The US Embassy Lodging and venue spaces on March 17-

23, 2024 Panama

The US Embassy Panama March17-23 Request for Proposal (RFP)_

RFP Details
RFP Name The US Embassy Lodging and venue spaces on March 17-23, 2024 Panama
Response Due Date Mon, Jan 22, 2024
Decision Due Date Thu, Feb 8, 2024
RFP Type Meeting Space and Guest Rooms
RFP Code DYNDXRBVDQ7
Description PanamaThe CDC Central America/Caribbean Regional office (CDC CACRO) in the U.S. Embassy in
Panama requires lodging services and venue space at a hotel in Panama City, Panama. The property
must have front and back access entrances (2 accesses), to ensure accessibility and security and easy
access to the Tocumen International Airport and located within a maximum distance of 20 kilometers
from the Airport with an accessibility time of no more than 25 minutes without traffic, which is crucial for
the operation needs of this event. The hotel must be located within 5 minutes to downtown and
business area (San Francisco, Calle 50) due to business meetings that will be held out of the hotel.
Location Requirements: The hotel should be located within a maximum distance of 20 kilometers from
the Airport with an accessibility time of no more than 25 minutes without traffic, which is crucial for the
operation needs of this event. The hotel must be located within 5 minutes of downtown and the
business area (San Francisco, Calle 50) due to business meetings that will be held out of the hotel.
Date for lodging services:
•
Fifteen (15) rooms from March 17-18, checking out on March 19, 2024. (2 nights | Self-paid)
•
Eight (8) rooms from March 17-22, checking out on March 23,2024. (5 nights | Self-paid)
•
Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024. (5 nights | Self-paid)
Date and time for event:
• March 18 and March 22, 2024, from 8:00 a.m. to 5:00 p.m. (5-days event)
• We will need to have the room accessible from 7:30a.m. on each day of the event for sound-check
and otherpreparations of the event.
• Hotel should allow access to the room for a site visit-inspection prior to the event.
Lodging:
Fifteen (15) rooms from March 17-18, checking out on March 19, 2024.
Eight (8) rooms from March 17-22, checking out on March 23,2024 and
Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024.
Rooms must be deluxe, single occupancy, with good views of landscape, with one king size bed, each
bedroom with Wi-Fi and breakfast included. Total of 65 rooms required as per required standards
Participants will be responsible for paying their own lodging costs directly with the hotel.

Key Contact Information

Contact Name Sam Zafar Email Address Sam@newlandusa.com
Organization Newland USA Corp Phone Number 2132835844
Preferred Contact Method Cvent, Email Address, Phone Number
Address 4540 Campus Drive, Suite # 100
Newport Beach, CA 92660 USA

Organization Information
Organization Name The US Embassy Panama March17-23
Organization Type Government

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The US Embassy Lodging and venue spaces on March 17-
23, 2024 Panama
The US Embassy Panama March17-23 Request for Proposal (RFP)_

Event Information
Event Name The US Embassy Lodging and venue spaces on March 17-23, 2024 Panama
Total Attendees 50
Event Type Special Event
Commission Yes - 10.00% on Sleeping
Rooms
Dates Flexible No
Event Dates Sun, Mar 17, 2024 - Sat, Mar 23, 2024
Notes ***IT IS IMPERATIVE YOU GO THROUGH THE ATTACHED RFP AND PRICE SHEET
AND SEND ME A DIRECT PROPOSAL TO MY EMAIL;
SAM@NEWLANDUSA.COM *****
Additional Information Main Conference Room and Setup:
Conference room space with a minimum of 600 sq. ft with enough space to accommodate
up to 50 participants including our staff, speakers, in roundtable discussion format (six (6)
participants per table), all facing the screen, a podium with microphone, one facilitator’s
rectangle/long table at a side of the room (close to the podium) with four chairs, one area
with tables and chairs for the audiovisual equipment technicians and registration in the rear
section of the conference room.
The conference room must have sufficient space for the set up and allow the facilitators to
move easily between the groups to facilitate discussion, in addition shall not have any walls
or columns obstructing participants’ view of the presentation screens.
3.Main conference room A/V equipment:
Conference equipment/services at the conference venue to include:
• Speakers with high sound that covers the room with good audio quality.
• 4 wireless microphones
• 1 Podium microphone.
• 1 Front Screen big enough for all the participants.
• 1 Projector
•
1 Clicker
•
10 Flip Chart + Markers
•
1 audio/visual/systems technician available on demand to troubleshoot as needed.
Internet specifications:
• 100Mbps dedicated Wi-fi in the conference room for participants.
• Dedicated Internet access to provide guarantee bandwidth at all times.
• For the conference room, a crucial requirement is a reliable high-speed internet
connection.
• 1 LAN internet connection.
• Power strips for the laptops
The audiovisual equipment must be compatible with Windows devices and licensed
Microsoft Office, Adobe.
Fifty (50) power strips for participants tables
4. Meals:
Lunch: March 18, 2024, will be from 12:00 p.m. to 1:00p.m. with buffet menu for 25
participants; Lunch: March 19 to March 22, 2024, will be from 12:00 p.m. to 1:00p.m. with
buffet menu for 50 participants. It can be in the hotel’s restaurant with a buffet menu. Each
participant will be responsible for their own lunch.
The hotel team must be in communication with the office, in case there’s a variation of the
lunch time.

