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Annual RFP - (copy)

Dear GBTA Rocky Mountain Chapter Member,

The GBTA Rocky Mountain Chapter Education/Program Committee is soliciting hotel hosts for 2019.  By hosting a GBTA Rocky Mountain Chapter meeting, venues have the opportunity to highlight their property to between 50 to 100 travel industry peers and gain exposure to a large number of corporate buyers.  At the events, venue hosts are given time at the podium to speak to the meeting attendees about the property and offer tours if they choose to do so. 


If you are interested in participating in this venue selection process, please complete and return the Venue Response Form included in this e-mail no later than November 1, 2018.  You will need to indicate your 1st, 2nd and 3rd choice for the lunch meeting date.  Current GBTA Rocky Mountain Chapter members will be given priority in the selection process. Non-member hotels will be contacted if spaces are still available. 


Past monthly meetings have been held at various member and non-member venues, the Aquarium, the Colorado Convention Center, the Denver Athletic Club, the Pepsi Center, Johnson and Wales University, and even the Mayo Aviation hanger at Centennial Airport. A site inspection may be required prior to award of the business.

All venues submitting proposals will be advised of our decision as soon as we receive and review all proposals.


Venue participation with GBTA Rocky Mountain Chapter is vital to the success of the organization and it enables you to showcase your property to decision makers responsible for transient corporate, meeting and incentive travel spend.  The Program Committee thanks you for your involvement and support of GBTA Rocky Mountain Chapter.


Regular GBTA Rocky Mountain Chapter meetings are generally held on the second Tuesday of each month January – December with the exception of September when we host our annual Golf Tournament.  



We look forward to working with you in 2019!



Please direct questions via e-mail:








GBTA Rocky Mountain Chapter Meeting Space 2019 –Hotel Requirements

Please read all requirements before submitting your response.


Monthly Luncheon Meeting Details

(Price must be $25.00 per person, inclusive of tax, service fees, etc.):


Room Required for the GBTA Rocky Mountain Chapter Board Meeting

  •          Usually held 2 hours before the lunch meetings (9am-11am)
  •          Room for 10-12 participants
  •          Water service and complimentary Wi-Fi only


Room Required for GBTA Rocky Mountain Chapter Lunch Meeting

  •          11:00am-1:00pm Lunch, set in rounds for 90-100 attendees
  •          Lunch meetings should be plated meals and we prefer that salads and desserts are pre-set.
    Two 6’ Registration Tables with two Chairs and waste basket set up outside the meeting room

Meeting Format



  •          11:00am -11:30am           Registration & Networking
  •          11:30am-12:00pm            Lunch
  •          12:00pm-1:00pm              Program


Guest Room for the Speaker

If the speaker is from out of town we will request a sleeping room.  GBTA Rocky Mountain Chapter kindly requests that the hotel provide this at no charge or at a significantly reduced rate. 


            Other Miscellaneous Information

Parking fee should be noted as well. We ask that a special discount be offered to the attendees.


Additional requirements (audio visual, specific room set up, etc.) may be needed on a meeting-by-meeting basis and should be included in your proposal.  GBTA Rocky Mountain Chapter kindly requests AV is donated by the venue or at a heavily discounted rate.General requirements are podium, microphone, screen and projector table. Typically GBTA Rocky Mountain Chapter or the speaker will provide the laptop and an LCD projector for presentation purposes. 


We kindly ask each venue to donate a gift certificate for their property to give away at the event.







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Special Election, Board Of Directors Nomination Form: Membership & Philanthropy Positions - November 12, 2018

Dear Members,

We currently have openings for two Board positions and will be holding a special election for the Membership and Philanthropy Director positions on our Board. The positions will fulfill the remainder of the current term thru – December 2019. 

If you are interested in either of these positions, or would like to nominate someone please click on the link to enter your nomination for the upcoming election.

We will accept nominations for two weeks and the elections will go out to the members the following week.

Thank you and we look to potential new candidates for our Board Positions.


Anne Blyth

GBTA-RMC President


Board positions available are:  



  • Answer questions from perspective members.
  • After receipt of membership application, present to BOD for acceptance.
  • After acceptance, request  administrator setup in StarChapter and call to welcome new member, explain BTA activity and answer any questions.
  • Introduce new members to other committee chairs depending on interest.
  • Opportunity – More active recruitment (GBTA assistance?) and conversion of repeat guests


  • Set up and maintenance of automated renewal correspondence
  • Quarterly reach out to expiring members

2019 ACTIVITY – Organization of January 2019 Direct Member/Procurement Panel

Liaise with Welcome Ambassador Committee to

  • Ensure each new member is personally welcomed by the board and introduced at meetings.
  • Arrange and hand out welcome packets to new members.
  • Assist with coordinating activities at the meeting registration table while being available to greet members/guests as they arrive.

Coordinate the Hospitality Committee and assure that at least two committee members are at each meeting to help check in members and greet guests.


Job Purpose:

  1. Fund Raising
  2. Charity involvement
  3. Golf Event / Annual Event
  4. Recruit members

Job Duties:

Serve as the coordinator and leader in recruiting committee members to assist with choosing and managing charity efforts and coordinate and oversee the annual golf event or fundraiser.  These events raise the funds for our chapter and scholarship programs.

  • Solicit auction items - Explain to donors the benefits of exposure through the auction site and how their donation supports the goals of GBTA-RMC
    1. Manage auction items - Accept all donations items either monetary, service or products. As auction items are received, update the auction site with item descriptions along with item pictures and the logo of the donating organization. (Provide a secure location to store items.) 
    2. Maintain a log of all donations and the value of such.
  • Charity and Community involvement – Work with Board to determine charity efforts each year.
  • Maintain auction website – Create the website for sponsors, donations and activities. Respond to inquiries regarding item listings and modify descriptions as needed. 
  • Manage the auction – Assuming the traditional annual auction format is maintained, ensure that meeting space has the appropriate band width and monitors for attendees to participate in an online format.
  • Coordinate and run fundraising events (Golf) – Review venues, sign contracts, set pricing and train committee.
  • Reporting – Provide updates to the Board regarding item solicitation and final revenue received. Report to Treasurer all funds for income purposes.
  • Sponsorships -Jointly work with Sponsorship Chair to solicit Sponsorships for golf event (or other charity events)
  • Committee -Create a committee to make calls and assist with all auctions and fundraisers.
  • Designate
  • Acknowledgement - Ensure that all donation sponsors receive their proper acknowledgements.. This includes printed materials, website, and recognition at the meeting.  Send out thank you notes and recognition at events.

Prepare and coordinate the Auction promotional materials (PowerPoint presentation) to be provided to the donors

Board Member

1/1/2019 – 12/31/2019

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