Request for Proposal 2014 Conference Planner Services Montana Library Association

Transcription

1 Request fr Prpsal 2014 Cnference Planner Services Mntana Library Assciatin 1. Backgrund Infrmatin The Mntana Library Assciatin (MLA) is the ldest and largest prfessinal assciatin fr Mntana Librarians and fr all f thse with an interest in r affiliatin with Mntana libraries. MLA was established in 1906 and has been hlding annual meetings since Please visit MLA s membership page ( fr a cmplete descriptin f what MLA ffers its membership. The MLA annual cnference is an imprtant event fr MLA members and the prime surce f revenue fr the assciatin. MLA currently schedules its annual cnferences during April. Cnferences have been scheduled thrugh Billings, Billings Htel & Cnference Center, 2014, April 9-12 Bzeman, 2015, April 8-11 (lcatin t be determined) The cnference mves arund the state. At present nly fur lcatins can accmmdate it: Billings, Big Sky, Bzeman and Missula. Apprximately 300 librarians and up t 100 speakers and exhibitrs typically attend the annual cnference, which lasts 4 days. Thse attending include librarians frm academic, public, schl, and special libraries. 2. Request fr Prpsal MLA is seeking infrmatin frm cnference planners wh wuld like t wrk with the Assciatin t plan and carry ut the 2015 MLA annual cnference as well as ther assciated duties. The Scpe f Wrk sectin belw prvides the specific jb duties f the annual cnference planner fr the Mntana Library Assciatin. If yu feel that yur cmpany can meet MLA s cnference planning needs, please submit a prpsal t: Beth Bysn, MLA President Bzeman Public Library 626 E Main Street Bzeman MT bbysn@bzeman.net (406)

2 In yur prpsal, please include: Backgrund infrmatin abut yur cmpany, including yur resume, list f clients, cnferences yu have planned, prfessinal assciatin memberships, certificatins and number f emplyees A statement describing yur methds fr lcating suitable sites fr cnferences, taking int cnsideratin cnference size, number f meeting/sleeping rms, Internet cnnectivity and bandwidth, gegraphic lcatin, etc. Please include examples f yur cmpany successfully negtiating multi-year cntracts with the same facility Infrmatin abut hw yur cmpany invices fr services. Is yur fee based n a percentage f registratin fees, flat fee r sme ther metric? Are fees due in incremental, mutually agreed upn, payments during planning, executin and cmpletin f the cnference? A list f current references that MLA representatives culd cntact fr further infrmatin 3. Term f Cntract The cntract between MLA and the selected cnference planner will be in effect frm July 1, 2014 thrugh June 30, 2015 and will be renewable n a yearly basis if mutually agreeable t each party. 4. Scpe f Wrk MLA hires cnference planners t assist with the lgistical aspects f planning the annual cnference and t assist MLA in identifying future apprpriate cnference sites. MLA will retain cntrl f the cnference cntent (theme, lg, slicitatin and/r selectin f pre-cnference wrkshps, cnference breakut sessins, assciatin business, general sessins, pster sessins, authr events, keynte speeches, scial and special events, etc.). Cnference planner duties include, but are nt limited t: GENERAL DUTIES Understand and cmply with MLA plicies, prcedures, and gvernance Prvide regular crrespndence with MLA representatives by , cnference call r ther means n a mutually agreed upn schedule Develp prpsed timeline Advise MLA President and cnference c-planners as they develp the cnference budget each year. Serve as cntact fr all advance inquiries with cmpany phne, fax and included n all prmtinal materials. Create and save templates f all letters, crrespndence, and paperwrk fr future cnferences and Assciatin archives Serve as the central pint fr all general questins frm members, vendrs, and general public and prvide business infrmatin fr publicatin in all cnference publicity

