Leading Meeting Professionals

Professional Convention Management Association

Nashville Convention & Visitors Corporation and Music City Center Citywide Auction Package Terms & Conditions

TERMS & CONDITIONS
PCMA Citywide Auction of Nashville, Music City Center

  • Nashville and the Music City Center agree, subject to availability, to donate convention services and space at its Convention Center from among its exhibit halls, meeting rooms, or ballroom for such auction, with a minimum value of $675,000, between the years of 2017 and 2022.  
  • Citywide Package and Convention Center Space will be auctioned at a starting bid of $85,000 with bid increments of $10,000, and will also offer a Buy Now option of $135,000 by which would close the auction immediately.    
  • The Auction will open Monday, January 12, 2015, and close November 30, 2015 at 5:00 P.M. CST and will be awarded to the highest bidder, so long as the “Buy Now” option has not been previously exercised and the auction closed.
  • The winning bidder will receive auction benefits package as detailed below:
    • 353,000 continuous gross square feet of exhibit and meeting space for up to 10 days
    • 100 hours of complimentary reg clerks
    • 10% discount on convention center food and beverage
    • 10% discount on AV needs
    • 25% discount on Internet access for show management and Free Wi-Fi in public space
    • Board dinner for up to 30 people
    • 10% discount on average prevailing group rate at the Omni
    • Assistance in negotiation of any and all talent on behalf of the meeting
    • Complimentary song writer show to promote the convention the year the meeting for an audience of 200-250.
    • Autographed guitar to utilize as auction item for the organization and/or meeting
  • The Citywide Auction shall be open to PCMA members and non-members.
  • The successful bidder shall be required to complete Letter of Confirmation or enter into a standard license or lease agreement with Nashville and/or the Music City Center to use the Music City Center space.
  • If all or any part of the Music City 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 Nashville or the Music City Center, Nashville nor the Music City Center shall be under no obligation to provide the Music City Center Space, and Nashville and the Music City Center shall not be liable for any loss or damage suffered by any other party.
  • The winning bidder would be required to contract a minimum of 1200 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 Nashville.
  • Bidder will acknowledge that they have completed the “Check Your Dates” form and received approval from both Nashville and PCMA confirming space availability prior to bidding.
    • Meeting contact information
    • Event Name
    • Preferred dates (month, year, pattern)
    • Convention Center space required (number of meeting rooms, largest session/meeting room required, net square footage exhibit space)
    • Total F&B (if known) at convention center and headquarter hotel
    • Preferred hotels
    • Room block (peak night and total room nights)
  • Upon confirmation of space availability and acceptance of bidder’s “Check Your Dates” form, Nashville and the Music City Center will place a hold on the requested dates/space.  Nashville and the Music City 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 Nashville and the Music City Center. 
  • By entering a bid, the bidder will warrant that s/he has full authority to do so on behalf of his/her organization.
  • The bidder will acknowledge that all bids are final and that no refunds will be issued.
  • The bidder will acknowledge that placing a Bid is confirmation of their meeting submitted in the “Check Your Dates” form for Nashville and the Music City Center.
  • All bids for this Auction will be in U.S. dollars.
  • Bids placed on existing business will not be qualified or accepted for this auction; bids placed business already negotiated and held by Nashville and the Music City Center will not be accepted. 
  • 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.
  • The bidder acknowledges that Nashville and the Music City Center are the providers of the convention center space and auction package benefits and is responsible for the fulfillment of these 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 of year auction launched. The remaining balance will be required in two equal installments on July 1 of following year and January 1 of subsequent year or prior to the event occurring, whichever is first.
  • Bidders will be 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 will be advised to consult with their tax or legal advisors for further details.