Sample proposal

A modular approach

We have made the following indicative quote as modular as possible to enable you to adjust according to your vision of how books and film will be used in your property to enhance the guest experience in the library, suites and other locations. And match this to a budget. This proposal is a full menu of options and is based on a hotel with a small library looking to fill 15 metres of bookshelves. The quote is in £ sterling ex delivery.

1. The Main Library

The core collection - a library collection to educate, inspire and entertain. The total linear bookshelf space in the new library is estimated as [15] metres. We recommend that the space is filled with a balance of the latest hardcover and some backlist titles drawn from our simple categories which are listed in the extended subject profile attached. We will select mostly 2006/7/8 titles and blend this with both classic fiction and some older titles (in our experience it is better to get a balance across the best of recent publishing seasons and to create a lived- in feeling from day one).

While book prices vary enormously from book to book (hardbacks range from £12.99 - £27.50), we have aggregated prices to give you a good average price per copy, and although it seems a little vulgar to price by the metre we find this is the best way to get to a suitable indication of budget without getting too tied down in individual title selection at this stage.

As a guideline, 15 metres shelf space will require 540 hardcover titles across the key title categories. Mixed half 2007/8 bestsellers and half 2005/6 titles and before. We estimate 7 metres at £455, 8 metres at £325.

Paperback exchange - Some customers mix hardcover and paperback titles, selecting paperback editions for popular fiction and hardcover for classics and more serious subjects. The paperbacks operate on an exchange basis, one-in-one-out. We recommend 200 paperbacks (circa 4 metres) to start off this service. These books are at a budget price of £228 a metre for paperback fiction/non-fiction

Coffee table books - large picture books are very popular and they are often the gateway to your local culture and a Sense of Place. We recommend a selection of [25] current illustrated books (there are some great new books to chose from) to be displayed face out in the library and other common parts. Prices vary per book and we recommend a budget of £27.50 per title will cover a total selection.

Signature title - if you have the space and want to make a really big statement, you might consider having one giant XXL edition 'signature title' such as the Giant Earth from the Air or Leni Reifenstahl limited editions (although expensive, these limited editions almost always soar in value). Price vary from £400-1,500.

Library operation kit - each library comes with appropriate sign blocks, bookends, display book holders, stickers and bookplates. This enables you to operate your new facility out-of-the-box. The optional core operating kit costs £249.

2. Larger Residences / Suites

We recommend that the largest residences/suite/villas have 2/3 illustrated books placed in them. Typical themes might include regional style, your own Spa title and The Natural Environment. We laminated the covers in advance to protect them. These titles can also be made available for sale through your boutique or gift shop. We recommend a budget of £82.50 a residence.

Small personal villa libraries of 3-5 books can be themed to your choice. They might include titles from leading series (Penguin Celebrations), regional authors, books set in hotels or a mix. We have been asked to compile a list of 22 Asian authors works, One for each of the 22 Villas in Phuket. Budgets start at £35 per room.

Signature Residence / Suite

If you have a separate contained multi-room complex (aka a presidential suite) we recommend 5 illustrated books and a small tailored library shelf. The reading shelf would be a special selection designed to be dipped into overnight (fast facts, Economist statistics, short stories written in hotels). We recommend a budget of £125 for illustrated books and £135 for the Reading Shelf.

Room Books

Some customers ask us to find one atmospheric title for each room (similar to the Gideon bible but much more relevant). This might be themed - an eco-classic, Inconvenient Truth, a spa book - or a regional classic - Robinson Crusoe for islands, Across the Empty Quarter in Arabia.

3. DVD Libary

Our Ultimate film library has been created with your guests requirements very much in mind. It is a broad and exciting range of the very best that cinema has to offer, incorporating a mix of contemporary and classic films, world cinema and documentaries designed to appeal to the discerning traveller irrespective of his or her age. Individual modules have been compiled to compliment the standard fare your guest might have experienced on the plane across. It is, ultimately, a suggested list and you may wish to tailor it with your own selections under the suggested headings. The question of regional DVD compatibility is best solved through the selection of non-region specific hardware.

As with the book selection we would recommend that a small budget of about 15% of original purchase total is set aside for refreshing the offer on a seasonal basis.

The typical DVD library consists of 100 DVD's prices vary enormously but we suggest you budget around £12 per unit.

4. Espresso Books

Our Espresso Books imprint specialises in sourcing and producing bespoke editions. We suggest using these short books to address Personal Wellbeing, Sense of Place and Innovation. The areas for deploying books are as VIP gifts for long stayers, loyal customers and suppliers (travel agents) and at key holiday times of the year like Christmas or New Year as turndown gifts for premium customers or in rooms as high quality reading material (perhaps instead of magazines which tend to evaporate too quickly). The latter can also be sold through the mini-bar system or made available via your boutique.

Each category can be tailored to meet your target price-point and costs vary enormously according to the level of customization, extent and volume. Please ask for more details.

5. Library Set Up And Operational Guidelines

In our experience the key to success of your library is ensuring that it is properly laid out, communicated and maintained. And it is a fully integrated service, ie promoted appropriately in the hotel services directory, integrated into the feedback loop and the day-to-day service schedule.

Working with your management team, we will advise on all the elements above and develop operational guidelines to include title categorization, suggested title layout, stock checking standards, feedback, interdepartmental liaison between housekeeping and library. These will form part of the brief for the library champion. We charge a one-off fee for this service of $2,000. [but once done for a property this can be a one off charge for the group].

6. Seasonal Updates

We provide a standing order service to refresh your library on a regular basis to ensure that your guests have access to the latest releases in your chosen fields. As part of this we can supply free of charge advance reading copies of the next season’s bestsellers. We recommend that you budget around 10-15% of original invoice value for this service.

7. The Boring But Important Bits

SHIPPING - A minor proportion of the cost. Our prices are FOB UK at Brooklands. Shipping by sea freight will take 4 weeks and is estimated at £249.00 for a cubic metre. We provide an "education materials" invoice which will minimise any clearance or duty costs. We are familiar with customs procedures in most countries.

PRICING - Title costs vary and prices change and book availability in never guaranteed, but working on the shelf lengths and average cost per book, we have estimated the costs above and will guarantee our competitiveness on any sample range of specific titles. On approval we will work to the agreed budget and invoice everything in detail as we consolidate before shipping. We will source special titles separately and supply on demand.

AVAILABILITY - the nature of the book market is such that book availability changes on a daily basis. We reserve the right to substitute similar titles should a book be unavailable at the time of order.

REFERENCE SITES - We can provide reference sites should you wish to see more details on any of the services in this proposal