3 FINANCES Track all incme and expenses Prvide detailed accunting reprts f all expenses and incme n a mutually agreed upn schedule with MLA representatives. Apprve and submit invices n a weekly basis, cded accrding t budget lines. Make available at all times all financial recrds t apprpriate MLA representatives. MARKETING / PUBLICITY Wrk with MLA representatives n develpment f an verall prmtin plan and timeline Oversee and administer implementatin f the prmtin plan, including all advertising and submissin f cnference infrmatin t apprpriate events calendars Develpment f prmtinal materials including: Prvide electrnic space/lcatin t cmpile all the pieces f a cnference bklet, t be apprved by the cnference chair and accessed by the bklet designer Articles apprpriate fr inclusin in Assciatin newsletters and infrmatin distributin pints, whether electrnic r print Web pages/site with links t all relevant cnference infrmatin, including, but nt limited t: dwnladable registratin infrmatin/frms, agenda, speakers and ther links as apprpriate. Prvide infrmatin t MLA representatives fr inclusin and/r linking n the Assciatin website Press releases Cnference name tags fr attendees, speakers, and exhibitrs Crdinatin with MLA representatives t prvide a methd fr timely updating/revisin f cnference website as necessary Arrange fr area media utlets t be ntified and invited n site fr prmtinal pprtunities and intrductin t MLA representatives CONFERENCE REGISTRATION Develp and prvide methds fr nline registratin Wrk in cnjunctin with MLA Executive Directr t develp and prvide methds fr bth nline (credit card) and manual payment f registratin fees Create an accunting prcedure including: System fr date stamping registratins upn receipt; Phtcpying checks, cding receipts, and crdinating with the MLA depsit system Create and mail letters/receipts f cnfirmatin. Advise MLA representatives n registratin prgress Advise MLA representatives n prmtin and marketing effrts and whether assciatin gals are being met Train registratin desk vlunteers Create permanent cnference recrds and make available t MLA representatives/assciatin archives

4 ON-SITE CONFERENCE DUTIES Train vlunteers t help with all nsite duties Be nsite prir t pening f the registratin desk and after cmpletin f cnference Be nsite in cnference area n a daily basis during the cnference Management f registratin desk Serve as primary cntact fr htel staff trubleshting, equipment needs, etc. Crdinatin f all set-up activities, including, but nt limited t: Apprpriate banners r signage Pre-cnference wrkshp and breakut sessin dr signs with daily listings Spnsr recgnitin materials and/r message bards Vendr recgnitin materials and/r message bards General message bards t facilitate cmmunicatin between attendees Identify and prvide space fr general and lcal infrmatin fr cnference attendees (Hspitality Table) Crdinatin f transprtatin t cnference htel fr presenters, as apprpriate CONFERENCE FACILITIES Establish rm arrangements fr wrkshps, breakut sessins, meals, receptins, special activities, cnference/mla ffice and strage space Prvide cmplete listing f all audivisual and ther equipment needs, rm setup and menus t htel ne mnth in advance f cnference Space and table arrangements fr registratin tables and miscellaneus Assciatin-related literature and handuts Determine details and pricing fr meals, break refreshments, receptins, and special activities, which may include appetizers and n-hst bar setups, in cnjunctin with MLA president Determine space and arrangements fr exhibitrs Wrk with MLA representatives t arrange necessary set-up, equipment, etc. fr any scial r special activities during cnference; may include rm arrangements, htel catering, transprtatin fr turs, etc. Verify suitability f htel netwrk and Internet cnnectivity t supprt a technlgy intensive cnference Encurage use f n-waste/green practices Serve as primary cntact fr all htel arrangements Visit htel site and meet with htel staff prir t the cnference with MLA representative Schedule a pre-cnference meeting with htel staff and apprpriate representatives f MLA Determine availability f cmplimentary rms fr MLA speakers/presenters

