2018 Summer Camp RFP


Reston Herndon Meeting Planners (RHMP)

Established nearly twenty years ago, Reston Herndon Meeting Planners (RHMP) offers timely education and professional networking opportunities for meeting planners and suppliers throughout Northern Virginia.  Members represent the association, corporate and non-profit communities, as well as a wide array of professionals from the supplier community.

RHMP seeks a location for a one-day Summer Camp 2018.  Hosting the event is an excellent opportunity to partner with RHMP and showcase your facility. Your venue will serve as backdrop for Summer Camp, resulting in the opportunity for key decision-makers from the Washington Metro meeting industry to see first-hand the services your facility can provide.

Summer Camp Draft Agenda

Potential Breakfast
Welcome and Plenary Session
Concurrent Sessions (up to 3 in 2- time slots)
Industry Roundtables
Closing Session

Preferred Date:   July 19, 2018

Preferred date is the third Thursday of the month.  Alternate dates may be considered if there is no conflict with other industry group meetings. 

Date to Avoid:  4th of July


Site considerations

  • 4 to 5 star-facility with modern facilities or a fully equipped conference center
  • Complimentary meeting space that can accommodate 200 attendees
  • Highly discounted or complimentary food and beverage
  • Highly discounted or complimentary audio-visual equipment and labor Including LCD Projector, screens, mics, and house sound
  • Complimentary internet access
  • Complimentary parking
  • No charge to bring in outside vendors
  • Registration area that can be secured
  • General session space for 200 in rounds of 10 (which can be used for meals and plenary)
    • Stage with 12” skirted riser that can accommodate a 4-person panel
  • 3 concurrent breakouts for groups of 50 each
  • Discounted sleeping rooms for invited speakers, or attendees the night prior
  • Dedicated facility staff person who will act as liaison to Summer Camp Committee
  • Easy access to industry members in Northern Virginia  

Host Benefits

  • Welcome remarks at the opening plenary
  • Sponsorship recognition on event website
  • Sponsorship recognition on marketing materials for Summer Camp 2018
  • Sponsorship signage
  • Availability of Summer Camp mailing list
  • Name and logo displayed on screen in the meeting rooms prior to and during breaks
  • Two (2) complimentary registrations to Summer Camp
  • Opportunity to provide giveaways to attendees

Decision-Making Process

All information provided in this RFP is proprietary. Information cannot be released without written permission from RHMP. Final decision will be made by the RHMP Summer Camp Committee. 

Attachments requested with response

Please include the following:

  • Standard sales kit for the facility including floor plans
  • Food and Beverage menus
  • Audio/Visual pricing
  • Current taxes, including state, local, hospitality, gratuity and F&B taxes

 Please return your RFP to: Marguerite Leishman, mleishman@nami.org by December 8, 2017


Marguerite Leishman
Manager, Meetings & Conventions
(703) 516-7991



Reston Herndon Meeting Planners,
Nov 14, 2017, 6:04 PM