APPENDIX A SPECIFICATION FOR THE PROVISION OF OFF-CAMPUS CONFERENCE AND EVENT PLANNING SERVICES REF: 2014RFP0037

APPENDIX A SPECIFICATION FOR THE PROVISION OF OFF-CAMPUS CONFERENCE AND EVENT PLANNING SERVICES REF: 2014RFP0037 RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 1

CONTENT PAGE 1.0 Background 3 2.0 Background to the Requirement 3 3.0 Scope of Contract 4 4.0 Venue Sourcing and Booking 4 5.0 Speaker Management 5 6.0 Abstract Handling 5 7.0 Programme/Project Management 6 8.0 Marketing and Promotion 6 9.0 Financial and Contract Management 7 10.0 Exhibitions/Trade Shows 7 11.0 Sponsorship 8 12.0 Registration 8 13.0 On-Site Management 8 14.0 Hotel/Accommodation Reservation 9 15.0 Ad-Hoc Requirements 9 16.0 ISPCAN Requirements 10 17.0 Administrative Requirements 10 18.0 General requirements 11 19.0 Invoicing Requirements 11 20.0 Complaints 12 21.0 Price 12 22.0 Environmental Considerations 12 RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 2

1.0 Background 1.1 The University of Calgary is a comprehensive research university, ranked one of Canada s top seven research universities, combining the best of longestablished university traditions with the city of Calgary s vibrant energy and diversity. 1.2 The University of Calgary campus occupies a beautiful, park-like setting covering more than 200 hectares, an area larger than Calgary s entire downtown. The University is home to scholars in 14 faculties (offering more than 100 academic programs) and more than 30 research institutes and centres. 1.3 More than 29,000 students are currently enrolled in undergraduate, graduate and professional degree programs. The University of Calgary has graduated 140,000 alumni over its 44-year history, including the Prime Minister of Canada, Stephen Harper and Canadian astronaut Robert Thirsk. 1.4 The University of Calgary has 2,761 academic staff actively engaged in research, scholarship and teaching in Canada and around the world, and more than 3,000 staff, making it one of the four largest employers in Calgary. The University produces an economic impact of $1 billion in the Calgary area alone. 1.5 Further information on the University of Calgary can be obtained on its website at www.ucalgary.ca. 2.0 Background to the Requirement 2.1 In the current economic climate there are increased pressures on the public purse; leading The University is on an ever increasing drive to seek best value in all spending. The weighted award criteria within Appendix B details how the quality element of the RFP will be evaluated. However, bidders should ensure that all elements of their response demonstrate a focus on value for money and a commitment to drive down costs throughout service delivery. 2.2 The University of Calgary currently utilizes the services of a number of Event Planners to provide the requirements listed in this document. This has led to inconsistent quality and availability of the required services. As such, the University of Calgary is looking to enter into a 2 year contract with an option to extend for three 12 month periods, with two or three Event and Conference Planning organizations. 2.3 The University of Calgary currently has an internal conference, meeting and special events department that organizes all on-campus events. On-campus is defined as any event held on or in any of the University s locations. 2.4 The University of Calgary currently spends approximately $200,000.00 per annum on 3 rd party Event and Conference Planners. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 3

