Venue+&+Accommodation


 * Venue Options**
 * At our first meeting a number of us took on the responsibility to check particular venues in Sydney for suitability. The following requirements were outlined.**
 * 1) Accommodation in up to 320 rooms – the majority single accommodation
 * 2) Up to 500 delegates for dinner
 * 3) 450-500 for plenary
 * 4) Able to deal with technology - wireless access
 * 5) Parking on site
 * 6) 10 breakout rooms
 * 7) Large area for sponsors
 * 8) Large area for afternoon and morning teas and lunch and somewhere to sit in lunch
 * 9) facilities to check in delegates and hold luggage prior to departure.

**Site inspection for TUES WEEK 6 (29/5/2012). Please list your name if you'd like to go on site visits so Jason & Zena can let us know :-) **

(Martin Place) || * I have attached the quotation from my discussions with function staff for a clearer picture of it all i am awaiting confirmation from the event organiser to make 100% sure they can cater our needs. ||  ||   ||   || Evelyn || COST A FACTOR ||  || Evelyn || || MAYBE (very expensive) ||  ||   ||
 * **Committee Member** || **Venue** || **Comment** || **Attached files** || **Site Visit** || **Date** || **Committee members attending** ||
 * Evelyn || STAR CITY || * Conference area is under construction and is not due for completion till May 2013.
 * I think this is a bit close for my liking - and whilst they offered me a 'hard hat' tour I don't think I could stand the stress of wonderening if it was all going to be finished on time!! ||  || NO ||   ||   ||
 * Evelyn || HILTON || * As we know the Hilton can deliver.
 * They have the days available and the prices would be similar to the 2010 confence.
 * I am still keen to have a new venue with a different style for our region. ||  || MAYBE ||   ||   ||
 * Jason || WESTIN
 * 416 rooms and suites
 * Grand Ballroom, capacity to 1000 banquet style and 660 classroom style.(Could cater for dinner + plenary).
 * Previous premier event: Herbalife(800 - Dec 2009)
 * Technology no problems - wireless acces
 * Large area for sponsors(or so they conveyed to me).
 * __Points 7,8 + 9 -__
 * Jason || 4 SEASONS || * I have attached the quotation from my discussions with function staff for a clearer picture of it all
 * Definitely has the ability to deliver, although it will be an issue of cost - not sure what the Hilton was worth but this is a great venue up for consideration.
 * Will 320 rooms be enough?? That's considering that we have many of our delegates rooming with other DP's?
 * Circular Quay railway station is a hop, step and a jump - a definite plus for access.
 * The days being requested are available.
 * Grand Ballroom holds up to 550 delegates.
 * **//A little 'hidden pitfall' possibly is the clause stating: "Room rental in the Grand Ballroom during general session and gala dinner is waived based on a minimum food and beverage expenditure of $40,000 per day. Should your food and beverage spend not be reached, the balance will be charged as room rental.//** || [[file:FSH Quote.pdf]] || MAYBE
 * Zena || SHERATON ON THE PARK || * This hotel is right in the hub of the CBD shopping district and directly opposite Hyde Park where we could run an unusual team building event/mixer. It is also worth noting that it is a brisk walk down to the Opera House and right near the State Library and Parliament House if we decided that any of these locations would be suitable for the evening event on the first night.
 * They have the capacity to accomodate over 500 people and are reknowned for their service, having won successive hospitality awards worthy of note.
 * Their food is excellent in quality.
 * They have over 10 breakout rooms in theory- one of their promotional messages says 18. However on the phone the staff member I spoke to last was not as confident about this (which I thought was odd) I am expecting to have another conversation before the scheduled May 29th location visit. || [[file:SOTP_Factsheet_2011[2].pdf]][[file:Sheraton_on_the_Park_Floor_Plans[1].pdf]] [[file:Factsheet Visit_29-5-12(1).pdf]][[file:NSWDPA Conference Visit_29-5-12(2).pdf]][[file:SOTP Welcomes You Visit_29-5-12(3).pdf]] ||  ||   ||   ||
 * Amika || SHANGRILAH || venue contacted- cannot accomodate 500 people. ||  || no ||   ||   ||
 * Belinda || DARLING HARBOUR || * I have attached the quotation from my discussions with function staff for a clearer picture of it all
 * Definitely has the ability to deliver, although it is very expensive
 * Quote is only for 200 rooms across Ibis and Novotel. Another Novotel can be added (Novotel Rockford). Do we want DP's spread across 3 hotels???
 * Darling Harbour - excellent for transport and parking.
 * The days being requested are available.
 * It would be a standing buffet lunch - not sit down || [[file:ConventionCentre.pdf]]

**Site Visits**

If the preliminary venue information warrents a site visit the committee member that made the original contact should make contact and set up a date & time. Committee members interested in joining a site visit should add their names and contact the committee member concerned. If this can be achieved prior to our meeting in week 4 it would be FANTASTIC! Please add your name to this list if you are intending on coming on the day!!

