Chapter News

2019 Venue RFP

The PCMA Gulf States Chapter is currently seeking venues to host its 2019 series of educational luncheons and networking events.  Each event is expected to host approximately 40-50 attendees. Our goal is to provide compelling professional development opportunities and grow membership by combining quality educational offerings with networking activities and incredible venues to attract influential decision makers from all segments of the meetings & events industry.


Preferred Location
Most events will take place in Dallas, Texas, however we do plan to host occasional events in Austin, Houston and other major population centers within the chapter.

Preferred Facility Type
We will consider a wide range of facilities who are willing to take this opportunity to showcase their meetings and events capability to event planners and industry peers.  Venues under consideration include but are not limited to:

  • Hotel
  • Resort
  • Restaurant
  • Conference Center
  • Entertainment Venue
  • Other Unique Venue

2019 Educational & Networking Program Dates
The Chapter targets the second Wednesday of each month, but there is some flexibility based on speaker and/or venue availability. All dates and times are tentative as of Oct 1, 2018.

Sunday, January 6 4:30 PM – 6:00 PM Networking – Chapter Reception at Convening Leaders
Wednesday, March 13 11:30 AM – 1:30 PM Education
Wednesday, May 8 4:30 PM – 6:30 PM Networking
Wednesday, July 10 11:30 AM – 1:30 PM Education
Friday, September 13 6:00 PM – 9:00 PM Awards Gala Tentative. Please contact us for separate RFP
Wednesday, November 13 11:30 AM – 1:30 PM Education
Friday, December 6 4:30 PM – 6:30 PM Networking


F&B Requirements (educational events)
Menu may be plated or buffet, depending on program format, and should include, at minimum: Starter such as soup or salad, protein-based entree, dessert, iced tea, water & coffee service. This is a great opportunity to showcase your F&B capabilities.

F&B Requirements (networking events)
Selection of complimentary appetizers, discounted alcoholic drink pricing, complimentary sodas and ice water.

Audio/Visual Requirements (educational events)
Minimum requirements:  Lavalier microphone, handheld microphone, 8-10’ screen, speakers or house sound, projector with connection to our laptop.

Parking and other Fees (all events)
Almost all attendees will drive in.  Complimentary self-parking is strongly preferred. The Chapter requests waived or discounted meeting space/facility rental. 

Host Venue Benefits
Host venues who meet our program budget requirements will enjoy the following benefits:

  • Logo recognition on PCMA Gulf States Chapter website
  • Logo recognition on PCMA Gulf States Chapter event marketing material
  • Logo recognition on digital communications distributed to 300+ members throughout Texas, Louisiana and Mississippi
  • Dedicated time to address guests
  • Opportunity to conduct site tours

Program Budget
Host venues enjoy a full suite of sponsorship benefits (see above). For educational luncheons, the Chapter is budgeted up to $25.00 per person inclusive (after service charge and tax). For networking events, all guests pay on their own, and the Chapter requests that event space rental is waived.

Decision Making Process
The Programs Committee will review and vet all proposals. Final decisions will be made by the Programs Committee Co-Chairs, in consultation with the Board of Directors.


Contact information
Nann Philips, CMP, CMM, DES
PCMA Gulf States Chapter Administrator and Programs Co-Chair
Scurry Street Meeting Management, LLC

Nann Philips2019 Venue RFP