Host Venue RFP, 2032

ASSOCIATION OF AQUATIC PROFESSIONALS

Host Venue REQUEST FOR REQUEST FOR PROPOSAL PROPOSAL

ADVERTISE A D VERTISE - EXHIBIT EXHIBIT International SPONSOR S PAquatics ONSO& R Water - CONNECT C OSafety NNECT

CONFERENCE A N D

E X P O S I T I O N Presented by

www.aquaticpros.org

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International

Aquatics & Water Safety

CONFERENCE A N D

E X P O S I T I O N Presented by

Education.

Vendor Connections.

Networking.

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About US The Association of Aquatic Professionals is the industry’s leading organization for aquatic professionals. Among its primary focus, AOAP strives to promote coordination and cooperation between all aspects of the industry: programming, management, operation and maintenance and facility design.

In addition to providing the premiere industry event, AOAP provides ongoing educational and networking opportunities, facilitates industry connections, provides water safety education content, and distributes grants to member organizations.

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About Our MEMBERS

With over 1,000 members from across North America, AOAP members represent the people in your community who keep pools safe, train and manage lifeguards, teach kids to swim, coach youth and adult swim teams, maintain facilities, run special events, and promote drowning prevention efforts. Most importantly, however, they provide safe spaces that help bring people together and build the fabric of their communities.

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Municipal Aquatics & Recreation

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K-12 and Collegiate Aquatics & Athletics

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Private Waterparks, Clubs & Swim Schools

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Aquatic & Lifeguard Management Companies

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Military Installations

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Fitness Centers

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YMCAs and JCCs

A History of

CONNECTION

Founded in 2011, AOAP has connected aquatic professionals, industry partners, and advocates through its annual conference since 2012, creating a premier gathering focused on education, innovation, and the advancement of the aquatic profession. Proudly hosting 140 attendees at our first event, our 2026 event showed a tenfold growth with over 1,500 attendees from around the world, over 125 education sessions, more than 120 vendors, and award-winning keynote speakers.

By the

NUMBERS 2026 Actual

2032 Projection

Attendees

1,096

1,200

Exhibitors

117

130

Booths

129

145

3,000+

3,500+

Breakout Rooms

14

15

Education Sessions

124

125+

Room Nights

Venue

REQUIREMENTS In addition to over 100 educational sessions offered and engaging general sessions, attendees have the chance to visit with 120 exhibitors in the Expo Hall. And with buying power right there in front of them, vendors make meaningful connections. We work hard, and then we play hard! Monday night is a warm-up to the All-Conference Social on Wednesday - a great place to get to know other professionals in the industry.

Seeking Proposals for 2032

Dates Dates

Conference is typically held during the first part of February, and we are flexible within these days.

Typical Conference Pattern (Saturday - Saturday) Pre-Conference Saturday - Sunday Registration Access Saturday - Thursday Core Conference Monday - Thursday On-Site Social Monday Evening Expo Tuesday - Wednesday Post-Conference Thursday - Saturday

Guest Rooms Guest Rooms Rooms Requested

Fri

Sat

Sun

Mon

Tues

Wed

Thurs

Fri

Sat

70

200

525

660

775

775

320

110

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Guest Room Requirements The Association of Aquatic Professionals (AOAP) requires a guest room block sufficient to accommodate conference attendees, exhibitors, speakers, staff, and volunteers.

Historical pickup data is provided below for planning purposes. AOAP continues to experience conference growth and reserves the right to increase the room block as attendance projections warrant.

Conference Rate Availability The contracted conference rate shall be available to attendees for up to three (3) days.

prior to and three (3) days following the official conference dates, based on hotel availability.

Rate Integrity The AOAP conference rate shall be the lowest publicly available rate offered by the hotel during the conference period. If lower rates become available through public channels, the hotel shall make reasonable efforts to honor the lower rate for conference attendees.

AOAP reserves the right to review reservation activity to ensure all eligible room nights are credited toward the conference room block.

Government and Per Diem Rates Hotels are encouraged to provide government or per diem rates, when available, for qualifying attendees. Proposals should clearly identify any restrictions or limitations associated with these rates.

Hotels should also identify any complimentary room ratio (e.g., 1 per 40 rooms picked up), suite upgrades, hospitality suites, executive suites, or other room concessions available to AOAP.

Room Block Growth AOAP reserves the right to increase the room block based on registration trends. The selected hotel should demonstrate the ability to accommodate growth beyond the minimum room block requirements whenever possible

Staff Accommodations The following complimentary or discounted staff accommodations should be included in the proposal: Executive Director (Thursday prior to conference through Sunday following conference) Assistant Director (Thursday prior to conference through Sunday following conference) Operations Manager (Friday prior to conference to Saturday following conference) Additional Staff / Volunteers as negotiated

Rebates and Incentives AOAP welcomes proposals that include guest room rebates, room night credits, complimentary room programs, or other incentives. Any proposed rebates or concessions should be clearly outlined in the proposal response.