3.0 Scope of the Contract 3.1 The Contract is for the provision of off-campus Event and Conference Planners for the University of Calgary. 3.2 It is the intention of the University of Calgary to award this contract to two or three suppliers. However, the University of Calgary reserves the right to award to more, less or no suppliers. 3.3 Successful suppliers will become the University of Calgary s preferred event and conference planning suppliers. It is the intention of the University of Calgary that only suppliers awarded preferred supplier status will service the University of Calgary with its event planning requirements as laid out in this document. 3.4 The University of Calgary will be free to choose any of the preferred suppliers to fulfil its requirement. It is the intention of the University of Calgary to give all preferred suppliers the opportunity to quote on all event and conference planning needs. The award of the business is then at the discretion of the University of Calgary project lead or liaison. Being awarded this contract and becoming a preferred supplier does not guarantee business with the University of Calgary. 3.5 The University of Calgary was recently awarded the prestigious XXI ISPCAN (International Congress on Child Abuse and Neglect, 2016 as detailed in Appendix D) conference. The vendor scoring the highest marks as result of this RFP will be awarded the contract to plan this event. 3.6 The University of Calgary currently has an internal conference meeting and special events department who are responsible for on-campus events and conferences. However, should the University of Calgary conference meeting and special events department be unable to provide the required service, the successful suppliers will be asked to quote on on-campus events. The University of Calgary conference meeting and special events department has first right of refusal on all on-campus events and conferences. 3.7 Should your organization be successful, all responses and costs submitted as part of this RFP will form part of the contract. 3.8 The evaluation of this RFP will be based on the ability of event planners to service the XXI ISPCAN International Congress on Child Abuse and Neglect conference. However, the response provided will be assumed to be the standard operating procedure for future events and conferences. 4.0 Venue Sourcing and Booking 4.1 The successful bidder(s) will be required to aid the University of Calgary liaison with the sourcing of appropriate venues. 4.2 A minimum of 3 venues which match the University of Calgary s venue criteria is to be presented to the University of Calgary liaison for consideration. 4.3 Booking of the venue and all that entails will be the responsibility of the event planner. Including, but not limited to: RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 4

Catering Security Meeting room assignments and allocation of space 4.4 The event planner is to negotiate the contract with the venue to ensure best value is obtained for the University of Calgary. 4.5 Any prior or current relationship the event planner has with employees of a venue that is being recommended must be made clear while presenting the venues to the University of Calgary liaison. 4.6 The event planning organization must ensure they have the required insurance to operate at the venue (obtained at the suppliers own cost). 4.7 All events held on campus must use the University of Calgary catering suppliers, University security and University audio visual department. 5.0 Speaker Management 5.1 The overall co-ordination and logistics related to the key note speakers will be the responsibility of the event planner. 5.2 Time management of all speakers to include the following: Ensuring the speaker arrives on time Ensure they deliver their speech on time and finish on time. Ensure the smooth transition from one speaker to the next 5.3 Arrange for transportation and accommodation of the key note speaker (and all the event speakers if required). 5.4 Ensure all speakers have all the relevant information required to arrive at the location on time. 5.5 Liaise with the speaker(s) to understand their audio-visual requirements and ensure that all the necessary equipment is available when required. 5.6 Issue speaker guidelines which must include detailed instructions. 6.0 Abstract Handling 6.1 If required, the event planner will be responsible for aiding the University of Calgary liaison to help attract additional speakers. 6.2 Review both on-line and paper abstracts. 6.3 Production of an abstract publication and agenda. To include speaker biographies, abstracts and photograph for publishing. 6.4 Prepare and issue accept and decline letters. 6.5 Manage the abstract collection process. 6.6 Implementation of an online abstraction solution, if required. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 5

7.0 Programme/Project Management 7.1 Prepare a comprehensive project plan and timeline. 7.2 To manage and co-ordinate any programmes during the events. 7.3 Determine the running order and show flow of all pre-arranged programmes and/or working sessions. 7.4 To determine the amount of materials required for any programs that require audience participation and arrange for the procurement of said material e.g. print material, signs etc. 7.5 Arrange for all appropriate audio-visual equipment to be available and tested to ensure it is functioning. 7.6 Ensure there are adequate numbers of staff to service the events. 7.7 Produce and distribute event orders. 7.8 Organize and manage social events. 7.9 Lead regular project update meetings with the University of Calgary liaison. 7.10 Manage the event space allocation and set up requirements. 8.0 Marketing and Promotion 8.1 The production of a marketing strategy will be required for large events where non-university guests will be invited. 8.2 General marketing material will be required for most events. The University of Calgary liaison will inform the event planner if marketing material is required. It is the responsibility of the event planner to provide recommendations on the type and amount of marketing materials required. 8.3 The procurement of marketing and promotional materials will be the responsibility of the event planner. 8.4 All proofs and pricing for marketing materials must be signed off by the University of Calgary liaison prior to any orders being placed and be in line with the University of Calgary brand identity. A record of this authorisation must be kept. 8.5 Content and delegate pack design and production, including badge production. 8.6 Development of event websites with on-line registration and payment facilities. All transaction charges must be made clear to the University of Calgary liason. 8.7 Design and production of event content in coordination with the University of Calgary marketing team and brand identity e.g. PowerPoint, videos and graphic animations etc RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 6

