III. SCOPE OF WORK Conference Facilitator RFP Date Modified: November, 2015

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1 Virginia Association for Early Childhood Education CONTENT I. Purpose II. Background Information III. Scope of work IV. Proposal Submission REQUEST FOR PROPOSAL (RFP) 2017 Annual Conference Facilitator I. PURPOSE The Virginia Association for Early Childhood Education (VAECE) requests proposals from experienced event planners to coordinate the VAECE 2017 Annual Conference. Approximately 1000 attendees are expected for the conference to be held in March 30-April 1 in Hampton, VA. Demonstrated ability to increase attendance is desired. II. BACKGROUND INFORMATION Association overview. The Virginia Association for Early Childhood Education (VAECE) has its roots in the Virginia Council on Social Work. Efforts began in 1955 to bring together childcare personnel and others interested in preschool children. In 1956, 60 individuals attended a Child Care Preschool Institute in Roanoke, VA. A year later, more than 200 advocates met, adopted a constitution, and selected the name -- Virginia Association for Early Childhood Education. In 1969, VAECE affiliated with the National Association for the Education of Young Children (NAEYC). In 1972, VAECE affiliated with the Southern Early Childhood Association (SECA). VAECE s mission is to act and speak on behalf of all children in Virginia. Today there are approximately 2000 members. For more information about VAECE, visit Event overview. The VAECE conference has been held annually for more than 50 years. It is a professional development and networking opportunity for public, private, and home child care professionals including teachers of young children birth through 8, school and center directors, and higher education faculty. It typically includes 2 ½ days of workshops, seminars, tours, public policy luncheon, an annual membership meeting, exhibits, and nationally known keynote speakers in the field of early childhood. The 2016 conference is offering separate preconference institutes for an extra registration fee to delve more deeply into specific topics and explore local community resources. The conference facilitator will be responsible for ensuring that events come together effectively by working closely with and advising VAECE s staff, 2 nd VP for Professional Development and Conference Planning Committee (CPC). It is essential that the conference facilitator work cooperatively and collaboratively with the 2 nd VP for Professional development, and the Conference Planning Committee (CPC). III. SCOPE OF WORK

2 Definition. Serve as the 2017 Annual Conference Facilitator for the VAECE 2017 Annual Conference. The Conference Facilitator is responsible for all conference planning functions for this event. The Conference Facilitator serves as the liaison between VAECE and the hotel. The Conference Facilitator will report to and all final decisions must be made in consultation with the VAECE 2 nd VP for Professional Development and the Conference Planning Committee (CPC) Chairs. Working in partnership with the 2 nd VP and CPC chairs, the Conference Facilitator ensures all duties associated with scheduling, coordinating, and sponsoring the annual conference are met. The CPC will assist with budgeting, event promotion, and onsite registration. Deliverables. The exact nature of the work consists of (1) pre-conference planning, logistics, coordination and project management support, (2) onsite coordination and logistics management, and (3) final conference report. Registration for the event and management of the registration process (online, paper, and onsite) is not part of this work, but offered as a separate RFP CONFERENCE FACILITATOR General Attend meetings with the current conference committee to ensure the development of plans for the annual VAECE conference. This includes an in person initial meeting and in person meetings two weeks prior to conference in person. Others (approx. 6) as determined with CPC. Create a project schedule with deadlines and key milestones for the event following the VAECE Conference Policy Manual in collaboration with CPC Demonstrate the ability to function within a budget Create, manage, and send out monthly VAECE enews to promote conference Monitor the adherence to annual conference timelines for completion of tasks and responsibilities as stated on the timeline Ensure conference presenters receive notification of workshop selection at least 90 days before the conference. Work with VAECE and CPC via conference call and in person, as necessary, to meet deadlines Work with VAECE and Advise CPC to create daily schedule of general and concurrent sessions with speakers denoted Onsite Coordination and Logistics Management Provide on-site coordination for the duration of the conference to manage or support onsite logistics such as exhibit space, meeting facilities, session staging, A/V needs, catering and signage - ensuring a smooth event. The conference facilitator will be expected to provide the appropriate amount of staff to manage onsite coordination and logistics. Manage communications involved with the event including marketing/sales/customer service with staff and speakers

3 Ensure cleanup and wrap up of all onsite details after the event 3 Session & Speaker Liaison Provide technical Support to VAECE CPC to identify and confirm speakers for the conference Develop and manage the Call for Proposal process and coordinate with CPC Coordinate speaker AV and/or set up needs ahead of time Create and deliver process for attendee evaluation of speakers and conference Hotel/Conference Logistics Manage hotel /conference site contract on behalf of VAECE. To include negotiated room blocks for VAECE conference planning committee and VIP s, additional venue services, such as parking, food, transportation, etc. Track hotel room pickup to ensure contractual obligations are met Work with CPC to approve menu, handle all banquet event order obligations and deadlines Serve as the liaison between hotel/conference site staff, VAECE and the CPC Schedule and attend pre-conference meetings with hotel/conference site staff as requested. There will be at least one meeting and walk-through at the beginning of the planning process Banquet Event Orders (BEOs) Manage all meals for the duration of the conference Ensure consistency of the BEO s throughout the event Monitor room and food set up daily Work with hotel staff regarding any additions or changes AV Needs Serve as point of communication between CPC, site staff, and onsite AV technicians to provide immediate resolution of problems with AV requirements Sponsors/Exhibits Solicit sponsors and exhibitors by working with VAECE CPC to expand the existing contact list (to be provided) through approaching associated organizations, sponsors and exhibitors of other regional and national early childhood conferences. Manage sponsor and exhibitor contracts Contact and confirm sponsors and exhibitors for the conference Identify set-up requirements for exhibitors Communicate with sponsors and exhibitors on their requirements, deadlines, deliverables and ensure adequate preparation Onsite Coordination and Logistics Management Ensure all sponsor and exhibitor need requests not related to setup and AV are either relayed to CPC or handled appropriately by the conference planner

