Event Planning, Management and Logistical Services Contractor

Job
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Deadline to Apply:

Friday, July 29, 2016, 5:00pm

Organization: 

Address:

Salem, OR
United States

Job Category:

Job

Job Type:

Other

Job Description:

REQUEST FOR PROPOSALS

Event Planning, Management and Logistical Services Contractor

OVERVIEW

At the Straub Environmental Center (SEC), our mission is to connect people with nature. SEC provides education programs for children and adults to facilitate the sustainable use of our natural resources, increase science literacy and inspire the next generation of ecological stewards. Many of our programs take place outdoors because studies show experiences in nature increase knowledge retention, provide health benefits, and motivate participants to develop environmentally-friendly practices in their own lives. Our educational programs for children include Nature Kids after-school classes, Kids Watching Wildlife field trips, summer day camps, outdoor school overnight sessions, internships and service learning projects. For adults, SEC offers a lecture series, nature hikes, naturalist classes and field outings. SEC also organizes an annual Edible Mushroom Retreat. Our youth programs are taught by certified science and environmental educators and our adult programs are conducted by experts in a variety of fields. Our student programs are aligned with state and federal academic standards.

The objective of this Request for Proposals (RFP) is to invite proposals to provide Event Planning, Management and Logistical services for the Straub Environmental Center’s three major fundraising events:

Cart2Art – Saturday, September 24 2016

Cart2Art is a hip, edgy “friendraiser” and benefit auction featuring art made from recycled and repurposed materials. The 2016 event will take place in the Dye House at the Willamette Heritage Center. A mix-and-mingle hour with a hosted bar and instrumental music will precede an emcee monologue, oral auction, video and paddle raise. A live music set will end the evening. Some planning work has already been completed for this event.

Mid-Valley Green Awards – Saturday, March 11, 2017

This annual gala event honors exemplary individuals and businesses in Marion and Polk Counties who engage in environmentally-friendly practices. A cocktail hour will be followed by a sit-down dinner and a program that will include an emcee monologue, awards presentations, oral auction and paddle raise. Live music and dancing may follow the program (to be determined). The 2017 Green Awards will take place in the Spinning Room at the Willamette Heritage Center.

EarthFest – Saturday-Sunday, June 17-18, 2017

This new, two-day outdoor festival will take place at Riverfront Park. A timed race and fun run will start the day’s activities on Saturday and a cycle ride from the park through West Salem will take place on Sunday morning. Vendor booths, a food court and a kids’ activity area will be augmented by a LIVE certified beer and wine garden (or walk-around beverages) and musical performances in the amphitheater. Since this is a new event and has a larger scope than Cart2Art and the Green Awards, it will require the highest time commitment.

Our goal each year is to increase net revenue for each event, find new and better ways to raise awareness about nature and the environment in the mid-Willamette Valley, increase exhibitor and attendee ROI (return on investment), provide unique content to stimulate ideas and discussion, improve the delivery of our events and increase SEC’s visibility in our regional community.

SCOPE OF SERVICES

Details of the services required are outlined below and are subject to change. Issuance of this RFP does not commit SEC to pay any cost incurred in the preparation and submission of a response, or to procure a contract for any services, software, and/or equipment.

SEC will retain primary responsibility for the following roles:

Event programming/content and schedules
Securing event insurance
Liaising with contracted venue providers
Maintenance of SEC website
Presenter/performer selection and contracts
Invitation and confirmation of dignitaries and VIP’s
Creation and distribution of news releases, e-blasts and other media materials as needed
Provision of event run-sheets and staff orientation/training

The following scope of services will form the basis of the proposed event management fees:

PLANNING

Logistical planning and onsite management of all three events
Development of the work plan logistics and planning timeline for each event
Create and execute volunteer roles, orientation and training
Attend and participate in all monthly planning meetings throughout planning cycle (frequency will increase in the final two months before each event)
Set up and maintain green room, media room, VIP room, staff room with equipment as required, i.e. printers, copiers for each event
Ensure first aid and security requirements are fulfilled
Ensure event insurance, fire marshal and City permitting and license requirements are met
Address all accessibility, dietary and other requirements

