REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL GENERAL SERVICES CONTRACTOR SERVICES Expo! Expo! s Annual Meeting & Exhibition 8-10 December 2009 Atlanta, GA 7-9 December 2010 New Orleans, LA 6-8 December 2011 Las Vegas, NV Future Leaders Institute September 2009 West Palm Beach, FL 2010, 2011 Locations and Dates TBD Board Retreat September 2009 West Palm Beach, FL 2010, 2011 Locations & Dates TBD Page 1

2 I. INTRODUCTION The International Association of Exhibitions and Events (IAEE) requests a proposal describing your company s ability to provide general service contractor services at the Expo! Expo! IAEE s Annual Meeting & Exhibition, IAEE Future Leaders Institute, and IAEE Board Retreat as outlined under Specifications. II. ORGANIZATIONAL BACKGROUND The International Association for Exhibitions and Events (IAEE) is a 501 (c) (6) not-forprofit association that represents over 8,000 individuals and organizations engaged in the worldwide exhibitions and events industry. IAEE s membership is composed of show organizers/meeting planners and suppliers to the exhibitions and events industry. Generally, about half of the attendees at our conventions are exhibition managers, from association, independent, consumer and corporate shows. The membership includes 98 percent of the Trade Show 200 managers, and 71 percent of all managers with shows of 30,000 nsf or more. Many of these show managers also contract for general services contractor services at their own meetings. III. CONFERENCE/SHOW HISTORY The sponsor and owner of the events is the International Association for Exhibition and Events (IAEE). IV. Page 2 EXPO! EXPO! December Miami Beach Convention Center Miami Beach, Florida December Mandalay Bay Hotel & Convention Center Las Vegas, Nevada November San Diego Convention Center San Diego, California Nov - 1 Dec Georgia World Congress Center Atlanta, Georgia December Henry B. Gonzalez Convention Center San Antonio, Texas December Las Vegas Convention Center and Caesars Palace Las Vegas, Nevada Future Leaders Institute August Hyatt Lost Pines Austin, Texas August PGA National Resort & Spa Palm Beach Gardens, Florida MARKETING BENEFITS Showcasing your services before this select group of potential customers can bring new business to your company. For this reason, priority will be given to any bid that includes complimentary service or reduced fees, in exchange for sponsorship status and trade outs. The benefits of sponsorship include:

3 Company Name listed in the meeting promotional brochure Platinum Sponsor Sign to be displayed in your booth Company name, address, and description of services printed in the Sponsor Thank you (In Recognition) section of the Program that is given to the attendees, and also mailed (by request only) to all IAEE members that did not attend the meeting (Expo! Expo! only). Announcements of Company Name at all events where the service is used. Recognition in the Program Name and click through in the show (November) issue of E2: Exhibitions & Events. Link from Expo! Expo! event site to your web page Four (4) invitations to the Chairman s Private Reception Four (4) free meeting registration passes On-site signage acknowledging your sponsorship. An additional 10 x10 booth at the Expo! Expo! NOTE official providers must be an IAEE member in good standing and agree to be an exhibitor and purchase at least one (1) 10x10 booth at each event for the period of the agreement VII. FORMAT OF YOUR PROPOSAL Based upon the specifications provided at the end of this RFP, it is expected that you will provide the following information: A. An introductory statement which reflects your understanding of this project. B. A statement detailing the availability of services and fees that will be in effect during the IAEE event(s). C. A list of not less than three (3) professional references; customers who have used your services within the last six (6) months. D. Capacity and credentials of your organization, including relevant experience in similar roles. E. A sample exhibitor kit with prices. Page 3

4 VIII. TIMELINE 15 December 2008 Submissions must be received at IAEE offices 16 January 2009 Presentations completed February 2009 Decision/Selection by IAEE IX. EVALUATION CRITERIA Proposals will be evaluated according to the following criteria: Responsiveness to the items listed in the RFP Capability of the service provider Credentials of the service provider Involvement as an IAEE member X. CONTRACT INFORMATION Contracting Agency: The International Association of Exhibitions and Events Direct proposals and questions to: Scott Craighead Director, Conventions and Events International Association of Exhibitions and Events (IAEE) Park Central Drive, Suite 308 Dallas, TX Phone: Fax: Page 4

