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Washington Hilton Oracle Conference: Columbia Hall 3/7/2010 Prepared for Oracle Representative John Lawrence Prepared by Hilton Representative Charline Greiff
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March 7, 2011
Oracle Corporation
500 Oracle Parkway
Redwood Shores, CA 94065
Dear Mr. John Lawrence:
Thank you for your interest in holding your Oracle OpenWorld 2011 conference at the
Washington Hilton. You will benefit from conducting your event at Washington Hilton, because
we strive to make the conference not only an event that your guests will remember, but help you
showcase your remarkable products as best as possible.
For your particular event I suggest the Columbia Hall for the benefits the room has to offer for
the needs and concerns you spoke about in our last conversation. I have prepared this proposal
for you addressing how the Columbia Hall would help you achieve the goals of your conference.
The main points are
The Columbia Room is the Swiss army knife of conference rooms with its versatility It
has 30,000 square foot of highly customizable space with air walls that divides rooms
within only 30 minutes. This is a benefit to you can shift between one large room for a
presentation to several small rooms for training seminars in a snap and spend less money
for more value.
Our location is like having a grocery store right underneath your apartment; it is close to
the metro, airport, and the government department buildings making it easier for your
guest to attend, while lowering the cost and hassle of travel to your employees as well.
I look forward to talking to you John to showcase how the Washington Hilton will help you and
Oracle in its conference requirements and help OpenWorld be a great success and an event that
guests will use as a base to compare all other conferences in the future.
Best wishes,
Charline Greiff | Event Consultant | Washington Hilton | District of Columbia | 202-234-2445 |
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Contents Customer Needs .............................................................................................................................. 4
Areas of Concern ............................................................................................................................ 5
Objectives ....................................................................................................................................... 6
Recommendations ........................................................................................................................... 7
Implementation Schedule ................................................................................................................ 8
Addenda Table of Contents ............................................................................................................ 9
Layouts of Columbia Hall ......................................................................................................... 10
Breakouts of Columbia Hall ..................................................................................................... 11
Photos of Columbia Hall ........................................................................................................... 12
Example of Hilton Webpage ..................................................................................................... 13
Map of DC: Washington Hilton Location Relative to U.S. Departments ................................ 14
Conference Room Reservation Form........................................................................................ 15
Bid for oracle ............................................................................................................................ 16
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Customer Needs
1. Location
Considering that many employees and guests of the conference will need to travel to a hotel for
the conference, a hotel that is close to the target market and transportation systems is necessary.
2. Adaptability
Within a conference there will be a variety of events and room set ups, so the space needs to be
able to alter and the hotel staff needs to be able to respond quickly to Oracle’s needs at the
moment.
3. Technological Support and Resources
Taking into account that this is a software and technological firm there will be a need for
supporting technological systems such as power supply, wireless internet, and auto visual
equipment.
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Areas of Concern
1. Product
In light of how this conference schedule changes it seems it might be necessary to rent two types
of rooms, one larger hall and several separate rooms to attain the desired effect that Oracle
wishes to obtain. Larger room for main presentation and smaller rooms for individualized
training seminars, workshops, and so forth. The need for the hotel to be adaptive to Oracle’s
needs while still maintaining high standards.
2. Price
Concerned with the price of the conference rooms, as well as the additional services such as
catering, shipping, hotel room rates, and transportation costs related to holding a conference of
this size.
3. Timing of Purchase
Considering that a conference is a high investment there are budget concerns regarding when
payment is due and that there is a relatively short amount of time, 7 months, to plan and executed
the conference. During these 7 months there will be numerous expenses.
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Objectives
1. Product
The Columbia Hall has 30,000 square foot of highly customizable space with air walls that
divides the room up. The walls can be moved, so within 30 minutes the Hilton staff can change
the number of rooms and size of the space to fit your needs. The benefit is that you only have to
invest into one conference room that can be several rooms fitting your event.
2. Pricing
In respect to pricing, there are several promotions and discounts available for you to take
advantage of. Hilton has a promotion of once you book a room for at least 2 days in a row you
get a break bar that has coffee, tea, fresh juices, donuts, muffins, and bagels for the hours of
8am-10:30am, value over $6,000 for no cost to you. The break bar will give your Oracle guests
and employees the energy in the morning to be excited and fully immersed in your conference.
Hilton also has other price discounts in the form of quantity discounts that helps elevate price
concerns for catered lunches and hotel rooms so you can get the full value of the Hilton hotel at a
reasonable investment.
