Wedding Planners of the North East

29 Chestnut Street, Philadelphia, PA

P: (555)-123-4567
F: (555)-987-6543
www.wpne.com

DATE: September 1, 2015

RESPONE DATE: September 10, 2015
TO: 2016 Convention Center Candidates
FROM: Sally Lou May
slmay@wpne.com
P: 555-123-4567 ext. 89
F: 555-987-6543
******************************************************************************
MEETING DATE:
October 6- 10 2015 (Thursday-Monday)
MEETING NAME:
Wedding Planners of the North East 2016 Conference
CONTACT:
Wedding Planners of the North East: Sally Lou May
MANAGING ORGNIZATION:
The Wedding Planners of the North East (WPNE) are an association comprised of wedding
planners in the northeastern United States. The association is a resource for members for
current information and trends, education and informants about the newest wedding
information.
WPNE is an association formed in 2010 by S. Deely and L. Nydam. The association is an outlet
for Wedding Planners to use for resources, training, staying up on trends and having a strong
unified name backing their own businesses. The board consists 13 members, a representative
from each state in the north east as well as Co-Presidents. WPNE is based out of Philadelphia,
PA and is where annual board meetings are held.
THE CONVENTION
WPNE has a bi-yearly convention rotating large cities in the North East every year. This
convention includes a trade show component, training classes as well as two or three
entertainment segments. The last day of the convention also holds an Open Forum Board
Meeting.
The 2016 convention will be two days, one day of workshops, one trade show day, ending with
a board meeting on the last day. These three days will be packed with information for those
wedding planners on several topics such as venue, budgeting and fashion.

Wedding Planners of the North East

29 Chestnut Street, Philadelphia, PA
P: (555)-123-4567
F: (555)-987-6543
www.wpne.com

FUCNTION SPACE
Space to seat 600 people for a buffet dinner (Friday) and plated dinner (Saturday)
Space for caterers to prepare both buffet and platted meals
Space to seat 300 people for buffet lunches on Friday & Saturday
Pre-function space to hold 300 people for a cocktail hour on Friday & Saturday
Space for caters to hold a back-bar area
Space to hold 600 people in an auditorium set up with a stage and podium for Opening
ceremony (Friday morning), comedian show (Friday evening) and fashion show with a
runway (Saturday evening)
Pre-function space for comedian and VIPs before show (Friday) and models and VIPS
(Saturday)
(15) workshop classrooms, complete with classroom style tables and (25) chairs (tables
needs to be placed near electrical outlet)
(5) coffee and pastry stations, centrally located to classrooms in pre-function space
Space to hold trade show with a maximum of 150 booths complete with (1) table and
(2) chairs
Space to hold 125 people with a low stage at front with (5) chairs and (1) table on stage,
(120) chairs in a theater set up for a Q&A session
AUDIO VISUAL TECHNOLOGIES
Microphone, high level sound system, projector and screen in auditorium Friday
morning for Opening Ceremony
Microphone, high level sound system and capability for show lights, projector and
screens in auditorium Friday evening for comedian show
DJ booth capabilities and capability for show lights, projector and screens in auditorium
Saturday evening for fashion show
(15) projectors and screen to be placed and set up in each workshop classroom prior to
session, with hookups for laptops
Wi-fi capabilities for all workshop classrooms
(6) microphones for Q&A session
A/V Information will come from each induvial vendor for trade show
FOOD AND BEVERAGE
Buffett style lunch Friday and Saturday that includes:
o (2) mixed green salads
o (2) cold salads
2

Wedding Planners of the North East

29 Chestnut Street, Philadelphia, PA
P: (555)-123-4567
F: (555)-987-6543
www.wpne.com

o (3) soup options

o Sandwich bar with a variety of (3) meats and cheeses
o Cookie platter with (3) different types of cookies
o Soda selection provided by sponsor Coca-Cola
o Coffee & Hot Tea station
Buffett Dinner Friday night that includes:
o (2) mixed green salads
o (3) entre options (beef, chicken and vegetarian)
o (2) vegetable options
o (3) additional side options
o (2) dessert options
o Soda selection provided by sponsor Coca-Cola
o Coffee & Hot Tea Station
Plated Dinner Saturday night that includes:
o (2) mixed green salad options
o (3) entre options
o (2) dessert options
o Soda selection provided by sponsor Coca-Cola
o Coffee & Hot Tea Station
3 Cash Bars Friday & Saturday night with following options:
o (3) beers from local breweries
o (3) beers generic brands
o (3) wine options
o (5) liquor well brands
(3) Hors D Oeuvres options served butler style during Saturday night cocktail hour
(5) Coffee and Pastry stations set up all day Friday and Saturday with following options:
o (2) flavored coffees
o (1) flavored decaf coffee
o (4) teas
o (5) pastry options
o Condiments (cream, milk, sugar, honey)

SPECIAL CONCECSSIONS:
1. Complimentary wi-fi throughout entire building
2. All construction dates, both pre and post-convention dates, will be included in the
communicated from the winning bids property.
3. Food & Beverage minimum of $86,000
4. Complimentary office space Thursday-Sunday with printer
3

Wedding Planners of the North East

29 Chestnut Street, Philadelphia, PA
P: (555)-123-4567
F: (555)-987-6543
www.wpne.com

5.
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Complimentary coffee and pastry stations Friday & Saturday

Complimentary pre-function space for models and comedian
Complimentary vendor tables Saturday
Complimentary flowers for entire event