 

58

 

57

 

76

 

81

 

89

Wednesday

 

88

 

116

 

135

 

166

 

184

Thursday

 

122

 

164

 

268

 

281

 

304

Friday

 

124

 

164*

 

278

 

286

 

315

Saturday

 

104

 

105*

 

250

 

271

 

290

Sunday

 

13

 

7

 

17

 

55

 

30

Total

 

509

613

 

1037

 

1151

 

1227

Hotel

City, State

Alexis Park Resort

Las Vegas, NV

Sheraton Premiere

Vienna, VA (DC)

Paradise PointSan Diego, CA Hyatt OrlandoKissimmee, FL Alexis Park ResortLas Vegas, NV Hyatt OrlandoKissimmee, FL Alexis Park ResortLas Vegas, NV
 

 

1997

 

1998

1999 2000 2001 2002 2004
Sunday  

 

7

2   6 14 5
Monday

 

16

 

16

29 12 16 29 10
Tuesday

 

103

 

80

155 87 76 78 85
Wednesday

 

196

 

159

237 141 149 132 161
Thursday

 

305

 

257

230 213 220 199 200
Friday

 

309

 

252

216 193 222 203 206
Saturday

 

285

 

222

50 179 206 188 181
Sunday

 

56

 

21

  95 51 36 38
Total

 

1270

 

1014

919 920 946 879 886
HotelCity, State

Sanibel Harbour Resort & Spa

Fort Myers, FL

HotelCity, State

Sanibel Harbour Resort & Spa

Fort Myers, FL

Sanibel Harbour Marriott Resort & Spa

Fort Myers, FL

Sanibel Harbour Marriott Resort & Spa

Fort Myers, FL

Sanibel HarbourMarriott Resort & Spa

Fort Myers, FL

 Sanibel HarbourMarriott Resort & Spa

Fort Myers, FL

 Sanibel HarbourMarriott Resort & Spa

Fort Myers, FL

 
 

2006

 

 

2008

2010
2012
2014
2016
2018  
Saturday

 

1

Thursday

 

1 (Wed), 3

1 (Wed), 4
1 (Wed), 1
38
20-Thu/Fri/Sat
3-Tue/Wed/Thu  
Sunday

16

Friday

15

14
2
127
28
7  
Monday

 

33

Saturday

 

35

27
14
146
120
15  
Tuesday

 

121

Sunday

 

132

102
19
150
139
26  
Wednesday

 

182

Monday

 

181

138
115
147
142
115  
Thursday

197

Tuesday

185

139
122
135
140
134  
Friday

192

Wednesday

183

137
129
38
70
135  
Saturday

 

154

Thursday

 

124

107
127
19
15
132  
Sunday

 

30

Friday

 

51

36
106
7
4
54  
Monday

3

Saturday

22

13
33, 6 (Sun)
 
2
7  
Tuesday

 

1

Sunday

 

2

7
7 (next 5 days)
 
 
4-Sun/Mon/Tue  
Total

930

Total

934

725
682
807
680
632  

*Registrants stayed at other hotels because of overbooking

Single/Double/Triple/Quad Information

Sheraton Premiere (DC) 1998 – Approximately 60% of the rooms were doubles and 5% of the rooms were triple/quad.

San Diego Paradise Point Resort 1999 – Approximately 65% of the rooms were doubles and 7% of the rooms were triple/quad.

We do not have figures for other years.

Starting in 1998 we offered other events during the year. Thus the decline in numbers for this event was expected and planned. In 2002 this event was made a bi-annual event. It was held in 2004, 2006, and so forth.