8.8 The event planner must liaise with the University of Calgary marketing team to confirm the correct branding is being used. 8.9 The management of email marketing systems and the distribution of electronic event information via email management system. 9.0 Financial and Contract Management 9.1 The University of Calgary liaison will provide the event planner with a total budget for the event. It is the responsibility of the event planner to manage this budget and provide a full audit trail of expenses that can be reconciled against the original budget once the event has been completed. 9.2 Once presented with the total budget the event planner will be expected to present a full budgetary breakdown of where the he/she feels the budget should be spend giving the reasons why, if applicable. 9.3 All contracts entered into on behalf of the University of Calgary with 3 rd parties are to be managed by the event planning company. Contract management includes, but not limited to, the following: Paying the vendor Ensuring all goods are expedited Manage the relationship Manage all administrative requirements 9.4 As per section 19.2 of this document all 3 rd party vendor invoices should be supplied to the University of Calgary liaison for review and approval. The true invoice cost must be shown on the invoice and any rebates received by the event planning organizations must be declared. 10.0 Exhibitions/Trade Shows 10.1 The University of Calgary will have requirements for off-campus exhibitions/trade shows. As part of this requirement the event planner will be required to aid in the selection of exhibition spaces. 10.2 Exhibitor guidelines are to be produced by the event planner and approved by the University of Calgary liaison. 10.3 The event planner is required to produce and issue exhibitor guidelines with necessary order forms. 10.4 If required, the event planner will be responsible for the sale of and allocation of booth spaces. 10.5 The co-ordination of booth services, invoicing and the co-ordination of set up and dismantling of the exhibition. 10.6 Event, exhibition and conference design and production, including stage and booth design, build and installation. 10.7 Management of the production and supply of exhibition and conference graphics and display systems. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 7

10.8 Sourcing a show service company, if applicable. 10.9 Co-ordination, ordering materials and managing the relationship of the show services company. 11.0 Sponsorship 11.1 The requirement to identify, acquire and develop sponsorship opportunities is to be discussed with the University of Calgary liaison. 11.2 Developing sponsorship guidelines in line with University of Calgary policies and procedures. 11.3 Management and co-ordination of sponsors. 11.4 Ensure payment and/or collection of sponsorship fees in a timely manner. 11.5 Marketing and delivery of sponsorship opportunities. 12.0 Registration 12.1 All elements of registration are to be administered and managed. To include, but not limited to, the following: On-line, on-site, paper, and telephone registration Collection and reconciliation of registration fees Statistical reports on numbers, breakdown of attendees, total fees etc. Name badges Distribution of name badges to guests upon arrival Branding (in line with established University brand) E-commerce capabilities 13.0 On-Site Management 13.1 The successful event planners will be required to procure all services necessary at events and manage 3 rd party suppliers. This must include all print and materials required for each event. 13.2 Ensure all guests are directed to the correct area. 13.3 Deal with any complaints or issues guest s may have. 13.4 Manage the speaker programme with regards to timings and schedule. 13.5 Ensure the venue is left as per the contractual arrangement. 13.6 The provision of and management of all IT and audio visual equipment will be the responsibility of the event planner. 13.7 Provision of on-site resource to manage and co-ordinate events. 13.8 Provide the adequate staffing levels for size of the event and ensure the staff are adequately trained and understand their roles. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 8