4 4 Marketing and printed materials Coordinate contracts for the design, production, printing and mailing/distribution of all conference materials to include: o Event logo and branding o save the date o Registration brochure o Sponsor and exhibitor packet o Call for proposal packet o Conference agenda o Conference program (electronic and minimized print format) o Event signage o Conference and session evaluations (electronic format) Final Report (will need to collaborate with all conference parties to collect some of this information) Must include (but not limited to): Access to the database of registrants, including pertinent contact information and numbers registered for each special event. Cost and attendance at meal functions Income generated by sponsorships and exhibitors Aggregation and analysis of session and conference evaluations Challenges faced in carrying out the scope of work Professional recommendations for future conferences Work with the VAECE Board to identify strategies, programs, and services to improve the conference in the future Attend meetings with the conference committee to ensure the completion of the annual conference final report and complete online notebook to be shared with the 2 nd VP and the next Conference Planning Committee, and also made available on the VAECE Board Members page, for planning purposes. Review the Conference Manual for needed changes/updates annually. Changes/recommendations will be presented to the Conference Advisory Committee and VAECE Board for approval. o IV. PROPOSAL SUBMISSION Proposal Guidelines Submissions cannot exceed 10 pages and must include: Cover Letter one page Work Plan. Include a project schedule & work breakdown structure, which identifies timelines, key milestones, project phases, or other project plan information. (see rubric) Capacity. Include the following: Statement of qualifications Brief description of previous work in related areas

5 Sample budget developed from a previous project Names and brief summary of experience of key personnel (if applicable) Three references, including contact person, phone number, project description and budget Cost: Include a comprehensive flat rate that includes all deliverables outlined in the work plan. A detailed budget will be developed in collaboration with the CPC, and 2 nd VP for Professional Development. The VAECE board must approve the final conference budget. Selection Criteria All proposals will be evaluated systematically, based on the following key criterion. 1. Work Plan: Indicates a comprehensive understanding of the project and is appropriate to the charge Proposed methodology is complete, clear, and well-explained, clearly indicating what cost estimates include Clear description of strategy, plan, task lists, outcomes and timelines that demonstrates a full understanding of the scope of the project and is comprehensive, logical, and sequential Demonstrates how the conference planner will communicate with and collaborate with VAECE staff and the Conference Planning Committee 2. Demonstrated Capacity to complete the work: The proposal provides evidence of specific qualities, including: o Thorough understanding of conference and hospitality industry practices o Relevant knowledge, skills and experience to perform this task successfully o Experience successfully planning state-wide conferences and/or knowledge and experience in large- scale event planning o Ability to take the lead in generating solutions Experience and capability of principal applicant and key personnel Demonstrated capacity to negotiate business agreements and represent VAECE s best interests Include Automobile Insurance as follows: o Bodily injury/death of one person $25,000 o Bodily injury/death of two or more persons $50,000 o Property damage $20,000 General Liability Insurance to $1,000,000 will be required once work begins. 3. Cost: The proposal fee addresses the deliverables outlined in the work plan 5

6 Costs or fees presented for tasks to be performed are reasonable and feasible 6 Submission Submit electronically in PDF format to president@vaece.org In no case shall verbal communication govern over written communications. Communications shall not be effective unless VAECE s president or designee, who is responsible for managing the RFP process, formally confirms these communications in writing. No questions regarding the RFP will be answered by telephone. Responses to all questions will be made available to all respondents on VAECE s website. Timeline Proposal Deadline January 29, :00 PM Award Date: March 1, 2016 Conference dates: March 30-April 1, 2017 Final Report Due: May 1, 2017 Deadline VAECE must receive proposals no later than 5:00 p.m. on Friday, January 29, The proposed work plan must demonstrate the ability to begin this work on or after March 1 and to complete the scope of work by May 1, There is no guarantee that funding for this project will continue and is solely contingent upon the availability of VAECE funding, and the satisfactory completion of the contracted scope of work by the conference planner. Selection Process Proposals will be evaluated and scored based solely on the Selection Criteria stated in this RFP. An applicant s geographic location is not taken into consideration during the selection process. The VAECE Executive Board approves the final selection of the conference facilitator. VAECE does not foresee any changes in the Scope of Work for applicants prior to awarding a contract but does reserve the right to negotiate, as necessary, any portion of the work plan and/or budget prior to selection. Non-Responsive Proposal The proposal may be judged non-responsive and removed from consideration for any of the following: The proposal is not received timely in accordance with the terms of this RFP

7 7 The proposal does not follow the specified format or does not include all requested content The proposal is not authorized by an individual who can contract on behalf of the applicant The proposal s budget excessively exceeds the budgeted amount and/or is inappropriate to plan submitted General Conditions VAECE reserves the right to issue clarifications and/or modify the conditions of the RFP up to the closing date of the RFP. A contract for the accepted proposal will be drafted based upon the factors described in this RFP. Efforts will be made by VAECE to utilize small businesses, women and/or minority owned businesses. The successful applicant may also be required to present additional documentation necessary to determine financial and programmatic capability. Contact Information For questions regarding this RFP, please contact president@vaece.org