Expected Overnight Room Pick-up

 

 

 

Sunday

 

Monday

 

Tuesday

 

Wednesday

Thursday

 

Friday

 

Saturday

 

Sunday

Rooms

 

5

10

 

80

160

190

190

160

10

 

Total Rooms 815

Criteria used for selecting Site

  • Swimming pools; hotel and/or nearby facility (must be able to heat to 90-92 degrees)
  • Sleeping room rate; with a possible discounted early bird rate
  • Desirability and accessibility of the city
  • Discounts, comps and upgrades for staff and VIP guest rooms
  • Discounts, comps and upgrades for food and beverage functions
  • Complimentary meeting space

Preferred Dates
The Symposium is held once every other year, typically between July and September. Always avoid any Jewish or Christian holiday dates that fall in that time span. Our courses are offered Wednesday morning through Sunday early afternoon. Staff arrives for set up beginning Sunday, and completes tear down on Sunday after courses conclude. We are flexible on dates and on pattern. The following information is based on our typical pattern.

Exhibit Hall
The exhibit hall is traditionally set up by an exhibit service company on Wednesday with exhibitors moving in Thursday. Open hours are scheduled from Thursday afternoon until Saturday evening. Tear down is Saturday evening, Sunday, or Monday depending on labor laws and fees in the area. Space is needed for approximately thirty (25) 10x10 (8x10 is an option) booths. In addition, Friday lunch is served from or near exhibit area, so space is needed to serve a buffet or box lunch in the area. Seating in the area is ideal.

Registration Area
1000 square feet of securable space. This room must adjoin or be near the headquarters/office room. A phone capable of in-house and local calls is important. Internet access is also important.

Headquarters/Office
Approximately 1000 square feet of securable space for use. A phone capable of in-house and local calls is important
Internet access is also important.

VIP Lounge/Speaker Prep Room
A comfortable room with chairs and tables. A phone capable of in-house and local calls is necessary.

Storage Rooms
Depending on set-up and pool locations, between one and three areas for Pool Equipment, approximately 750 square feet.

Breakout Rooms

Rooms are typically used schoolroom style for approximately 60-80 each. The ability to change the lighting and block out all light is important. Water stations must be available in each breakout room and water must be replenished frequently throughout the day.

General Session
Theater style for 300-400 people.

AV Equipment
We typically bring an Audio-Visual Company with us.

Meals/Food

For our typical program, we plan and pay for two lunches (Friday and Saturday) and tentatively one dinner for attendees. Lunch is used to create traffic in the exhibit hall. Meals must be able to be eaten “on the go.” Both buffet and box lunches have been successful in the past.

Food and beverage prices must be confirmed 1 year out.

Coffee and tea is set up several mornings of the conference in the registration area.

All other meals are paid for by attendees.

Cash carts for breakfasts have been very successful at past events. Registrants can go through a breakfast line containing choices of fruits, cereals, bagels, muffins, and juices, etc. and pay for each item selected. They have very little time between classes, and classes start as early as 7 AM so this set-up is very convenient.

On Wednesday and Thursday, registrants get approximately 1-hour lunch breaks during their courses and need access to quick but nutritious meals. Past successes were cash lunch carts, pre-ordering off of a restaurant menu or a moderately priced lunch buffet so that food was ready for them at their meal break. We have approximately 60-100 registrants each day.

Swimming Pools
(Two, ideally three pools are necessary)

All must be able to be heated to 90-92 degrees

All pools must have approximately 1000 square feet of water space that is 3 1/2- 4 1/2 feet deep

All must have moveable lane lines or no lane lines

All must have an area of approximately 100 square feet to store exercise equipment on the deck during the day

All must have a space to secure exercise equipment at night or during alternate use times, also a 100 square foot space

Based on number and size of pools, exclusive use may not be required, non-event related activities must be relatively quiet. Lap swimming is acceptable. Fitness classes, music playing, competitive swim meets, children’s instructional classes would conflict

Must meet ADA standards

Must have proof of insurance

Must be available to block pool use times for the conference Wednesday through Sunday

Must provide coolers of drinking water and cups for attendees.