5 Expo! Expo! IAEE s Annual Meeting & Exhibition RFP SPECIFICATIONS 8-10 December 2009 Atlanta, GA 7-9 December 2010 New Orleans, LA 6-8 December 2011 Las Vegas, NV Page 5

6 AREA SPECIFICATIONS Contractor Move-In 2-3 days Exhibitor Move-In 2 days Exhibits 1 day only Exhibitor Move-Out 1 ½ days Number of Exhibitors 265 to 325 Net Square Footage 38,000 to 43,000 nsf GENERAL Theme Show management will select a theme and welcomes active participation from the contractor in developing the design and color theme. Liability Insurance The contractor must agree to hold harmless IAEE against any claims and liability for wages, commissions or taxes incurred by it, its employees or agents for work done for the conference, and to hold harmless the association for any personal injuries or property damage claims that may arise from the conference. The contractor and the drayage or decorating organization selected by it must be completely insured against such claims and be prepared to submit a certificate of insurance and coverage. EXHIBITOR SERVICES: Exhibitor Assistance Exhibitor Pricing Floor Plans Service Center Service Manual Material handling Contracted installation & dismantle Other services as necessary Please provide competitive pricing and rate sheets (with your proposal) for exhibitor orders for all items and services offered. Original and any subsequent designs; include final designs with exhibitor names in booth spaces. All plans must reflect proper utility and column locations, clearance, fire hoses/cabinets and other relevant information. Plans must comply with local fire and safety regulations and have the approval of the hall and the local fire department or Marshall. Counters for approximately (10) appointed contractors includes chairs/barstools and wastebaskets Masking drape/carpeting as necessary Electrical as necessary Provide electronic files and links for all items and services offered. Page 6

7 Show Management Office (Exhibits) EXHIBIT HALL: Aisle Signs Banners Booths Carpet The contractor will provide upscale furniture, lighting, conference table, chairs and desk, as requested. Also, MIS/GEM walls, if needed. Custom designed signs with show logo - one for each aisle. Design will compliment the overall theme of the meeting. As appropriate for facility. Design will compliment the overall theme of the meeting Pipe/drape for each 10 x10 booth. Waste basket for each booth. (1) 7 x44 booth ID sign with company name, city, state and show logo for each exhibitor. Booth numbering on the floor with tape for each booth. Aisles: Includes all installation/removal, re-taping and cleaning as required. Colors will be determined at a later date. EXPO! EXPO! carpet logo to be provided at the main entrance to the exhibit hall. Other Areas: Includes all installation/removal, re-taping and cleaning as required. Area in front of show must be carpeted as well as the registration area. Cleaning Electrical Exhibitor Hospitality Suites Masking Drape Directional Signs Booth cleaning for each booth prior to show opening. Aisles Common Areas (dependent upon facility requirements) Final cleaning to facility specifications following move out. Note: Due to longstanding arrangement with outside vendor, selection of cleaning company/options will need to be reviewed and approved by IAEE. As necessary for association areas (signage, units, etc.) theme of the meeting. Provide upscale furniture, lighting, conference tables, chairs and desks, as requested, for 4 to 6 Suites. Include all areas as needed. A minimum of (10) one meter directional panels, designed to compliment the overall theme of the meeting. Copy to be provided by IAEE. Page 7

8 IAEE Pavilion VIP Lounge ASSOCIATION AREAS: Bookstore Member Services Cleaning Education Office Electrical emerge General Session IAEE Annual Luncheon Masking Drape Material Handling Press Room theme of the meeting. Provide the required furniture, accessories and signage. Approx sq. ft. theme of the meeting. Provide upscale furniture, lighting, conference tables, chairs and desks, as requested. theme of the meeting. Provide the required furniture, accessories and signage. Cleaning prior to and during show hours Final cleaning to facility specifications following move out Note: Due to longstanding arrangement with outside vendor, selection of cleaning company/options will need to be reviewed and approved by IAEE. Pipe/drape as necessary to define areas (6-10) draped tables for audio-visual equipment; handouts, other items As necessary for association areas (signage, units, etc.) theme of the meeting. Provide the required furniture, masking, accessories and signage. The contractor will provide floor to ceiling masking and skirting for a stage, carpeting if needed, and appropriate stage back drops and décor options. Design concept as well as equipment will be provided by the audio/visual supplier. Include all areas as needed. The contractor will select the drayage organization and must submit assurance that they will provide labor/drayage to handle the following: Registration Equipment Cyber Center Equipment Show Directories Show Management supplies and freight IAEE association supplies and freight, to include Bookstore, Member Services, TradeshowStore.com Pipe/drape as necessary (6-10) draped tables for audio-visual equipment; handouts, other items Page 8

