Request for Proposal for Eventeract 2015 – Meeting Planning Services Event Summary Meeting Professionals International Georgia Chapter (MPI Georgia) is excited to announce its plans to host the industry event Eventeract in May 2015. A revolutionary event evolving from the DNA of the Meetings Exploration Conference (MEC), Eventeract (first held in April 2014) challenged the way the event and hospitality industry relate. Powered by the Southeast’s most influential associations, Eventeract featured 90,000 square feet of education, innovation and networking covering a variety of disciplines including, but not limited to: Corporate and Association events, Food & Beverage, Meeting Design, Décor & Event Design, Meeting Planning Strategies, Tactics & Design, Technology, Audio Visual, Incentives, Revenue Management, Sales, Revenue Management and DMC Services. General Session, Education and Exhibits were located all in one space designed to provide the attendees a 360 degree comprehensive event experience and to present the exhibitors & sponsors a vast customer base with which to network. In an effort to better serve our members, MPI Georgia is pleased to offer an opportunity for creative, high-energy, professional meeting planners and companies to bid on the logistics planning for this conference. Purpose of RFP: Secure meeting planner to support the Eventeract Committee by managing and implementing the logistical aspects of the event outlined below. Date of Event: May 12-13, 2015 (possible move-in on May 8-11, possible extended tear-down on May 14) Location: Convention Center at AmericasMart Attendance: Estimated 500 - 600 meeting professionals, including planners, suppliers, exhibitors, and industry guests. Dates of Service: December 5, 2014 – June 15, 2015 2014 Overview • • • • • Over 600 participants 90,000k SF in 1 space 1st time utilizing Hosted Buyer program: 3400 MATCHMAKER connections 103 exhibitors and 0 walls 82 total educational opportunities including: Page 1 of 5 Request for Proposal for Eventeract 2015 – Meeting Planning Services • • • • 53 pod sessions: 15 live demos, 8 Peer to Peer discussions, 7 walk & talks and 9 pods designed by the top talent in the city 38 total sponsors including 11 cash sponsors All powered by 15 of the top meetings and event associations in the southeast Additional information can be found at www.eventeract.org. 2015 Goals • • • • • • 600 Registrants 4 Flashpoint Speakers (in lieu of Keynotes) 125 Exhibitors 28 Educational Breakouts 10 Live Demos Exceed Sponsorship Dollars from 2014 Services Requested The planner will work closely with the MPI Georgia Eventeract Chairs and Committee members to plan and implement logistics in the following areas for Eventeract. All details will be coordinated in shared documents online. • • Speaker & Session Management o Manage speakers with online management system o Contract speakers (MPI Georgia office to provide template for use) o Work with MPI Georgia management team to complete CIC CEU approvals for sessions o Manage submission of name listing, bio, headshot, presentation title, session summary, presentation files, etc. and other deliverables o Work with MPI Georgia management team to book speakers' travel arrangements (airfare, transportation) o Book speakers' hotel rooms as needed o Schedule & manage volunteer educational session monitors o Liaise with speakers regarding all logistical details o Work with MPI Georgia management team to produce thank you letters Tradeshow & Sponsor Management Planner will manage all aspects of trade show, including: o Manage exhibitors/sponsors with online management system o Liaise with pre-selected exhibitor service company o Liaise directly with exhibitors/sponsors o Confirm space assignments o Manage submission of company listing, summary of services, logo, url, etc. and other deliverables Page 2 of 5 Request for Proposal for Eventeract 2015 – Meeting Planning Services o Manage MPI Georgia deliverables to exhibitors o Confirm all exhibitors are registered o Perform onsite management of exhibit hall during conference o Work with MPI Georgia management team to produce thank you letters Note: Sales and contracting of exhibitors is the responsibility of MPI Georgia and Sales & Advertising sales manager. • • • • • • • Food & Beverage Management o Determine locations for F&B functions o Choose F&B for each function o Finalize BEOs for each function o Manage allergy and special needs o Submit final counts to facility Logistics Management o Work with facility on event layout, exhibit hall, breakout sessions, and flow. o