Area Requirements
A major airport must be within 30 minutes of the facility

Ground transportation between the airport and facility must be less than $25 and must be available 24 hours per day

Advance event supplies directed to the hotel require a 100 square foot storage area

Exhibit service companies must be available in the area

AV equipment must be available and ATRI must be allowed to bring in their own at no charge

All facilities used must meet the Americans with Disabilities Act requirements

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:

  • Complimentary heated swimming pool(s), temperature to be maintained at 90-92 degrees
  • Complimentary meeting space/exhibit and storage space
  • 2 complimentary site visits of 3 nights each
  • 2 complimentary coffee breaks
  • Complimentary internet in office and Registration
  • 2 complimentary 2-bedroom suites over and above the 1 per 40 cumulative ratio (Sunday – Sunday)
  • 10 rooms at 50% off the group rate for staff and VIPs
  • 10 upgrades to concierge level
  • Specific meeting rooms and times will be included in the contract.
  • 3-week cut-off date
  • Catering rates guaranteed 12 months in advance
  • 2PM check-out on main departure day
  • The hotel will provide free parking for all event attendees.
  • The hotel will provide advance reception and storage of exercise equipment at no additional charge.
  • The hotel will allow storage of exercise equipment around the perimeter of the pools and nearby storage rooms during set-up, and throughout event at no additional charge.
  • The hotel will provide water with cups, and towels at each pool throughout the event.
  • 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 alternate property.

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

Day by Day Breakdown of Needs

See descriptions on general requirement list above for more detail

Monday
7:00 AM – 24 Hours Headquarters/Office
7:00 AM – 24 Hours Registration
7:00 AM – 24 Hours Pool Equipment Storage

Tuesday
24 Hours Headquarters/Office
24 Hours Registration

24 Hours Pool Equipment Storage

Wednesday
24 Hours Headquarters/Office
24 Hours Registration

24 Hours Pool Equipment Storage

24 Hours VIP Lounge/Speaker Prep Room
6:00 AM – 8:00 PM – 6 breakout rooms for approximately 60 people each classroom style
6:00 AM – 10:00 PM – 2 or 3 pools

Exhibit Hall set-up

Thursday
24 Hours Headquarters/Office
24 Hours Registration
24 Hours Pool Equipment Storage
24 Hours VIP Lounge/Speaker Prep Room
6:00 AM – 6:00 PM – 6 breakout rooms for approximately 60 people each classroom style
6:00 AM – 10:00 PM – 2 or 3 pools

Exhibit Hall move-in and open

5:00 – 7:00 PM General session for approximately 300-400 theater style (tentative)
7:00 – 10:00 PM – 6 breakout rooms for approximately 60-80 people classroom style

Friday
24 Hours Headquarters/Office
24 Hours Registration
24 Hours Pool Equipment Storage
24 Hours VIP Lounge/Speaker Prep Room
6:00 AM – 7:00 PM – 6 breakout rooms for approximately 60-80 people each classroom style
24 Hours Exhibit Hall, with lunch served and some lunch seating available in area

6:00 AM – 10:00 PM – 3 pools

7:30 – 11:30 PM tentative dinner function approximately 300-500

Saturday
24 Hours Headquarters/Office
24 Hours Registration
24 Hours Pool Equipment Storage
24 Hours VIP Lounge/Speaker Prep Room
6:00 AM – 7:00 PM – 6 breakout rooms for approximately 60-80 people each classroom style
24 Hours Exhibit Hall, tear down in evening

6:00 AM – 7:00 PM – 3 pools

12:00 – 2:00 PM Sit-Down Awards Luncheon 300-400 people (tentative)

Sunday
24 Hours – 3:00 PM Headquarters/Office
24 Hours – 3:00 PM Registration

24 Hours – 3:00 PM Pool Equipment Storage
24 Hours – 3:00 PM VIP Lounge/Speaker Prep Room
7:30 AM – 1:00 PM 6 breakout rooms for approximately 60-80 people each classroom style (one room until 5:00 pm)
6:00 AM – 1:00 PM 3 pools

Meal functions vary depending on location and program.