STAKEHOLDER COORDINATION

Source and coordinate suppliers as needed that meet SEC’s procurement requirements for necessary services outside of pre-contracted suppliers
Coordinate presenters and performances
Coordinate travel, transportation, hotel and onsite activity (green room, rehearsals and events)
Prepare scripts and other materials for presenters and brief them before each event
Assist in soliciting and contracting with sponsors and help establish terms of sponsorship
Work with SEC’s staff to invoice and process payments
Ensure that all sponsors and their guests are registered and receive the agreed-upon event benefits
Ensure that all other terms of sponsorship are executed, including recognition, complimentary sponsor registrations, etc.
Maintain relationships with sponsors to ensure future partnerships
Communicate all relevant information to registered exhibitors
Follow-up as necessary to obtain necessary information including exhibitor/presenter/performer descriptions, logo(s), company description(s) and media relations/publicity information
Coordinate supplier contracts and liaise with other suppliers to ensure timely and accurate delivery of services
Coordinate with Attack Owl Run and Attack Owl Ride volunteer directors to ensure these auxiliary events are successfully integrated with EarthFest

EVENT MANAGEMENT

Manage onsite catering, events, meetings and rehearsals, including room preparation, food and beverage, AV, décor, signage and event execution
Manage onsite delivery of attendee, exhibitor and speaker conference materials, badges, tickets, and parking passes (exhibitors, staff and volunteers)

Manage move-in and move-out schedules
Work with SEC staff on floor plan layout and booth number assignments as needed
Create site maps as needed
Ensure venue and hotel contract terms are fulfilled as they apply to each event
Manage provision of quotes and pre-approval for anticipated expenses
Coordinate all event logistics onsite at each event, including set-up and tear-down
Support contractors in setting up booths, stage, tables, chairs and other event equipment

REGISTRATION/REPORTING

Assist in setting up registration processing for attendees, VIPs, speakers and exhibitors
Work with SEC to pre-register presenters, sponsors and their guests, VIPs and other attendees for events
Manage onsite (day of) registration for attendees, exhibitors and VIPs
Produce weekly registration reports from activation of registration system to day of each event
Daily registration reports (on business days) from 4 weeks prior to day of each event
Work with SEC staff on process and template for reporting on registration and finances
Prepare final registration reports, and analysis, as well as financial reporting and invoice reconciliation

PROPOSAL FORMAT

Provide an overview including agency background, organizational chart, key personnel biographies, account services structure, company size, current clients with length of service (identify potential conflicts of interest), core competencies and any relevant experience, including three client references.
In addition to the above, provide the following:

Performance standards, including metrics used for evaluating success
How the experience and skills of key personnel will allow your firm to deliver the requirements, performance standards and meet key deadlines,
Your experience working with other, similar events
A sample event planning timeline

Describe your recommendation for registration/auction software and processes, your experience with them, and provide pricing
Describe the process you follow to ensure that any changes to scope or services is properly incorporated into the event
Include an estimate for all event management services listed (excluding registration system software and subcontracted registration services).

Please note that all requested information must be included or your proposal may not be considered.

RFP submissions will be evaluated by SEC, using the following criteria:

Experience, expertise, qualifications and capability to carry out work described in the event management scope of services (45%)
Contract fee and payment terms (35%)
Change management process (10%)
Presentation of proposal and references (10%)

SKILLS & REQUIREMENTS

Contractor must have at least five years of professional project management / events experience
The contactor should maintain professional dress, decorum, and conduct when representing SEC at various meetings and events
Strong verbal and written communication
Proficiency with Microsoft Office and Excel

CONTRACT TERMS

SEC reserves the right to award all, partial or none of this solicitation. This RFP does not create an employment relationship. Individuals performing services required by the contract are not employees of SEC.
Any changes to scope of services and associated costs following execution of contract must be submitted in writing and are subject to approval by SEC.
Travel and travel reimbursement is not authorized for this acquisition.
The vendor shall be paid upon submission of timely invoices to SEC at the prices stipulated on the contract

How to Apply:

RESPONSE DEADLINE AND SCHEDULE

Responses are required by 5:00 pm on Friday, July 29.

E-mail and electronic copy to: Catherine@StraubEnvironmentalCenter.org

Or mail a hardcopy to:   Straub Environmental Center

P.O. Box 12363, Salem, Oregon 97309

All bids will be acknowledged with a return receipt. If you do not receive acknowledgement of your submission, please email Catherine Alexander at the address above.

Proposal Retention

Proposals submitted in response to this RFP will not be returned. It is the understanding that the contents of the proposals are the property of the submitting agency and will not be utilized in any marketing efforts unless the agency enters into a written agreement with SEC.

Questions/Clarifications may be addressed via email to Catherine Alexander at the address above.