Work with facility on other logistical needs including internet access, power, internet, security, first aid station, etc. o Identify signage needed - directional/sessions/informative/sponsor. Coordinate design and printing of signs. Coordinate onsite placement of signs. o Ensure emergency and risk management plans are in place o Identify & coordinate tables (electricity, internet, brochures, etc.) for membership, CMP, bookstore, etc. (if needed). Manage volunteers to work at each table o Identify & coordinate tables (electricity, internet, brochures, etc.) for partner organizations o Manage bag stuffing (including managing volunteers) Production o Coordinate entertainment (if needed) o Liaise with production vendor(s) o Coordinate and manage the production for main sessions and breakout sessions (including lighting, audio, video, teleprompter, etc.) o Assist the Chairs with the script and run-of-show o Schedule rehearsals for each party Housing o Research, select, and negotiate with local hotel(s). o Manage rooming lists and possible attrition. o Select and coordinate in-room amenities Budget o Track conference spending vs. budget in conjunction with chairs and event Board Members Post-Con o Assist with content of post-con wrap up reports Miscellaneous Tasks o VIP reception for speakers/sponsors (if applicable) o Additional duties as determined and mutually agreed to in writing o Assist in providing content for the onsite program Page 3 of 5 Request for Proposal for Eventeract 2015 – Meeting Planning Services (Note: Conference registration and all financial processes are managed by MPI Georgia’s Executive Office.) Planner must attend (or participate if conference call format) all Eventeract Committee meetings and submit reports of progress and status as agreed to in writing with Eventeract Chairs. Requirements • • • • The planner should be local to Atlanta, GA The planner should be technologically savvy Must be flexible with the workload and be able to scale level of service up/down Must be able to attend the conference onsite May 11-14, 2015 and be reasonably available during the weeks leading up the conference It is not a requirement to be a member of MPI Georgia to bid on this RFP. Details to Include in Proposal • Company Overview & Services Offered o Company history o Client testimonials and/or a minimum of two referrals where similar work was completed o Overview of how you manage events o Description of your comfort level/experience with event management technologies such as smartsheet, box.com, Excel, Word, PowerPoint, Adobe Acrobat o Description of your comfort level/experience with online speaker/exhibitor management technologies o MPI Membership Status • Experience Overview o Overview/example(s) of your experience in managing an event of this size. o Overview/example(s) of your experience with managing speakers, exhibitors, housing, logistical planning, F&B planning. • Possible Conflicts o Include any potential conflicting relationships you have/had with the Convention Center at AmericasMart, surrounding hotels, vendors, potential exhibitors, other industry partners, etc. • Fee Structure Page 4 of 5 Request for Proposal for Eventeract 2015 – Meeting Planning Services o o o Proposed fees (including pre-planning and onsite assistance, travel, accommodations, etc.) Billing process/timeline Any additional fees anticipated Submission Process Please submit your proposal to Natalie Nardone, CAE, CMP, MPI Georgia Executive Office, via email at [email protected] by 1pm ET on November 18, 2014. Late applications will not be considered. Please note the timeline below: November 11, 2014 November 18, 2014 November 21, 2014 December 2-4, 2014 December 5, 2014 RFP is released. Submission are due. Candidates are notified if their proposal was selected for the interview process. If needed, interviews will be conducted. Final selection is made. Persons Reviewing the Proposals Include: Natalie Nardone, MPI Georgia Executive Director Amy Hokkanen, MPI Georgia Membership & Volunteer Services Manager Eileen Roehl, MPI Georgia Board Member, VP Strategic Events Christina Whitehead, MPI Georgia Board Member, Director Strategic Events Lance Hornecker, 2015 Eventeract Co-Chair Meredith Martini, 2015 Eventeract Co-Chair Questions Please submit your questions in writing to Natalie Nardone, CAE, CMP, MPI Georgia Executive Office, via email at [email protected]. Closing MPI Georgia thanks you in advance for your interest in working with MPI Georgia and the extended Eventeract planning team. We look forward to receiving your response. Page 5 of 5