Business Meetings Malta Conference Proposal

INTERNATIONAL CONFERENCE WORKSHOPS FOR MALTA

Event Organizer/Host Organization: INTERNATIONAL ORGANIZATION

Supplier: BUSINESS MEETINGS MALTA

Contact Name: THERESA DELIA

Email: theresa@businessmeetingsmalta.com

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FUNCTION DETAILS

Function Name and Type: Workshops

Number of Function Events: 2 separate workshops

Function Location: 5 star Business Hotel, Sliema, Malta

Main Meeting Room: The Main Hall

NUMBER OF ATTENDEES

STAFF - 3 PAX

1st PARTY - 9 PAX

2^nd PARTY - 20 PAX

INTERPRETERS - 2

SCHEDULE

STAFF - Arriving 31^th October 2009

1^st Party - Arriving November 1, departing November 4, 2009

2^nd Party - Arriving November 5, departing November 8, 2009

ACCOMMODATION

A city centre conference hotel, which is a stylish business deluxe five star Boutique Hotel of distinctive elegance. The hotel is intimate and comfortable, yet luxurious and cosmopolitan, whilst offering a unique experience of genuine hospitality.

NUMBER OF ROOMS PUT ON HOLD

3 rooms to be made available on the 31^st October 2009

11 rooms first party

22 rooms second party

ACCOMMODATION			5 star Hotel
Double room for single use & breakfast			65 euros
incl. of VAT
SUPPLEMENTS
Check-in/out porter service
1.74 euros per person each way

R.drop charge is 1.74 euros p.room

GRATUITIES
A complimentary non-alcolholic
drink on check-in
Complimentary upgrade subject
to availability to Group. L or VIP
Free Wifi in meeting rooms
Main meeting room will be granted
complimentary
DAY DELEGATE RATE OF 29 EUROS
INC. VAT
Coffee Break: A selection of fine teas,
coffee and pastries
Networking Lunch: selection of salads, duo of pasta
dessert of the day
Afternoon coffee break: Tea, coffee, orange juice
and cookies
1 bottle of mineral water in meeting room per del.
flip chart, note pads, pens and mints

Additional dinner @ 27.50 euros

Coffee Breaks will be set up in the Pre-Function Area next to main meeting room.

Dietary requirements for both parties: alcohol and all pork products are to be excluded in meals at all times.

GRAND TOTAL Of ACCOMMODATION AND MEALS INCLUSIVE OF VAT. 121.50 EUROS

Main Conference Meeting Room Set-up

Venue: The Main Hall

U-shaped to accommodate 20 pax for 1^st workshop to include interpreter's booths

20+ pax for 2^nd workshop to include interpreter's booths

Audio/Visual (A/V)

Data Projector & Screen @ Euro 110.00 per day including VAT

INTERPRETER'S BOOTHS AND EQUIPMENT

Address: Delivery Wednesday SEP 30 09

Rehearsal Time

Conference Starts Nov 1 09 6:00PM

Conference Ends Nov 8 09 12:00PM

Derig Thursday Nov 8 09 12:15PM

Description: Conference SI EQUIPMENT

VALUE ADDED TAX IS

CHARGED AT 18% AND IS REFERRED TO AS EQUIPMENT/LABOR/TRANSPORT TAX.

EQUIPMENT

QTY Description Duration Unit Price Extended

AUDIO

1 YAMAHA EMX-5000 12CH MIXER 4.00 Day(s) 35.00 140.00

1 SHURE SLX4UK-S6 / SM86 ROVING MIC KIT 4.00 Day(s) 35.00 140.00

1 CABLING 4.00 Day(s) 2.50 10.00

AUDIO Total: € 290.00

CONF DISCUSSION SYS

1 STUDIO 7 INTERPRETER'S BOOTH 4.00 Day(s) 58.00 232.00

As Per ISO 4043- 2.4mW x1.6m D x2m H

Ventilitaion System is included

If Less than Half Day meeting

size is 1.6x1.6x2 & only door ventilation is

used.

