Dear Supplier Member,
PCMA is one of the world’s largest, most respected, and most recognized networks of business events strategists. Our members are industry leaders. Our chapter brings PCMA’s high caliber education and networking opportunities to the local level for over 1200 members throughout a 7 state region.
Planner members represent standalone associations, association management companies, corporations, and independent groups. Nearly 80% of PCMA members hold director titles or higher and have the final say in purchasing choices.
Our members are key decision-makers in their organizations, charged with determining where and how business events are executed. Take this opportunity to showcase your facility and services to business events professionals from the region!
Host an event at your venue and receive sponsorship benefits that will place you in front of the business event strategist that makes venue decisions.
Don’t miss this unique opportunity to be front and center in 2023.
Sincerely,
Kelly Jena, CMP, DES
2023 Chapter President
2023 Request for Proposals
We are seeking venues to sponsor/host our 2023 events. Please see the calendar below and learn how your venue can gain the ultimate exposure to our decision-makers. Below are the ideal dates for our 2023 Greater Midwest Chapter events. Please see the link at the end of the form to submit your response or request more information.
Click here to submit your response or request more information at [email protected].
GMC 2023 Calendar of Events
| Event | Location | Dates | Expected Attendance | Status |
|---|---|---|---|---|
| Board Retreat | City, Suburbs or Another Location/State | June | 15 | Seeking Location |
| Golf Outing | Suburbs | July 24, 2023 | 150 (golfers/sponsors/non-golfers) | Secured |
| September Education | City or Suburbs | September | 150 | Seeking Location |
| Annual Business Meeting and Signature Event | City | November | 250 | Seeking Location |
| Holiday Mixer and Chapter Leaders Day | City | Holiday Showcase Venue or Nearby | 300 on a flow | Seeking Location |
Recognition at venue-sponsored events includes:
- Logo listed in dedicated e-blasts promoting the event
- Venue host to receive five (5) minutes of podium time for introduction and promotion
- Option for the registration form to include scheduling for venue tours on program day
- Ability to showcase your venue to a variety of meeting professionals
(If you’re viewing on a mobile device, make sure to rotate your device to landscape mode in order to view the full tables.)
Awards Event: February 8, 2023 – SECURED
This is our chapter’s celebration of member achievement as we present awards including Planner and Supplier of the Year and Outstanding Service to the Chapter. The guest list consists of high-level decision-makers from across the industry.
Meeting Space Requirements
| Time | Meeting | Setup | F&B | A/V |
|---|---|---|---|---|
| 11:30 a.m. - 12:15 p.m. | Registration | (5) Six-foot tables | N/A | Wi-Fi, power |
| 12:15 p.m. – 2:00 p.m. | Luncheon concurrent with awards | Crescent Rounds for 150 | Menu TBD | Wi-Fi, podium, riser, screen, projector, podium mic, lav mic uplighting |
Special Requests
- Complimentary meeting space
- (1) podium microphone, (1) wireless lavaliere microphone, and (1) floor microphone provided on a complimentary basis
- Courtesy block of 5-10 rooms at a discounted rate for out-of-town members, if at the applicable venue
- (2) complimentary room nights for VIPs and speakers
- Complimentary meal function/ upgrade to selected meal function
- Complimentary wireless internet in the meeting space
- Discounted parking for attendees
June Board Retreat – Date Flexible
A strategic planning meeting for the GMC Chapter Board of Directors.
Meeting Space Requirements
| Time | Meeting | Setup | F&B | Housing | A/V |
|---|---|---|---|---|---|
| 10:00 a.m. - 4:00 p.m. (may conclude earlier if activity in afternoon) | Board Meeting for 12 | U-Shape/Hollow Square or Interactive Set-up | Continental Breakfast, refreshments and Lunch | 12 rooms for one night | Wi-Fi, speakerphone or Zoom capabilities |
July Golf Outing – SECURED
For the second time, GMC PCMA is planning to host a golf outing. This event will be a great networking opportunity to bring meeting planners and suppliers together for a fun day on the golf course! It will provide a multitude of sponsorship opportunities. There will need to be a non-golfer activity and dinner reception allowing for interactions among all members!