Meeting Space Meeting Space General Session 850 Capacity (Rounds)

Storage Lockable storage rooms

Breakouts (Monday - Thursday) Pre-Conference 12 Rooms with 140+ Capacity Each (Classroom) Small Ballroom (Saturday & Sunday) 4 Rooms with 120+ Capacity Each (Classroom) 8 Breakouts (Sunday) 2 Rooms with 40+ Capacity Each (Rounds) 1 Board Room (Sunday) Registration Dedicated registration area available (Saturday - Saturday)

Post-Conference 8 Rooms (Friday) 3 Rooms (Saturday)

Expo Hall Expo Hall 150 10' x 10' Booths Full Service Convention Services Space for food stations, cash bar and seating Additional space for silent auction activities

Food & Food & Beverage Beverage Sunday Continental Breakfast for 40 Light Lunch for 40 Dinner with 1 Hour Full Bar for 40 Monday Cash Bar for 400+ (7:30 - 10:30 p) Tuesday Buffet Dinner & Cash Bar for 650+ Wednesday Lunch Buffet for 700+ Dinner Buffet & Cash Bar for 800+

Thursday Dinner for 70+ Friday Lunch for 70+ Saturday Continental Breakfast for 70+

**These are tentative and based on previous years’ events. F&B may be changed, added or removed.

submission REQUIREMENTS

To be considered for the 2032 AOAP Annual Conference, interested properties shall submit a written proposal that addresses the following areas. AOAP reserves the right to request additional information, conduct interviews, and perform site visits as part of the evaluation process.

Property Overview Provide a brief overview of the property, including: Hotel ownership and management company Number of guest rooms and suites Meeting and event space inventory Recent renovations or planned capital improvements Distance from the nearest major airport Transportation options available to attendees Guest Room Accommodations Describe your proposed guest room package, including: Proposed conference room rate(s) Availability of conference rates three (3) days prior to and three (3) days following the event Government or per diem rates, if available Complimentary room ratios Suite upgrades and complimentary suites Staff room accommodations and concessions

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Any guest room rebates, credits, or incentives available to AOAP Meeting and Event Space Describe how the property would accommodate AOAP's meeting space requirements, including: General session space Educational breakout rooms Board and committee meeting rooms Registration and conference operations space as well as storage areas Exhibit and trade show space Please include floor plans and capacity charts.

Food and Beverage Program Provide information regarding: Food and beverage minimums Service charges and applicable taxes Catering menus and pricing structures and flexibility in menu customization Cash bar policies Accommodations for dietary restrictions and special requests Please describe any unique food and beverage experiences that would enhance the attendee experience.

Conference Services and Event Support Describe the property's conference services team and support structure, including: Event management staffing and on-site operational support Pre-conference planning support Audio/visual policies and capabilities Convention services including shipping / warehouse capacities Internet and connectivity services Registration area support Please include examples of how your team has successfully supported conferences of similar size and complexity.

Sustainability and Environmental Stewardship AOAP values responsible event management practices and seeks partners committed to environmental sustainability.

Please describe: Sustainability initiatives implemented at the property

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Waste reduction and recycling programs Food waste mitigation efforts Water conservation practices & energy efficiency initiatives Sustainable sourcing practices Any certifications, awards, or environmental recognition received Include examples of how these initiatives can be incorporated into the AOAP conference experience.

Signage, Branding, and Wayfinding Opportunities Describe the property's available signage and branding opportunities, including but not limited to: Digital signage capabilities Lobby and common-area displays, video walls and digital directories Exterior branding opportunities Temporary signage locations and wayfinding support Printing services available on-site Please include photographs or examples of signage opportunities where available.

Accessibility and Inclusion AOAP is committed to creating an inclusive and welcoming conference experience for all attendees. Accessibility, belonging, and equitable participation are important considerations in site selection. We invite properties to share information about accessibility features, inclusive practices, staff training, and accommodations that support diverse attendees.

Added Value and Partnership Opportunities Please identify any additional concessions, enhancements, sponsorship opportunities, destination partnerships, attendee experiences, or unique amenities that would distinguish your proposal.

AOAP welcomes creative ideas that enhance attendee engagement, support conference growth, and strengthen the overall conference experience.

References Provide at least three references from associations, professional organizations, or conferences of similar size and scope that have utilized the property within the past five years.

Please submit all proposals electronically to Kirsten Barnes at kirsten@aquaticpros.org.

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7160 Ashley Dr Colorado Springs, CO 80922 kirsten@aquaticpros.org 636-698-3898 www.aquaticpros.org

Executive Director Juliene Hefter

Assistant Director

Past ConferenceLocations Tradewinds Resort | St Pete Beach, FL The Broadmoor | Colorado Springs, CO Grand Sierra Resort | Reno, NV

Kirsten Barnes

Operations Manager Maria Andersen

Future Conference Locations Huntington Convention Center | Cleveland, OH Kalahari Resort | Round Rock, TX