__** Site Visit - Attendees - 29/5/12 **__ __**The Four Seasons Hotel**__ - contact: Irene Chia or Kathy Low __**Date**__: 29/5/12 __**Time:**__ 11am (confirmed 9/5/12) - They have also invited us to attend lunch after the visit is completed - I gladly accepted their invitation, i told them for approximately 4 - 5. They are happy to adjust for more if need be )!!
 * Evelyn Hazzard
 * Jason Conroy

__**The Westin Hotel**__ - contact: Mr Kali CAMA Date: 29/5/12 Time: 1pm (confirmed 9/5/12)

Date: 29/5/12 Time: 3pm (confirmed 10/5/12)
 * __Sheraton on the Park__** - contact : Sarah Capogreco

__**Post Visits Information added 30/5/12 - IMPORTANT!!**__ Both Evelyn and Jason visited the 3 hotels(4 seasons/The Westin + Sheraton on the Park). We will now wait until we have all of the first round proposals back in.(SOTP) has sent theirs as at 30-5-12 - see attached files. A spreadsheet will be set up allowing us to compare and contrast the different offers from all the hotels visited by committee members. After we have mapped them in some type of comparable order, we will then start the negotiation phase - a bit like when you go to BALI and haggle the price down!! ALL OF THE 3 CITY HOTELS WERE PRETTY SPECIAL ON FIRST IMPRESSION!!

Evelyn, Belinda, Zena and Chantelle revisited both the WESTIN and the SHERATON on the PARK. We now have some more reasonable proposals to go through but one of these will be a winner! The CBD is quite expensive as we would have imagined and it will probably push our top package ( 2 nights single + Dinner Wed & Thur + Conf) over the $1050 mark and to do this we will be using a considerable amount of sponsorship to bring it down. The last sydney conference at the Hilton sold this package for $985 and the Star City venue in 2007 sold it for $1045 so I dont see this as a problem.
 * Last Site Visit - Tuesday 3/7/12 **

We have posted all the proposals above so please feel free to have a good look and leave us a comment - we have about a month here to make a decision. __**Again looking forward to hearing from you....**__ From: Cama, Kali [Kali.Cama@westin.com]Sent: Tuesday, 2 April 2013 6:00 PMTo: Conroy, Jason; Hazzard, EvelynCc: Duncan, Catherine; Chapman, Sarah; Richards@up-mx1.det.nsw.edu.au; CDeane@stagingconnections.com; Melbi LangtonSubject: The Westin Sydney - Handover Advice - NSW Deputy Principals Assn 28-30 Aug 2013Dear Jason and Evelyn,Hope this finds you well.I would like to take this opportunity to now introduce you to your dedicated Conventions team who will be assisting you and your team execute the NSW Deputy Principals Association Conference confirmed at The Westin Sydney from 28-30 August 2013. __ Sarah Chapman, Catering & Conventions Specialist __ will now continue on with the planning of your group and will provide on-site support during your conference to ensure the success of your event. Sally Richards, Groups Executive will work alongside Sarah in managing the rooms component of the event, their contact details are as follows:Sarah Chapman, Catering & Conventions SpecialistTel: 02 8223 1129Email: sarah.chapman@westin.comManaging all meetings, catering, master account billing and event logistics. __Sally Richards, Groups Executive__Tel: 02 8223 1153Email: sally.richards@westin.comManaging all group accommodation bookings, rooming and confirmation lists. __Staging Connections__As the on-site technical and creative event services partner for the hotel, Staging Connections offers your event the best audio-visual technology and event styling solutions. We are pleased you are working with Carrie Deane (cc) from Staging Connections – thank you.
 * __ Hotel contact staff at The WESTIN as at 2/4/13 - posted by Jason __**

Other ItemsI wanted to also highlight the following items: -

2nd deposit due 28 April 2013 o Please find attached Invoice for payment.-

Lucky Door Prizes: o As promised, we will have these arranged and will be made available closer to the event. - Additional Accommodation Rooms: o Should you need additional hotel rooms please kindly Sally as any additional rooms will be subject to availably and the Best Available Rate at time of booking, Sally will assist with this if required. -

Additional Meeting Rooms: o Should you need any additional meeting rooms for other divisional meetings etc please let us know as we have some of our boardrooms available over your dates.

N.B – I (KALI) will remain as overall Account Manager at the hotel if there is anything else I can assist with please feel free to let me know.

Jason and Evelyn, I would like to sincerely thank you and NSW Deputy Principals Association the for choosing The Westin Sydney for this important conference and we all look forward to welcoming your group for an excellent conference in August.

Stay well,

Kali KALICAMA Sales Manager A member of the Starwood Sales Organisation