13.9 Prepare and issue and production schedule. 13.10 All health and safety matters. 14.0 Hotel /Accommodation Reservation 14.1 The event planner, in conjunction with the University of Calgary Liaison, is to provide hotel options (including description information and rates) to staff, speakers and guests. 14.2 An option of arranging bookings for speakers and guests should be available. 14.3 The successful event planner(s) must have the ability to manage group bookings (should a number of guests arrive from one organization) and room allocation for staff, guests and speakers. 14.4 Transportation to and from the hotel to the event, if required. 14.5 Arrange for public transport tickets, if applicable. 14.6 Any kick backs (e.g. free room nights, reward points etc.) from the hotels or accommodation provider must be declared and made available to the University of Calgary. A failure to disclose any additional services or rooms offered by hotels or accommodation providers could lead to the termination of this contract. 14.7 Room block management and the management of concessions and upgrades (both of which should be fully disclosed to the University of Calgary liaison). 14.8 Hotel contract negotiations and implementation. 14.9 The Hotel Alma is the University of Calgary s on site hotel and should be used as the first option for accommodation for on-site events. 15.0 Ad-Hoc Requirements 15.1 Ad-hoc requirements are to include, but not limited to, as follows: Event photography Event production (technical services) Interpretation and translation services, Post production video editing Security provision Transcription services Organisation and management of various social programme activities e.g. opening and closing ceremonies, gala dinners etc. Manage the arrangement of participant s programmes and pre and post congress events Post event management and follow up 15.2 Scripting and emcee instructions, if required by the University of Calgary liaison. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 9

16.0 ISPCAN Requirements 16.1 The full details of this conference are provided in Appendix D. 16.2 The venue for the conference is the Telus Convention Centre in Calgary and is to be held in 2016. 16.3 The majority of the evaluation criteria listed in Appendix B will be based on the delivery of this conference. 16.4 The pricing schedule provided in Schedule C should be based on delivering the ISPCAN conference. The figures provided will be used as a guide for future University requirements as well as the basis for awarding the contract to plan this event. 16.5 Telus Convention centre will require the event planner to have $5m general liability insurance. The vendor awarded this contract will be required to provide proof of insurance PRIOR to commencement. 16.6 There are no sponsorship requirements for this event. 16.7 The total number of estimated delegates is 1200. Prices submitted in the pricing schedule should be based on this figure. 16.8 Based on an attendance of 1200 the estimate revenue is $950k and the estimated expenditure is $800k. 16.9 There is estimated to be 1 plenary session planned for each day of the conference and two lunch presentations for each day of the conference. 16.10 There will are a number of other academic speakers planned for the conference. The majority of these will be selected through the usual scientific review process. 16.11 The estimated number of events is 25-30. 16.12 Abstract handling will not be required. 16.13 The successful event planner must be able to attend regular update meetings as and when required. These meetings will be attended by delegates from the University, ISPCAN and Telus. The event planner should be prepared to present to the attendees of these meetings. Please note: no expenses will be paid for attending these meetings. 17.0 Administrative Requirements 17.1 A full audit trail of all 3 rd party expenses will be required by the University of Calgary for each event. This is to include, but not limited to, the following: Evidence of quotes and sign off by the University of Calgary liaison for additional goods or services required for an event Reports detailing all expenses incurred by the vendor e.g. marketing material, printing etc. Sign off documents for all expenditure through third party vendors RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 10