9 Show Office PUBLIC AREAS: Art of the Show Ballot Boxes Banners Cleaning Cyber Center Directional Signs Digital Signage Entrance Units Electrical Exterior Décor Host Hotels Signage Lobby/General Photography Studio The contractor will provide upscale furniture, lighting, conference table, chairs and desks, as requested. Also, MIS/GEM walls, if needed. Display options for framed art pieces Signage/graphics/headers for promotion Area will compliment the overall theme of the meeting drop boxes with sponsor graphics for surveys As appropriate for facility Cleaning prior to and during show hours Final cleaning to facility specifications following move out. Note: Due to longstanding arrangement with outside vendor, selection of cleaning company/options will need to be reviewed and approved by IAEE. theme of the meeting. 2-3 locations possible. Provide kiosks for computers and the required signage. A minimum of (10) one meter directional panels, designed to compliment the overall theme of the meeting. Copy to be provided by IAEE. A minimum of (5) plasma or LCD screens, designed to compliment the overall theme of the meeting. Copy to be provided by IAEE. To the exhibit hall as well as the General Session. Bid should include electrical (if needed), and installation and dismantle. As necessary for association areas (signage, units, etc.) Recommendations for column wraps, window decals and other exterior options A minimum of (10) one meter directional panels, designed to compliment the overall theme of the meeting. Copy to be provided by IAEE. Recommendations for banners, signage and other design options Area designated for Member photos to include: back drape, lounge furniture, cabaret table and barstools. Page 9

10 Registration Summit Club Sponsor Spotlight Signs Sign Holders Work with IAEE to design Registration area that will compliment the theme of the meeting. Areas included, but not limited to, are: Registration Registration Self-Registration Fill-In Counters Badgeholder/Ribbon Pick-Up Registration desks with electrical Headers back-lit with copy Carpeting Pipe and drape and other design elements 10 x 20 hardwall office with locking doors Ropes and stanchions theme of the meeting. Provide upscale furniture, lighting, conference tables, chairs and desks, as requested. theme of the meeting. Approx. 4 to 6 panels with listings of sponsors to be located in a highly visible traffic area of the facility. (200) 22x28 (30) 28x44 Copy to be provided by IAEE. (50) Chrome Sign Holders (30) Tripod Easels (30) Pole Easels Page 10

11 Future Leaders Institute September 2009 West Palm Beach, FL 2010, 2011 Locations & Dates TBD Board Retreat September 2009 West Palm Beach, FL 2010, 2011 Locations & Dates TBD RFP SPECIFICATIONS Directional Signs A minimum of (5) one meter directional panels, designed to compliment the overall theme of the meeting. Copy to be provided by IAEE. Page 11

12 EXHIBITOR SERVICE COSTS (Contractor - please complete) Material Handling Common Carrier S/T Roundtrip O/T One-way O/T Roundtrip Atlanta Atlanta New Orleans New Orleans Las Vegas Las Vegas Van Line crated S/T Roundtrip O/T One-way O/T Roundtrip Van Line uncrated S/T Roundtrip O/T One-way O/T Roundtrip Small Package Furniture 8 Draped Table 6 Draped Table Side Chair Carpet (9 x10 ) Wastebasket 22 x28 Showcard Atlanta Atlanta New Orleans New Orleans Las Vegas Las Vegas Page 12

13 Labor Straight Time Overtime Double Time Atlanta Atlanta New Orleans New Orleans Las Vegas Las Vegas Show Management Costs Over & Above s Carpet Labor Signs Atlanta New Orleans Miami Page 13