3. Timing of Purchase
A customized payment schedule has been designed to alleviate your budget concern. Over the 7
months different payments are due at either the end or beginning of the month to help Oracle
balance their budget. Hilton also has a payment option to defer the variable investments, such as
catering, for 3 months after the event to help spread out the payments making it easier for you to
allocate funds.
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Recommendations
1. Product
The Columbia Hall is the perfect room for your hotel. The Hilton staff can shift the space to fit
your needs, such as if you want one large room in the morning with a presentation of all your
new products and then when everyone goes to lunch we can shift the room so in the afternoon,
the room is divided for training seminars, new product promotions, help sections, or whatever
else Oracle needs. This benefit of having all the rooms you need in one will allow you save on
costs and invest the funds elsewhere, but maintain the service that both Oracle and Hilton strive
for.
2. Pricing
Considering that you are booking the room for two consecutive days you will receive the
promotion of the break bar. Other discounts that Oracle should take advantage of are the guest
room discount. For every 50 rooms booked in advance you receive $10 off the nightly rate. For
example a normal nightly rate is $199, and with the discount it would be $169 if you booked 100
rooms. This allows Oracle employees and guests to be close to the event while cutting costs on
lodging and transportation.
3. Timing of Purchase
Oracle should take the promotion of the customized payment schedule and the payment option to
defer the variable investments because it helps elongate the project investments so that you can
allocate funds easier and invest the necessary funds to make the Oracle conference a success and
gain similar results to another company that used these options. They received over 100 new
contracts by networking, net worth of $200,000, and a third party survey showed software
training seminars improved customer satisfaction by 30%.
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Implementation Schedule
Week 1- April
Oracle Event staff visit Washington Hilton
Sign Washington Hilton Conference Contract
Week 3- April Review audio-visual needs
Review food and beverages needs
Finalize Hilton webpage information and accommodations
Week 3- May Order attendee materials (portfolios, notebooks, etc.)
Week 4-May Send room setups and diagrams to Hilton
Week 2-June Estimate number of hotel rooms needed
Select menu for food and beverages
Review entertainment options
Week 2-August Finalize program agenda and presentation
Finalize entertainment options
Week 3-August Finalize menu for food and beverages
Final payments due
Week 1-September Confirm set-ups, diagrams, and audiovisual needs
Confirm attendee number
Confirm hotel rooms needed
Week 2-September Event day
Final Master Bill payment due
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Addenda Table of Contents
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Layouts of Columbia Hall
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Breakouts of Columbia Hall Columbia Hall has many ways to divide, below are breakouts in square feet and the capacity
depending on the type of layout. This helps you with your planning and figuring out what type of
layout fits your event, with no hassle of trying to figure it out on your own.
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Photos of Columbia Hall
Dividable section of Columbia Hall.
Walls are on tracks so for each event the
hall can be designed for the particular
event needs. Pictured is the walls pushed
back for larger presentations.
Main Lobby of the Convention Center.
Reader board on the left has the events
of the day listed and times accordingly.
The Columbia Hall Terrace and Meeting
Room Corridor. Reader boards next to
each door describe events occurring in
each room.
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Example of Hilton Webpage Hilton provides a home webpage for your conference so guest can find information from your
website or ours.
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Map of DC: Washington Hilton Location Relative to U.S. Departments
1 Washington Hilton
2 Department of Labor
3 Department of Commerce
4 Department of Agriculture
5 Department of Energy
6 Department of Housing and Urban Development
7 Department of Transportation
8 Department of Justice
9 Department of Treasury
10 Department of the Interior
11 Department of Defense
12 Department of Education
13 Department of health and Human Services
14 White House
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Conference Room Reservation Form
Washington Hilton Reservation holding date is until April 31, 2011
$1,000 deposit required to hold the above conference room on the stated dates.
$1,000 deposit is put towards room rental costs after a Washington Hilton
Conference Contract has been agreed upon.
Cancellation Policy
Deposit will be refunded fully if cancellation is made at least 14 days prior to the holding
date end. Any cancellations after the hold day end or a “no show” will result in forfeiture of
the deposit.
Hilton Representative Signature Date
Company Representative Signature Date:
General Contract Information
Contact: John Lawrence
Company Oracle Corporation
Room Columbia Hall
Dates Sept. 12-13, 2011
Type of Event Conference
Number of Attendees 1000
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Bid for oracle