5 SPEAKERS / PRESENTERS Speakers and sessin cntent are selected by MLA representatives Develp and send cnfirmatin letters t speakers. Cnfirmatin letters may include, but are nt limited t: Date/time f presentatin Meeting rm assignment Fee arrangements (speaker fees, travel, ldging, meals, etc) ; Anticipated number f sessin attendees Cnfirm speaker arrangements: Cnfirm arrival and departure times and arrange fr pickup as apprpriate Cnfirm ldging preferences Cnfirm meeting rm set up preferences Cnfirm equipment needs (pdium, LCD prjectr, laptp, display tables, etc.) Cnfirm handut arrangements; have all presenter material duplicated and ready fr distributin during cnference, unless presenter prefers t prduce and distribute n their wn Obtain bigraphical infrmatin and phtgraphs t insert in prmtinal materials and/r cnference prgram Create "cnference at a glance" material including speaker infrmatin, sessin titles time slts and rm assignments and any relevant certificatin/cllege credit categries (t be determined by MLA representatives) fr inclusin in cnference prgram Obtain all materials fr speaker registratin packets, prf and make all necessary arrangements fr cmpilatin and distributin Crdinate with MLA representatives fr prvisin f facilitatrs fr each wrkshp and sessin; duties t include cnfirmatin f all needed equipment and materials just prir t start f sessin, intrductin f speaker, presentatin f speaker gift CONFERENCE EQUIPMENT Crdinate with MLA representatives t identify surces utside the cnference htel (fr example, area libraries, universities, state agencies) fr additinal equipment needs that may be used at n cst. Additinal equipment may include LCD prjectrs, laptps fr presenter sessins and laptps/cmputers t set up a cmputer lab envirnment at the htel fr training breakut sessins Make arrangements with utside surces, htel and MLA representatives fr pickup, setup and return f brrwed equipment Arrange the prvisin f a qualified equipment technician(s) nsite fr the duratin f the cnference.

6 SPONSORS AND EXHIBITORS Wrk with MLA representatives in identificatin f ptential spnsrs and exhibitrs, including nn-prfit exhibitr grups and Assciatin exhibitrs (MLA Bkstre and MLA Bth) In cnjunctin with the MLA vendr cmmittee, recruit and cnfirm spnsrs and exhibitrs Establish levels f spnsrship and accmpanying benefits (example: free/reduced advertising in cnference prgram) f each level Crdinate all aspects f exhibitrs and spnsrs wh cmmit t participate, including, but nt limited t: Distributin f relevant materials Crdinatin f prmtinal benefits Inclusin in cnference prgram Display space and space needs at the cnference Cllectin f all applicable fees and creatin f accunting reprts fr MLA representatives External exhibits dresser as apprpriate (MLA currently uses K&J Cnventin Services, based in Helena) Identify and arrange prvisin f security in the exhibitr area during clsed hurs Develp and distribute evaluatin frm fr spnsrs and exhibitrs Cllect and cmpile results f evaluatins; distribute t MLA representatives and make recmmendatins fr future cnferences POST-CONFERENCE Review htel invices fr accuracy and present t MLA representatives fr apprval and payment Prepare final financial statements, including all revenues and expenses; distribute t MLA representatives Prepare thank yu letters t all speakers, special guests, hst city chamber f cmmerce r ther agencies as apprpriate; distribute t MLA representatives fr signature and mailing Distribute cnference evaluatin materials, designed by MLA Cmpile results f cnference evaluatins and make recmmendatins fr future cnferences PLANNING FOR FUTURE CONFERENCES Obtain apprpriate htel cnference infrmatin and evaluate prpsals. Prepare recmmendatins t MLA representatives Visit and evaluate selected site prir t signing cntract Negtiate discunted sleeping rm rates fr attendees Negtiate cmplementary sleeping rms fr select MLA speakers/presenters Negtiate meeting rm csts Develp cntract and distribute t MLA representatives fr apprval and signature Negtiate fees fr htel technlgy and tech services

7 5. Dates Deadline fr receipt f this prpsal is March 1, Respndents will be ntified if an interview is desired. Interviews will take place in Mntana in April r May Travel expenses fr interviews will nt be paid. A cnference call using Skype r ther cnference call technlgy may be an ptin. All respndents will be ntified f the final decisin by June Prpsals by r U.S. Mail shuld be submitted t: Beth Bysn, MLA President Bzeman Public Library 626 E Main Street Bzeman MT bbysn@bzeman.net (406)