17.2 At the conclusion of each event a brief report detailing the successes and areas that could be approved will be required. 17.3 The University of Calgary liaison will require a single point of contact once the planning stages for an event have begun. 17.4 Unless otherwise stated by the University of Calgary Liaison, all payments to third party suppliers (e.g. marketing material providers) are to be paid for by the event planner. The event planner is then to re-invoice the University of Calgary in line with the contract resulting from this RFP. 18.0 General Requirements 18.1 The successful event planner will be required to work closely with the University of Calgary liaison or organizing committee. The event planner must be available for progress meetings as and when required. Please note that no event planner expenses will be paid as part of this contract e.g. travel cost, hotel rooms, travelling time. 18.2 The event planner will be responsible for all aspects of the organisation of all events and conferences unless otherwise specified. 18.3 If volunteers are required as part of the event, the event planner must look to University of Calgary students and staff before engaging with other volunteers. 18.4 Event planners working on the University of Calgary events must be full time employees of that organization. No contractors or associate planners are to work on University of Calgary events unless the event is run with little or no notice. Should that be the case the associate planner or contractor must be pre-approved by the University of Calgary. 18.5 Assist and/or advise the University of Calgary liaison on the need to obtain cancellation insurance. 18.6 If the planning of an event begins prior to the end date of this contract the event planning organization should continue to provide event and conference planning regardless of the date of the conference. 19.0 Invoicing Requirements 19.1 No invoice is to be submitted to the University of Calgary unless there is a valid Purchase Order quoted. Failure to provide the correct P/O number will delay payment. 19.2 Invoices should contain or list the following as a minimum: P/O number Description or service provided A clear distinction between services provided by the event planner and those provide by 3 rd party suppliers Quotes or invoices from 3 rd party suppliers are to be attached to the main invoice RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 11

20.0 Complaints 20.1 It is the responsibility of the event planner to deal with all complaints with regards to the event itself, the venue or any aspect of the event. 20.2 The event planner must provide a list of all complaints to the University of Calgary liaison along with how the complaint was resolved. 20.3 Depending on the nature of the complaint and the number of complaints a list of recommendations on how to avoid a repeat of the complaint is to be provided to the University of Calgary liaison. 20.4 Any complaint made direct to the University of Calgary will be forwarded to the Contractor within 10 calendar days. 20.5 The Contractor shall meet with University of Calgary liaison, as soon as is practical, to discuss and resolve any complaint made. 21.0 Price 21.1 Vendors are requested to complete the pricing schedule shown as Schedule C for the planning of the XXI ISPCAN International Congress on Child Abuse and Neglect. 21.2 The pricing schedule details the main areas that require pricing. However, a detailed list of what is included in the quote for each of the sections listed should be completed. 21.3 The pricing is to EXCLUDE all 3 rd party supplier requirements e.g. marketing material, transportation etc... the price is to cover the services provided by the event planner only. 21.4 The University of Calgary will not pay any expenses to the event planner with regards to accommodation for the event planner or their team, transportation costs, meals, flights etc. All supplier expenses (this does not include payments to third party suppliers for marketing materials, hotel rooms for speakers or guests etc) are to be included in the overall price. 21.5 The costs listed in the pricing schedule will form part of the contract. 21.6 Any additional charges (excluding 3 rd party vendor cost s) must be listed in the pricing schedule. 21.7 The two or three successful suppliers will be asked to quote for future requirements. Quotes will be based on the requirement given at the time. The University of Calgary project lead will then decide which event and conference planner to use based on the quotes. 22.0 Environmental Considerations 22.1 The event planner must make every effort to source environmentally friendly or sustainable materials for events e.g. only use recycled or FSC certified (or equivalent) paper, sustainable methods of transport, sustainable accommodation etc. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 12

22.2 The successful supplier will be expected to adhere to the University of Calgary s environmental policy. The policy can be found at http://www.ucalgary.ca/fmd/files/fmd/sustainability%20policy.pdf. 22.3 Sustainable waste removal from all events, conferences, trade shows etc is the responsibility of the event planner. RFP # 2014RFP0037 OFF CAMPUS CONFERENCE AND EVENT PLANNING SERVICES PAGE 13