Outing Requirements
| Time | Meeting | Setup | F&B | A/V |
|---|---|---|---|---|
| 8:00 a.m. - 5:00 p.m. | Golf outing with concurrent non-golfer activity | Shot Gun Outing. Non-golfer clinics | Golf Cart Service | Sound system for accouncements |
| 11:00 a.m. - 1:00 p.m. | Boxed Lunches | Boxed Lunches available at a midway point on course | Boxed Lunches | N/A |
| 5:00 p.m. - 7:30 p.m. | Reception and Dinner | Rounds for 150 | Full Bar/Hors d’oeuvres/Plated Dinner | Wi-Fi, podium, riser, projector, screen, microphones |
Special Requests
- Breakfast for golfers and sponsors/vendors during registration
- 18 holes of golf and cart rental for 64 golfers
- Table and 2 chairs at every hole for hole sponsors
- Cart service available throughout the course; sponsorship opportunity
- Boxed lunches available at a mid-point
- Swing and drive clinics available for non-golfers or alternate non-golfer activity available indoors or outdoors
- Dinner reception following golf
- Sound system for announcements
- Screen for sponsor logos during dinner reception
- Complimentary or discounted greens fees including cart rental
- Complimentary or discounted cart rental for a variety of carts
- Complimentary or discounted food and beverage
- Complimentary or discounted audiovisual
- Complimentary WIFI
- House tables, chairs, and linens
September Education Meeting – Date Flexible
GMC PCMA events allow attendees to learn more about the industry and latest innovations and then invest that knowledge back into their careers. We proudly offer CMP credit as a Preferred Provider.
Meetings generally take place in the afternoon, however, a morning meeting is possible.
Meeting Space Requirements
| Time | Meeting | Setup | F&B | A/V |
|---|---|---|---|---|
| 9:00 a.m. - 12:00 p.m. | Board Meeting for 15 | U-Shape/Hollow Square | Beverage Service | Wi-Fi, speakerphone |
| 1:00 p.m. - 2:00 p.m. | Committee Meetings (7 total) | U-Shape/Hollow Square | Water | Wi-Fi |
| 2:00 p.m. - 2:30 p.m. | Registration | (5) Six-foot tables | N/A | Wi-Fi, power |
| 2:30 p.m. - 4:00 p.m. | Education Session | Crescent Rounds for 200 | Coffee/Tea/Soda/Light Snacks | Wi-Fi, podium, riser, projector, screen, microphones |
| 4:00 p.m. - 5:00 p.m. | Reception | Cocktail Rounds for 125 | Light hors d’oeuvres, wine/beer | N/A |
Special Requests
- Complimentary meeting space
- (1) podium microphone, (1) wireless lavaliere microphone, and (1) floor microphone provided on a complimentary basis.
- Complimentary pitchers of water and snacks at registration
- Courtesy block of 5-10 rooms at a discounted rate for out-of-town members
- (2) complimentary room nights for VIPs and speakers
- Complimentary meal function/ upgrade to selected meal function
- Complimentary wireless internet in the meeting space
- Discounted parking for attendees
November Signature Event and Annual Business Meeting – Date Flexible
A fun and exciting opportunity for our members to learn and connect! Past events have included bowling and whirly ball. This is also our largest fundraising event for scholarships and local charities through raffles, a wine pull, and a silent auction.
Meeting Space Requirements
| Time | Meeting | Setup | F&B | A/V |
|---|---|---|---|---|
| 5:00 p.m. – 6:00 p.m. | Networking and Registration | (5) Six-foot tables | Full Bar, tickets and cash | Power for registration |
| 6:00 p.m. – 9:00 p.m. | Signature Event | TBD on venue | Full Bar tickets/cash, heavy hors d’oeuvres | Power for registration/wine pull, screens, projectors |
Chapter Leaders Day and Holiday Mixer – Must be on the Same Day as Holiday Showcase
A full-day event that brings together committee chairs and board members to strategize for the upcoming year. This will precede the Holiday Mixer; our popular end-of-the-year celebration that brings together 250+ dedicated industry professionals.
Meeting Space Requirements
| Time | Meeting | Setup | F&B | A/V |
|---|---|---|---|---|
| 12:00 p.m. - 1:00 p.m. | Lunch for Chapter Leaders | Crescent Rounds | Lunch Buffet | N/A |
| 1:00 p.m. - 4:00 p.m. | Strategy Session for Chapter Leaders | Crescent Rounds | Beverage Service | 25-30 |
| 4:30 p.m. - 6:30 p.m. | 250+ on a flow | Cocktail Rounds/Tables | Full Bar, tickets and cash bar | Power at registration desk |
Special Requests
- Complimentary meeting space
- (1) podium microphone, (1) wireless lavaliere microphone, and (1) floor microphone provided on a complimentary basis.
- Complimentary pitchers of water and snacks at registration
- Courtesy block of 5-10 rooms at a discounted rate for out-of-town members
- (2) complimentary room nights for VIPs and speakers
- Complimentary meal function/ upgrade to selected meal function
- Complimentary wireless internet in the meeting space
- Discounted parking for attendees
Click here to submit your response or request more information at [email protected].