2 7 DESK LAMPS 4.00 Day(s) 6.00 48.00

2 BOSCH LBB3520/10 INTERP.UNITS 4.00 Day(s) 47.00 376.00

2 BOSCH LBB9095/30 INTERP.HEADPHONES 4.00 Day(s) 4.00 32.00

20 BOSCH LBB3433/10 RECEIVERS 4.00 Day(s) 4.00 320.00

replacement cost 200Euros

20 BOSCH LBB3440 HEADPHONES 4.00 Day(s) 2.00 160.00

replacement cost 20Euros

1 CONF DISC CABLES 4.00 Day(s) 25.00 100.00

2 BOSCH LBB3410/05 EMITTER PANEL 10W 4.00 Day(s) 13.00 104.00

CONF DISCUSSION SYS Total: € 1,372.00

SET PRODUCTION

4 ALLROUND BUHNEN 2M X 1M UNITS 4.00 Day(s) 8.75 140.00

20 LEG 30CM FOR PLATFORM 4.00 Day(s) 0.75 60.00

1 ALLROUND BUHNEN 1Mx1M UNITS 4.00 Day(s) 17.00 68.00

SET PRODUCTION Total: € 268.00

Equipment Subtotal: 1,930.00

Equipment Total: € 1,930.00

Equipment Tax: € 347.40

RESALE ITEMS

QTY Description Unit Price Extended

5 CARPET & SKIRTING (PER MTR) 14.00 70.00

Resale Items Total: € 70.00

Resale Items Tax: € 12.60

LABOR

Date Time QTY Personnel/Task Duration Unit Price Extended

Nov 1 09

6:00PM 9:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 3.00 Hours 24.00 72.00

Nov 2 09

9:00AM 6:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 9.00 Hours 24.00 216.00

Nov 3 09

9:00AM 6:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 0.00 Hours 24.00

OT: 9.00 Hours 36.00 324.00

Nov 4 09

9:00AM 12:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 0.00 Hours 24.00

DT: 3.00 Hours 48.00 144.00

Nov 5 09

6:00PM 9:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 3.00 Hours 24.00 72.00

Nov 6 09

9:00AM 6:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 9.00 Hours 24.00 216.00

Nov 7 09

9:00AM 6:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 9.00 Hours 24.00 216.00

Nov 8 09

9:00AM 12:00PM 1 SI/AV TECHNICIAN-ATTENDANCE 3.00 Hours 24.00 72.00

Labor Total: € 1,332.00

Labor Tax: € 239.76

MISCELLANEOUS

QTY Description Unit Price Extended

1 SETUP, TEST & DISMANTLE CHARGE 150.00

Misc. Total: € 150.00

Misc. Tax: € 27.00

Job Grand Total: € 4,108.76

Wi-Fi Internet Service:

Wi-Fi coverage (Supplied by Nortel Networks) is available in all guestrooms, public areas and conference rooms. Clients can purchase standard Wi-Fi cards from the Hotel Front Desk at the following rates.

€5.00 for 1 hours with a 2 days time window.

€12.00 for 3 hours with a 5 days time window.

€25.00 for 24 hours with a 5 days time window.

Special 'Group Packages' are also available on request and pre-bookable.

G. SECURITY

Key(s) will be: House/Standard Key

All rooms have a/conditioning, secure locking windows, doors and private bathrooms. Depending upon availability, rooms will be on upper levels of the hotel.

TRANSPORTATION

Transportation requests will be carried out by a company that is endorsed by the Malta Tourism Authority. Drivers and vehicles are all licensed, registered and insured during the period Nov 1 through to Nov 8, 2009.

31^st October 2009 Transfer from airport to hotel for Staff - TAXI 18 euros incl. VAT/or minivan depending on quantity of luggage. Minivan 12 seater @ 22 euros incl. VAT

1^st November 2009 Transfer from airport to the conference hotel for 1st party - Minivan 12 seater to include luggage. 22 euros incl. VAT

3^rd November 2009 Transfer to Restaurant Valletta/Mdina and back to the conference Hotel - Minivan 12 seater @ 22 euros inclusive of VAT ie. 44 euros incl. Of VAT

4^th November 2009 Transfer from the conference hotel to airport - Minivan 12 seater @ 22 euros incl. VAT

5^TH November 2009 Transfer from airport to the conference hotel for 2nd party - two 12 seater minivans @ 22 euros each. 44 euros incl. VAT

7^th November 2009 Transfer to Restaurant Valletta/Mdina and back to Hotel - Two 12 seater minivans @ 22 euros each way 44 euros. Total 88 euros inclusive of VAT.

