The Travel Media Association of Canada (TMAC) is seeking applications to secure a host destination for our Conference & Annual General Meeting for 2019; we are also open to destinations that are interested in 2020 and 2021.
The four-day conference (which usually takes place between March and June) traditionally begins on a Wednesday, with sessions and programming offered through to the closing awards and dinner on Saturday evening and departure on Sunday. Additionally, there are three-day media tours bookending pre- and post-conference activities. In recent years, TMAC's average attendance is 190 members; approximately 45% are media and 55% are industry.
By hosting TMAC's Conference and AGM, your city has the opportunity to:
We are requesting potential host destinations to provide a detailed letter of intent outlining the following key elements:
a) Destination Description
Attractiveness of travelling to your destination. What makes your destination great, unique, interesting and memorable.
b) Conference Theme
Are you presenting an engaging theme and atmosphere for TMAC's Conference & AGM? How will your destination show value for members?
c) Proposed Conference Dates
Spring versus summer. Is there a compelling story angle you offer to TMAC's media members to write about when they visit your destination for your proposed hosting dates?
d) Sample Tours and Experiential Ideas
Do you have tour suggestions or activity ideas for our conference agenda? Are you presenting brief samples and explanations of your tour ideas?
e) Testimonials and Endorsements
Have you held previous conferences on this scale or organized media visits of this complexity? Please supply samples or references to similar events.
Suggested quality and affordable accommodation for delegates. Are there competitive rates? More than one hotel option?
b) Conference Facilities
What options will TMAC have for meeting space? Onsite facilities (e.g. hotel ballroom) or offsite facilities (e.g. convention centre).
a) Financial Support and Strategies
Demonstration of working partnerships and secured or potential financial support (local, regional, provincial, etc.).
b) Organizational and Administrative Support
Would there be a dedicated team to facilitate the conference logistics?
Additional factors that will be taken into consideration in evaluating conference proposals will include:
What story angles can you offer to TMAC's media members to write about when they visit your destination? Is there a compelling anniversary, new attraction opening or other motivations to choose your destination as the host?
What actions and/or plans does the destination, venues, tour operators, etc., implement?
To better enhance your letter of intent process, we have attached the HOST BUDGET RFP TEMPLATE. This document provides a generic outline of the conference programming and activities, highlighting host destination responsibilities. Please note that costs vary based on destination, venues and proximity to host city. These estimates include a two alcoholic beverages per person per evening but do not include décor, AV and entertainment. If you would like an Excel version of this, please contact Elizabeth Kerr.
Please note that if you are short-listed or selected, you will be responsible for hosting a minimum of two TMAC delegates for a site visit to showcase hotel options, event venues and local attractions.
Friday, March 2, 2018 * Submission deadline. Please provide in a single PDF document.
Friday, March 30, 2018 * Future TMAC Host Committee to review all submissions.
Friday, April 6, 2018 * Short list to be contacted. Site visit to be scheduled.
Please direct all enquiries regarding this hosting opportunity as well as submissions to Elizabeth Kerr.
Thank you for your interest in becoming a host destination for the TMAC Conference & Annual General Meeting. We look forward to reviewing your letter of intent.
Grant Fraser, TMAC President
Tracy Ford, TMAC Secretary
Elizabeth Kerr, TMAC Executive Director
|TMAC HOST RFP-BUDGET TEMPLATE.pdf||174.58 KB|