Hawai’i Convention Center Citywide Auction Package Terms & Conditions

Hawaii agrees, subject to availability, to donate credit towards convention services and space at the Hawaii Convention Center each year between the years of 2015 to 2025 from among its exhibit halls, meeting rooms, or ballroom for such auction, as outlined below.

Credit Inclusions	Package A	Package B
Facility space	$150,000	$250,000
Wifi	$30,000	$10,000
AV	$30,000	$10,000
Site Inspection Tickets (Air)	$10,000	$10,000
Board Meeting (on neighbor island)	$25,000	$10,000
Food and Beverage	$30,000	$10,000
Event Services	$25,000	NA
Total Credit Value	$300,000	$300,000

The winning bidder would be required to contract a minimum of 1,000 rooms on peak night, based upon availability over the dates; terms of hotel contracts will be negotiated between the client and the hotels with assistance from the Hawai’i Convention Center.
Winner bidder’s meeting will attract minimum of 3,500 delegates.

Citywide Package and Convention Center Space will be auctioned for each year between 2015 and 2025 at a starting bid of $75,000 with bid increments of $5,000, and will also offer a Buy Now option of $100,000 (by which will close the auction immediately) for each year.
The Citywide Auction is available to PCMA members only; if interested bidder is not a PCMA member, Hawaii Convention Center is willing to include PCMA membership as part of Auction package
The successful bidder shall be required to complete Letter of Confirmation or enter into a standard Hawaii license or lease agreement to use the Convention Center Space.
If all or any part of the Convention Center is rendered unusable, or if holding any event therein would otherwise be rendered commercially impracticable by reason of acts of God, strikes against third parties, civil disorder, terrorism or acts of war, governmental directive, or any reason beyond the control of Hawaii, Hawaii shall be under no obligation to provide the Convention Center Space, and Hawaii shall not be liable for any loss or damage suffered by any other party.

The Auction will close November 30, 2013 at 5:00 P.M. CST and will be awarded to the highest bidder for each year (total of up to 11 winning bidders), so long as the “Buy Now” option has not been previously exercised and the auction closed.

Bidder acknowledges they have completed “Check Your Dates” form and received approval from both Hawai’i Convention Center and PCMA confirming space availability prior to bidding.
Upon confirmation of space availability and acceptance of bidder’s “Check Your Dates” form, Hawaii Convention Center will place a hold on the requested dates/space. Hawaii Convention Center will not take any space out of inventory until final confirmation of availability, acceptance of “Check Your Dates” form, and receipt of Winning Bid/Buy Now received by PCMA and Hawaii Convention Center.

By entering a bid, the bidder warrants that s/he has full authority to do so on behalf of his/her organization.
The bidder acknowledges that all bids are final and that no refunds will be issued.
All bids are in U.S. dollars.
Bids placed on dates not available with the Hawaii Convention Center will be disqualified (Bidder will have received rejection of “Check Your Dates” form that space is not available).
Bids placed on existing business will not be qualified or accepted for this auction; bids placed on tentative business however will be accepted. By placing a Bid you are confirming your meeting for the Hawaii Convention Center.”
All bids and bidders must comply with all bidding terms and conditions, including minimum bid and minimum bid increase increments. Bids and bidders not in compliance will be disqualified.
By entering a bid, the bidder warrants that s/he has full authority to do so on behalf of his/her organization.
The bidder acknowledges that all bids are final and that no refunds will be issued.
The bidder acknowledges that the Hawaii Convention Center is the provider of the convention center and is responsible for the fulfillment of the obligations.

Winning bidder will be required to execute a contract with and release of liability for PCMA within 30 days of the auction close, including payment terms to PCMA.
PCMA will require a 25% deposit to confirm each final winning bid upon auction close November 30, 2013. The remaining balance will be required in two equal installments on July 1, 2014 and January 1, 2015 or prior to the event occurring, whichever is first.
Bidders are advised that no part of the bid may be deductible as a charitable contribution, but is likely deductible as an ordinary business expense if paid as part of a trade or business. Bidders are advised to consult with their tax or legal advisors for further details.

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