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The US Embassy Lodging and venue spaces on March 17-
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The US Embassy Panama March17-23
Guest Room Requirements
Day Any (Run of House)
Sun, Mar 17, 2024
Mon, Mar 18, 2024
Tue, Mar 19, 2024
Wed, Mar 20, 2024
Thu, Mar 21, 2024
Fri, Mar 22, 2024
Sat, Mar 23, 2024
Check-In Date
Additional Information
Meeting Room Requirements
Start Date
Request for Proposal (RFP)_
Single Double Suite Staff
(1 Bed) (2 Beds)
23
65
50
50
50
42
Sun, Mar 17, 2024 Total Room Nights 280
Peak Room Nights 65
5. Coffee Break:
Hotel must provide a morning and an afternoon coffee breaks, including sweet and savory options to
eat, coffee, tea, water, and cold beverages. The coffee break must be outside of the conference room
in an area set up for networking between participants, with standing tables. Two coffee breaks per day:
The conference room must have a permanent coffee, tea, and water station in the back of the room.
6. Additional Requirements:
•
In case one of the members of our group is travelling with a guest, the participant will be responsible to
cover the increase in cost of the accompanying person. However, the hotel must offer the same rate as
a double occupancy and the additional guest will pay for the difference from Single rate to Double rate.
•
The hotel must identify in the quote the conference room names and size in square feet or square
meters, along with photographs of the proposed conference rooms.
•
The hotel must have front and back access entrances (2 accesses), to ensure accessibility and
security.
•
For the conference room space, a reliable high-speed internet connection is a crucial requirement,
there will be lot of devices connected to the conference room Wi-Fi and may need the Wi-Fi for the
presentation as well. A slow connection would limit the flow of the event significantly.
•
The Hotel must be located within a maximum distance of 20 kilometers from Tocumen International
Airport, with an accessibility time of no more than 25 minutes without traffic.
•
Set up for group photo at a location to accommodate up to 50 participants. This will happen the first
and second days of conference.
PROPOSAL SUBMISSION: Interested contractors are invited to submit comprehensive proposals
addressing the requirements outlined in this RFP. Proposals must be received by [01/23/2024].
CONTACT INFORMATION: For inquiries or to submit proposals, contact [Sam@newlandusa.com]. +1
213-283-5844
Please note that it is imperative you fill in the attached Price Sheet along with all salient features of
your proposed property Including Brochures, Menu, and Capacity Chart as well all descriptive
information with best suitability for this event.
Thank you for your interest in supporting this event.
Sun, Mar 17, 2024
Peak Meeting Rooms 1
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The US Embassy Lodging and venue spaces on March 17-
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The US Embassy Panama March17-23 Request for Proposal (RFP)_

Additional Information Main Conference Room and Setup:

Conference room space with a minimum of 600 sq. ft with enough space to accommodate up to 50
participants including our staff, speakers, in roundtable discussion format (six (6) participants per
table), all facing the screen, a podium with microphone, one facilitator’s rectangle/long table at a side of
the room (close to the podium) with four chairs, one area with tables and chairs for the audiovisual
equipment technicians and registration in the rear section of the conference room.
The conference room must have sufficient space for the set up and allow the facilitators to move easily
between the groups to facilitate discussion, in addition shall not have any walls or columns obstructing
participants’ view of the presentation screens.

***PLEASE SEE ATTACHED RFP AND PRICE SHEET AND PLEASE NOTE THAT THIS IS A
Separate THE PREVIOUS REQUEST FROM THE US EMBASSY BUT WTH DIFFERENT
DEPARTMENT****

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