8^th November 2009 Transfer from hotel to airport for 2nd Party. - 2 minivans @ 22 euros each. 44 euros including VAT

EVENT STAFFING

SUPPORT SERVICES BY BUSINESS MEETINGS MALTA

Contact person : Theresa Delia

As part of Business Meetings Malta overall support package, Theresa will be liaising with staff at all times and present at the hotel on a daily basis to personally make sure that events are running smoothly.

METHODOLOGY

31^th October 2009: Theresa will meet and greet Staff and will liaise with transport company for airport pickup.

After check-in at the conference hotel, hold a brief meeting withthe conference Staff:

To go over any changes in programme.
Specify a time when best to be at hotel on a daily basis to oversee events
Confirm with hotel that interpreting equipment has been delivered and is in place.

1^st November 2009: Liaise with transport company for pick-up of 1st party. Staff will confirm if they will be present at airport to meet guests as per flights schedule.

Return to the conference hotel and wait until all check-ins are effected and welcome drinks have been served.

2^nd November 2009: Business Meetings Malta will be at the conference hotel at a specified time agreed with staff for about 2 hours or as long as deemed necessary.

3^rd November 2009: Business meetings Malta will be at the conference hotel at 6.00 pm and organize transfers for evening meal at Valletta/Mdina restaurant. Business Meetings Malta is pleased to offer a complimentary sightseeing tour of either Mdina or Valletta, depending where the location of the selected restaurant will be. A running commentary will be provided in English for guests in the coach/minivan.

4^th November 2009: Business meetings Malta will be at the conference hotel organizing the departures to the airport as per Flight schedule.

5^th November 2009: Pickup of 2nd party at airport. Same method as 1st party.

6^th November 2009: Business meetings Malta will be at conference hotel at a specified time agreed with staff for about 2 hours or as long as deemed necessary.

7^th November 2009: Business Meetings Malta will be at conference hotel at 6.00 pm and organize transfers for evening meal at chosen restaurant. Business Meetings Malta is pleased to offer a complimentary sightseeing tour of either Mdina or Valletta, depending where the location of the selected restaurant will be. A running commentary will be provided in English for guests on the coach/mini-van.

8^th November 2009: Business Meetings Malta will be at the conference hotel organizing the departures to the airport as per flight schedule.

Co-ordinate with conference staff and hotel for smooth wrap up of event.

RESTAURANT

Business Meetings Malta recommends two separate conference venues for the 3^rd and 7^th November respectively.

A restaurant located at Mdina, Malta's medieval capital city.
A restaurant located at the Valletta waterfront. Valletta which was built in 1565 is Malta's capital city.
Both restaurants will be proposing a meal based on Maltese traditional cuisine without any alcohol or pork meat products.
Since staff will pay the restaurant directly for the meals, expenses have not been added to this proposal. However budget for this meal is at 34 euros a head.

GRATUITIES

Tipping: A gratuity of 15% is expected in hotels, and 10% in restaurants, if service charge is not included in the bill. Most services are tipped about 10%.

VISA EXPEDITING

Upon receiving the Request for Proposal, Business Meetings Malta immediately notified staff of standard procedures by calling Maltese consular officials to ensure timely issuance of visas prior to the two parties' departure for Malta.

GUIDELINES REGARDING VAT REFUNDS TO OVERSEAS TRADERS

Further important and helpful information on VAT REFUNDS for conference users can be obtained via the following website: http://vat.gov.mt under Guidelines To Certain VAT Procedures - Please see VAT Refunds to Overseas Traders.

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If you would like to book the above arrangements for your next conference/workshop/business meeting please contact Business Meetings Malta, the free conference venue finding company.The DMC -Destination Management Company in MaltaEmail: theresa@businessmeetingsmalta.com