PROJECT SCOPE. Pre- Event Management Undertake site visits as required and assess venue facilities and services (ONE for 2015 venue in Houston)

Transcription

1 NACCE Conference Producer NACCE is seeking a seasoned non- profit events producer to plan and execute their 2015 annual member conference October th in Houston as well as secure a site for their 2016 event. The conference producer is a critical role that enables NACCE to achieve its mission of creating economic vitality through entrepreneurship. The National Association for Community College Entrepreneurship (NACCE) is an organization of presidents, educators and administrators focused on inciting entrepreneurship in their community and on their campus. NACCE has two main goals: 1. Empower the college to approach the business of leading a community college with an entrepreneurial mindset; and 2. Grow the community college s role in supporting job creation and entrepreneurs in their local ecosystem. PROJECT SCOPE The goal of this contract is to design and flawlessly execute a conference in 2015 that will positively reflect on the NACCE brand and wow the conference attendees who include members, potential members, funders and partners. This contract will also include site selection for the conference in The following details the many activities required to produce a conference but is not inclusive of all activities. It is expected the producer will have a hands- on approach and get it done. Project Management Edit existing event timeline and communicate to all stakeholders Overall project management of event timeline to ensure all deliverables are understood and executed Chair weekly core team meetings Produce and distribute weekly meeting minutes, itemizing any to- dos and follow- up Financial Management Stay within budget Provide updates and forecasts as estimates and actuals are received Provide detailed final budget containing actuals within 30 days of the event Pre- Event Management Undertake site visits as required and assess venue facilities and services (ONE for 2015 venue in Houston) 1

2 Arrange and confirm details for VIP rooms, meeting rooms, and banquet room sets, including A/V equipment and F&B Monitor attendee arrivals, departures and manage flow of attendance of all functions Coordinate distribution of shipped materials to the appropriate locations Be designated liaison for 2015 hotel CSM and NACCE for all communication and details for a successful event Create Exhibit Hall layout and coordinate move- in/move out times per hotel contract Create detailed staffing plan for day by day onsite execution Develop detailed Show Flow document with NACCE for General Session room Assist /manage shipping of conference documentation to hotel (to include sponsor and exhibitor materials) Coordinate monthly call with local conference committee Coordinate setup of conference office and registration/hospitality desk Tours Research and provide educational and recreational tour options for attendees while onsite for 2014 event. Contract and negotiate finalized options pricing. (to include but not limited to transportation) Provide full description of tours with pricing for registration website Work with venue coordinator to ensure smooth delivery of the tour for attendees. This includes: ongoing Communication of registered attendees to venue coordinator and assigned NACCE staff person Coordinate to have at least one NACCE staff person to be at tour site to help facilitate the tour and handle any crisis that may arise. Visit/Meet with Tour Venue Coordinator while doing site visit. On- site Management Vendor to bring a team of at least 4 persons (including the Conference Producer) onsite Assign appropriate number of staff/volunteers to support onsite fulfillment requirements Manage onsite logistics and operational aspects with hotel CSM/NACCE to ensure first class event Creation and distribution of welcome letters at hotel check- in Coordinate and execute bag stuffing of conference documentation and exhibitor/sponsor materials Distribution of conference documentation Signage, seat drops Organize and manage VIPs (Board Members/Keynote Speakers) to include hotel rooming assignments, amenities and any special requests needed Meeting room management including room sets, A/V, food and beverage, etc. Point of contact for 2015 Hotel CSM 2

3 Food and Beverage Management Create detailed event specifications and send to hotel Confirm and coordinate all food and beverage with hotel contact Provide initial/final guarantees Review banquet event orders to ensure accuracy On event days, oversee room set- up and décor and monitor all food and beverage functions general session, VIPs, etc. Housing Services Manage room block with hotel Provide hotel confirmations by Distribute weekly housing reports Submit housing requirements for staff and speakers as required to hotel and closely monitor room block Be point of contact for hotel rooming pickup Manage and provide NACCE Team with weekly room block updates beginning the first week of July Review number of rooms reserved prior to cutoff date of September 19th to ensure NACCE s financial responsibility is not compromised Provide overflow hotel options, negotiate room rate, provide all information needed for website update, research and contract transportation, if needed Supplier and Equipment Management Research and negotiate pricing for all necessary vendors A/V, printing, event giveaways, lanyards, photographer Schedule pre- conference meeting with hotel and selected vendors Manage creation of event designs and visuals Establish and manage a production lead- time schedule Produce signage and graphics Manage travel and transportation Coordinate all telephone, computer, and equipment requirements Schedule pre- conference meeting with hotel and selected vendors Post Event Management Conduct post- conference meeting with hotel Reconcile final supplier invoices Conduct post- conference meeting with NACCE to review pros and cons of 2015 event for improvements for 2016 event Review final 2015 hotel bill to ensure accuracy and fulfillment of contract Keynote Speaker Management 3

4 Overall speaker management to include collection of necessary materials for each presenter (bio, picture, PPTs) by deadline and enforcement of standards for presentation formats and materials Onsite responsibility for meeting and greeting speakers Development of speaker/panelist packs for moderator/mc introductions Schedule/Manage onsite rehearsal schedule and run throughs Coordination with Audio Visual and presenter(s) to ensure all presentation components are understood and flawlessly executed VIP Sessions Manage any onsite logistical details for VIP meetings assign rooms, offer F&B selection, catering staff needed, room set up Venue Sourcing and Hotel Contract Execution Gain understanding of the event and propose suitable locations and venues Recommend Tier 2 cities in the north for the 2016 conference Partner with VP, Membership & VP, Marketing, Sales and Meaningful Collisions to create short list of viable conference cities Prepare RFP and submit to hotel reps for 2016 venue options it is preferred that we takeover most of a facility Document all options with recommendations in spreadsheet for discussion and decision on venues to do site visits. Should include a year over year comparison with current Houston hotel. Vendor should have a point of view on where we have site visits. Collect hotel proposals for the final (3) options for 2016 venue Visit the finalist sites for feedback on venue and hotel staff Negotiate/ finalize hotel contract with hotel to include concessions, desired room rate, low F&B costs per meal Minimize NACCE liability through customized contracts that benefit NACCE and our attendees Follow through with venue to ensure fulfillment of contract Establish room blocks with the hotel which minimize exposure to attrition Vendor Requirements Established vendor with at least 3 clients 10+ years in non- profit event planning for events over 300 people Detail oriented and strong project manager Effective negotiator Technology savvy Strong customer service skills 4

5 Self- starter who works through problems creatively and implements solutions Some experience in corporate preferred RFP Requirements Please submit the following to with the Subject Line: NACCE Conference Producer Overview of professional experience related to event planning Client list List of events produced Event title, organization, city, number of attendees Sample project plan Detailed Bid 3 clients references Name, title, organization, and phone number 5