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Request for Proposal

About the Conference

Aldersgate Renewal Ministries (ARM) is the working name of the United Methodist Renewal Services Fellowship, Incorporated. ARM seeks to equip the local church to minister to the world in the power of the Holy Spirit.

Our largest event, ALDERSGATE, is a national conference on Spirit-filled living. This family conference is an educational / equipping event with concurrent programming for nursery/pre-school (30+), elementary children (90+), youth (250+) and adults (1000+). Adult worship celebrations are open to the public.

Ideal Host City Location

South of Pittsburgh, PA 
East of Kansas City, MO   ◊   West of Raleigh, NC
North of Atlanta, GA


The Ideal Host City Will Have

  1. Vision for a “City Package.”
  2. Reasonable sleeping room and F&B rates within our history parameters
  3. City incentives from CVB
  4. Complimentary meeting space based on room block
  5. Close proximity of hotels to meeting space
  6. Variety and close proximity of multiple eating options

Preferred Conference Dates

2017    (1) July 13 - 16    (2) July 20 - 23

We desire the conference rate for three days prior to and three days post event to encourage the site to be a summer vacation destination.


Facility Meeting Space Needs

Gate-Kids Nursery (10+)
Gate-Kids Preschool [birth–5] (20+)
Gate-Kids Children [6-12] (90+) - PLUS 1 Large Breakout
Gate Youth [13-18] (250+) - PLUS 8 Breakouts
Aldersgate Adult Worship Celebrations (1000+) [includes local attendees]
Aldersgate Adult Equipping Sessions (10-15 concurrent breakouts)
Small prayer room, and rehearsal rooms.

We generally have an additional room set up with rounds for meals up to 275, an Exhibit Area (25-30 table tops) and a Resource Center (25+ table tops).


Conference Schedule

TUESDAY - Staff arrive
WEDNESDAY - Move-In, Pre-con meetings, Rehearsals (5-10 pm)
THURSDAY - Exit Lane Prayer (2 - 3:30 pm), Aldersgate (7 - 9:30 pm)
FRIDAY - Aldersgate (9:30 am - 9:30 pm)
SATURDAY - Aldersgate (9:30 am - 9:30 pm)
SUNDAY - Aldersgate (9:30 am - 11 am), Move–Out (12 pm-6 pm)
MONDAY - Remaining Staff depart


Hotel Room Block Needs

TUESDAY – 20, WEDNESDAY – 90, THURSDAY – 450, FRIDAY – 450, SATURDAY – 450, SUNDAY – 30

We normally distribute hotel rooms between 2 or 3 properties to provide our participants price options. For 2017, we would like one of the hotels to be in the $89 range as an economical option for youth groups.


Rates

  • Our ideal hotel rate is $99 - w/ inclusive parking.
  • Through CVB incentives, hotel rebates and other grants, we seek to have meeting space rental covered.
  • Inclusive banquet prices hot plated or buffet $14, $17, $20 - breakfast, lunch, dinner. We usually have 5 or more meal functions that vary in size from 25 to 275.
  • We partner with an A/V company for Adult and Gate Youth worship celebrations and need any fees to bring in A/V equipment waived. We would use the in-house A/V company for breakouts if needed.

Previous Host Cities

  • 1979 Louisville, KY
  • 1980 Indianapolis, IN
  • 1981 Columbus, OH
  • 1982 Des Moines, IA
  • 1983 San Diego, CA
  • 1984 Kalamazoo, MI
  • 1985 Wichita, KS
  • 1986 Savannah, GA
  • 1987 New Orleans, LA
  • 1989 Little Rock, AR
  • 1990 Indianapolis, IN
  • 1991 Chattanooga, TN
  • 1992 Oklahoma City, OK
  • 1993 Denver, CO
  • 1994 Washington, DC
  • 1995 Orlando, FL
  • 1996 Nashville, TN
  • 1997 Dayton, OH
  • 1998 Dallas, TX
  • 1999 Little Rock, AR
  • 2000 St Louis, MO
  • 2001 Rochester, NY
  • 2002 Winston-Salem, NC
  • 2003 Springfield, IL
  • 2004 Lexington, KY
  • 2005 Overland Park, KS
  • 2006 Springfield, IL
  • 2007 Rogers, AR
  • 2008 Columbus, OH
  • 2009 Greensboro, NC
  • 2010 Charleston, WV
  • 2011 Dayton, OH
  • 2012 Charleston, WV
  • 2013 Lexington, KY
  • 2014 Springfield, IL
  • 2015 Lexington, KY
  • 2016 Lexington, KY
  • 2017 TBA

Interested in Bidding?

Please direct inquiries and proposals to:
Aldersgate Conference Manager
Aldersgate Renewal Ministries
121 East Avenue Goodlettsville, TN 37072
info@aldersgaterenewal.org

Download ARM's Request For Proposal (RFP)

Request For Proposal PDF