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Oct 30, 2013 (3 years and 9 months ago)

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Scope of Work Form

Page
1

10/31/13

6:31 AM

Full Service SO
W.doc


Navigant
-
SatoTravel Meeting Solutions

Scope of Work Request Form and Fee Acceptance


NO ACTION WILL BE TAKEN UNTIL THIS FORM HAS BEEN COMPLETED AND PURCHASE
REQUEST HAS BEEN RECEIVED BY PROCUREMENT


Please return to:

SatoTravel Meeting Solutions

703
-
925
-
5
774 Facsimile



Requestor:


Date:



REQUEST STATUS



Request for Information Only




Firm Request



Priority/Emerg
ency (if meeting to occur in less than 30 days)


Disclaimer:

If this is a

request for information only
, information provided will be an estimate only. No space will

be held and rates & availability are subject to change. If this becomes a
firm request
, f
ull competitive

negotiating will take place on your behalf and binding agreements will follow. Please return this form

with appropriate request status.


CLIENT PROFILE


Client Name:



Organization:



Address:





City/State/Zip:




Phone:


Fax
:


E
-
mail:



On
-
Site IBM Contact:


Phone: ___________________
________

Fax:


E
-
mail:


Back
-
Up Contact:


Phone:




Fax:


E
-
mail:



MEETING PROFILE

Meeting Name
:




Location (list cities in order of preference): 1.


2.


3.



# Total Attendees:

# Other



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Arrival/Departure Dates:

preferred


alternate

*To take advantage of Group Air Fares, for all meetings of 10 people or more,

you
must

use SatoTravel Group Air
Department


# Sleeping Rooms:

single


double


suites


staff rooms




Estimated Budget:

under 50K



Over 50K


(All meetings over 50K require three competitive bids.)

Air Travel Required:



yes

If program number has been assigned by SatoTravel, please provide:




no

If no, program number

assigned by Meeting Solution




HOTEL ACCOMMODATIONS


Has Hotel been selected? If yes, please provide information.


1.

Hotel



Contact





Details Discussed




2.

Hotel



Contact





Details Discussed




3.

Justification for selection, i.e. location, availability, etc.


Preferred Location
,
i.e., downtown, airpo
rt, etc.:



RESERVATION METHOD




Client to provide hotel with rooming list




Individual to call hotel directly



SatoTravel Group Air Agents to

book hotel reservation against blocked space




Web Page on Internet


METHOD OF PAYMENT


Room & Tax:



individual



hotel master bill


Incidentals:



individual



hotel master bill



F & B:




individual



hotel master bill


Audio/Visual:



individual



hotel master bill


MEETING REQUIREMENTS : Information required to Negotiate Cost Savings


1.

Day/Date of Meeting:


Start Time:


End Time:




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Number of A
ttendees:


Room Set
-
Up:


theater


classroom


conference


u
-

shape




Audio/Visual Requirements:





Break
-
Out Rooms: Requirements:





# Rooms Required:


Day/Date:


Start Time
:


End Time:





# of Attendees each:


Room Set
-
Up:




theater


classroom


conference


u
-
shape








FOOD & BEVERAGE Information required to Negotiate Cost Savings

REQUIREMEN
TS


1. Day/Date of Function:


Start Time:


End Time:




#Attendees:



Function Type:


breakfast


am break


lunch


pm break


cocktail reception


din
ner


2. Day/Date of Function:


Start Time:


End Time:




#Attendees:



Function Type:


breakfast


am break


lunch


pm break


cocktail reception


din
ner


3. Day/Date of Function:


Start Time:


End Time:




#Attendees:



Function Type:


breakfast


am break


lunch


pm break


cocktail reception


din
ner


4. Day/Date of Function:


Start Time:


End Time:




#Attendees:



Function Type:


breakfast


am break


lunch


pm break


cocktail reception


din
ner


NAME BADGES


Do you require SatoTravel Meeting Solutions Department to produce name badges for your meeting?




Yes




No


ON
-
SITE SUPPORT


Do you require SatoTravel On
-
Site Registration/Meeting Manager Support?



Yes




No


SPECIAL EVENTS REQUIREMENTS


Will you require assistance arranging a Theme or Special Event Programs for your group?


Yes


No




Gala Dinner



Theme Event



Organized Off Site Group Activity or Tour



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Will the group have free time?



Yes




No


If yes, will you require assistance arranging special individual activities (e.g. Spa Appointments, Golf, Tennis, Horseback
Riding)?




Ye
s




No


Additional Information and Comments:
__________________________________________________________________________________________
__________________________________________________________________________________________
______________________________
____________________________________________________________





MISCELLANEOUS NOTES























APPROVING SIGNATURES: For Information Only. Send to Manager




For electronic response, indicate you agree by checking this box.









1st Approving Manager Signature






Date




For Internal Use Only


Date Received:


Time:


Meeting Administrator:




Program #:



Meeting Name: