Whole30 Certified Coach Summit, 2022

Request for Proposals

Bid Timeline: Bids are due no later than November 30, 2021. A final location selection will be made no later than December 31, 2021. 

Organizational Mission: The Whole30 has been changing lives since 2009, when co-founder Melissa Urban blogged about a 30-day dietary experiment that transformed her health, habits, and emotional relationship with food. Since then, millions of people have changed their lives with the Whole30 program; eliminating cravings, improving energy and sleep, reporting an improvement in allergies, anxiety, chronic pain, digestive issues, skin conditions; and losing weight healthfully and sustainably.

Event Purpose: The Whole30 Certified Coach Summit is a 3-day gathering of professionals who work with Whole30 clients in one-on-one and group settings. The Coach Summit offers continuing professional education, business-building workshops, and community-building activities in an informal setting. 

Expected Attendees: Approximately 200. Please prepare a bid to accommodate a range of up to 160 guests, plus 17 staff, 10 speakers, and 15 Whole30 Approved brand partner representatives. We are planning for 17 staff arrivals on Wednesday, up to 100 guest arrivals on Thursday evening, and an additional 70 guests arriving the following day (Friday). All guest rooms will be self-paid. 

Event Date: We prefer a date between June 2 and August 14, 2022. Please provide your best pricing for an open weekend between those dates. 

Event Length: 3 days / 3 nights, from Thursday to Sunday. (As noted above, approximately 17 staff will arrive on Wednesday.) Some guests will arrive on Thursday night; additional guests will arrive on Friday night. Educational sessions will take place Friday, Saturday, and Sunday. Everyone will depart on Sunday afternoon. 

Event Format: This will be an in-person event. If your property has capability for live-streaming the event in a virtual format, please include those costs/logistics in your bid. 

Proposed Schedule:

DayEventRoom Requirement(All calculations are approximate)
Afternoon/eveningGuests arrive
Optional off-site dinner for guests

Keynote session (full group*)
Community-building event (full group*)
Breakout sessions in 2 tracks (2-3 rooms needed)
Single room: Buffet breakfast for 80
Single room: 80 guests
Single room or space: 80 guests
2 rooms: Up to 60 guests each

Breakout sessions in 2 tracks (2-3 rooms needed)
Coffee break

Plenary session (full group*)
Single room: Plated or buffet lunch for 80
2 rooms: Up to 60 guests each
Open space or exhibit hall to accommodate 80 guests and 17 staff
Single room: 80 guests
EveningAwards dinner (full group*)Plated dinner for 80 guests
MorningEarly morning group exercise event (yoga/stretch; full group +)
Plenary sessions (full group+)
Space for 100

Single room: Buffet breakfast for 100 guests
Single room: 100 guests
Plenary sessions continue (full group+)
Single room: Buffet lunch for 100
Single room: 100 guests
EveningDinner (full group +)Single room: Plated or buffet dinner for 100
MorningBreakfastSingle room: Buffet breakfast for 100 guests
AfternoonClosing Keynote (full group +)
Guests depart
Single room: 100 guests

*Please note that “full group” as referenced on Friday includes only the first guest arrival group (approximately 80). This does not include approximately 17 Whole30 staff nor the number of exhibitors and speakers who might attend the event (we estimate 30 total). 

**Please note that “full group+” as referenced on Saturday includes both guest groups, with an estimated 150 guests. This does not include approximately 17 Whole30 staff nor the number of exhibitors and speakers who might attend the event (we estimate 30 total). 

Estimated Facility Use:

  • Up to 200 guest rooms
  • 1 large ballroom for keynote and plenary sessions
  • 2 additional small-to-medium ballrooms (accommodating approximately 50 people) for breakout educational sessions
  • Appropriate indoor and outdoor spacse to host 3 buffet breakfasts, 2 plated or buffet lunches, 1 plated dinner (Friday night), and 1 additional plated or buffet dinner
  • A small exhibit hall accommodating 10 vendors with tabletop booths
  • An appropriate space (preferably outdoors) for a group exercise (yoga/stretch) session accommodating all guests

Please be sure that your event bid answers, at minimum, the following additional questions: 

  • What are your required guaranteed minimums for room blocks and F&B?
  • Can the Food & Beverage department at your property accommodate us in preparing 8 meals (Friday: breakfast, lunch, dinner); Saturday (breakfast, lunch, dinner); Sunday (breakfast, lunch) that are Whole30 compatibleThis is a major priority for us.
  • Whole30 has approved brand partners that sell consumer product goods, as do we. We would like the opportunity to place those goods (especially dressings) on the tables at meals. Will the Food & Beverage department at your property allow that?
  • Do you allow for on-site storage of shipped materials that will be used to assemble gift bags? Please describe your requirements, time allotments, and costs for storage, if applicable.
  • Please describe your indoor and outdoor event spaces. We prefer a mix.
  • Whole30 Coaches appreciate a location with outdoor and athletic activity options. Please describe the available options both at your property and in your geographic location (within 10-15 minutes’ driving distance). Provide samples of community-building activities from previous events if available. 
  • Do you have on-site technical support that could provide a live-stream option for this event? Do you have any special considerations (especially around content ownership) regarding video production or imagery taken on-site?
  • Please describe what would be required of guests who are traveling to your location. How far is the closest airport? Is it a hub for any major airline? Are taxis and rideshare programs readily available?

RFP Whole30 Event Application

Start Date*(Required)
*Our event must be hosted from Thursday to Sunday and must take place between June 2 and August 14, 2022. Preference will be given to available dates between July 14 and August 14, 2022.
End Date(Required)
**Attendee rooms will be self-paid.
Contact Name(Required)
Accepted file types: pdf, Max. file size: 100 MB.