Member Login
Search

 GACVB SYMPOSIUM

  • Late Fall - Preferred Dates | 2026 Sunday - Tuesday pattern
    • November 7-9, 2027
    • November 14-16, 2027
      • Alternate date: December 5-7, 2027
  • Hotel Rooms Needed
    • Sunday - 10
    • Monday - 30

MEETING VENUE REQUIREMENTS

  • Preferred venue is a single hotel with meeting space under one roof or directly attached to guest accommodations. 
  • All meeting spaces should ideally be located on one level or easily accessible via  elevators/escalators. 

  • Provide a dedicated production/work room for storage, assembling registration materials,  and use as a mobile office throughout the event.

  • A/V needed in General Session and all breakouts. 

HOST DMO REQUIREMENTS 

  • Work with the venue to provide all meeting spaces complimentary
  • Work with the venue to provide AV deeply discounted or comped
  • Work with the venue/caterer to provide discounted F & B at venue
  • Assistance in securing Sunday Night Board Dinner location  
  • Provide or secure sponsored transportation for Board Dinner on Sunday night to and from  the hotel
  • Assistance in securing the Dine Around night organization and orchestration
  • Provide or secure sponsored transportation for Dine Around night on Monday night to and from the hotel

GUESTROOM BLOCK

  • Sunday (Early Arrivals – GACVB Board and Partners)
    • 10 rooms 
  • Monday (Main Symposium Night)
    • 30 rooms 
  • Room Type
    • First-class accommodations with negotiated group rate 
  • Hotel must provide a minimum of three (3) single rooms complimentary for GACVB  staff and the Executive Director, instead of the standard comp room policy
  • Attendees will make reservations directly with the hotel

TYPICAL PROGRAM SCHEDULE

  • Sunday - Pre-Event
    • GACVB Board of Directors excursion and dinner (off-site)
    • Transportation provided from the hotel
  • Day 1 - Monday
    • GACVB Board Meeting
      • 15-20 people
      • U-shape table set
    • Registration opens at 12, noon
    • Opening General Session & Afternoon Sessions
      • 75-100 attendees, classroom
      • Afternoon refreshment break (host DMO to sponsor or sponsored by outside sponsor)
      • Off-site evening reception and local dine-around; transportation provided from the hotel
  • Day 2 - Tuesday
    • Morning General Session
      • 75-100 attendees, classroom
    • Three (3) Afternoon breakouts
      • 75-100 attendees, classroom 
      • One breakout can be in the General Session room
    • Refreshment Break
    • Networking Luncheon
      • 75-100 attendees, rounds
    • Closing Session
      • 75-100 attendees, classroom

 ADDITIONAL SPACE REQUIREMENTS

  • Registration Area
  • Silent Auction Display Area - Secured at night
  • Production Work Room / Mobile Office for GACVB Staff

 PROPOSAL SUBMISSION

  • Detailed hotel and meeting venue specifications
  • Sample Menus
  • Disclose all renovations
  • Proposed room rates (GSA per diem preferred)
  • List of other groups in-house
  • Confirmation of comp meeting space and production room 

 DEADLINE

  • Proposals must be submitted to GACVB by November 6, 2026
  • Please send submissions and questions to:
    • Amanda Dyson-Thornton