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SUMMARY AND BACKGROUND Conway Events 4 5 6 7 8 9 11 12 CONTENTS Summary and Background Host Responsibilities Proposal Guidelines Corporate Hospitality Other Host Requirements Host Entitlements Services Provided Program and Dates Conway Events, a division of Conway, has organized specialized economic development events for more than five decades. Since 1954, Conway has been the world s only full-service agency in the global corporate investment industry. Conway provides the world s most comprehensive offering of services related to domestic and international corporate investment and expansion. Our integrated services meet the needs of government agencies seeking to attract investment as well as companies planning international expansion. Each Conway event has its own specific purpose, but common to all is the objective of facilitating economic development through knowledge gained from first-class, corporate-led programs, networking and peer-topeer shared best practices. Our decades of services include: International Investment conferences and events, such as:» The World Forum for Foreign Direct Investment» The Great States Investment Summit» The Grow Abroad Summit» The TrustBelt Conference» The Global Super Projects Conference» World Development Federation» CoreNet Global (formerly IDRC)» Industrial Asset Management Council (IAMC) FDI and economic development public training workshops and seminars, held worldwide, open to all IPAs and EDOs Tailor-made economic development training seminars for a specific location, hosted by a local organization The TrustBelt Conference The TrustBelt Conference is an annual conference exclusively focused on the redevelopment of the former US Rust Belt. This conference brings together the corporate decision makers, site consultants and economic development agencies who make location and investment decisions so vital to this region. Each year the Forum highlights the Host as a premier destination for FDI investment and business. 3
HOST RESPONSIBILITIES PROPOSAL GUIDELINES Conway Events is currently accepting proposals to host the 2018 TrustBelt Conference. The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria outlined herein, and select the candidate organizations who best fit the requirements. Proposals will be accepted until 17:00 Eastern Standard Time on Friday, 13-October-2017. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. Winning bidder will receive a binding contract upon notification of selection. At that time, contractual terms and conditions will be negotiated. All contractual terms and conditions will be subject to review by Conway and will include project scope, budget, schedule, and other necessary items pertaining to the project. Venue Reccomendations Host cities must undertake to cover the following required costs: US$110,000 host sponsor fee Identify potential venues for conference and associated receptions. Conway will be the final decider on all venue selections. Sponsor should take into account the following considerations: Accessibility and travel time from major public airport Notable landmarks/projects Tourist appeal Proximity to industrial center Conference Venue It is preferred for the conference meeting facilities and accommodations to be located within the same property. If conference venue is not a hotel, venue must be located within walking distance from a four-tofive-star hotel property. The hotel must be able to accommodate a minimum of 100 guest rooms per night with an acceptable room rate range and offer competitive room rates with local hotels for accommodation rates and VIP special accommodation rates. An extensive hotel bidding process will be conducted by Conway to determine eligibility. Sponsor should take into account the following considerations: Accessibility from conference facilities to natural light and/or outdoor space. 5 One Welcome Reception Room able to accommodate standing reception format for 200 guests, buffets and/or stations for food & beverage service and minimal audio-visual for the opening evening. Amount of conference rooms required: Registration Area able to accommodate up to four (4) sixfoot registration tables. Ideally located in the general session prefunction foyer. Audio-Visual Exhibition Area able to accommodate ten (10) ten-foot exhibits and displayed food & beverage for AM break and PM break with networking. Ideally located in the general session prefunction foyer. One General Session Room able to accommodate 250 guests in crescent rounds, large stage; adequate room for rear-screen projection and extensive audiovisual. Staging two stair cases on opposing sides, screen (dual) 16:9 wide-screen format, live image magnification (IMEG) video feed on one screen, backlit LCD projector, podium, lavaliere microphones x8, handheld microphones x2, stage wash lighting, floor monitor, plasma screens, plus additional required audio-visual elements. Breakfast & Lunch Room able to accommodate full rounds of eight to ten seats per table up to 200 totals, buffets and/or stations for food & beverage service and small stage and minimal audiovisual. One Staff Office small room centrally located to the meeting room. Able to accommodate up to ten in boardroom seating with extra room for two (2) six-foot tables supplies and food & beverage display. One Storage Room small vacant room that can securely lock. Conway staff to receive keys.
CORPORATE HOSPITALITY OTHER HOST REQUIREMENTS Hospitality opportunities can include: Identify and assist in inviting locally-based large companies and investors in your area. Support and/or launch your own event promotion Social Media campaigns. Secure a letter of endorsement from the leader of local government or a senior government official in your region. Provide a list of relevant publications and/or online media in the local area. Assist with the planning of preconference site familiarization trip for Conway staff. Provide the below information to further Conway efforts around market research on the target groups for the conference marketing campaign: The companies investing most into your location Welcome Reception on the eve of the first day of the conference. Own the Night Reception & Dinner on the evening of the first day of the conference (sponsored). Own the Night Reception & Dinner on the evening after the final day of the conference (sponsored). Venues for these networking events should highlight host destination s best features. We would recommend venues that: Are unique and leave a lasting impression. Are close to delegate accommodation (less than five-to-eight-minute drive). Are close to main conference venue. Have outdoor space (if weather appropriate). Have historical or local appeal. Able to accommodate 200 people comfortably for both standing reception and seated dinner. Conway will coordinate these events with the host and respective sponsors. Site Visits And Tours Host Sponsor may opt to conduct site visits and tours of local industry locations and areas of interest. This is reliant on the program allowing for time and will be fully funded at expense of the host. Site visits should take place the day prior to the first full conference day. We would recommend: Tours take place in the local area to avoid lengthy transit time. Lunch and refreshments are provided allowing for networking time. Tours are kept varied and across industry sectors. Tours finish in time for guests to attend the Welcome Reception. 7 Recommend speakers, and assist in introductions, from corporations based in the area. Identify recommendations for local venues, various suppliers and/or vendors. Work with local media on a media campaign. Investors already in your location and their suppliers Identify area attractions and venues of interest for off-site tours, sector tours and/or members spouses, if desired. Local companies which have expanded outside of the local area Fully plan, facilitate and provide payment associated with off-site tours, if desired. Regions/countries which you are strategically targeting. Business organizations, including banks, across your location Help Conway to understand the relevant importance of all local and regional stakeholders. Support and/or launch your own event promotion marketing email campaigns.
HOST ENTITLEMENTS Host, including other entities that may comprise a host sponsor coalition, is privy to the following entitlements: Keynote Welcome Address from senior Government official, of up to 10-minutes to all participants at the beginning of Forum. The exclusive sponsorship of the Welcome Reception Recognition from the podium throughout the conference. The opportunity to make brief remarks during the Welcome Reception A Host Sponsor pull-up banner displayed at the Welcome Reception with the Host Sponsor logos. Recognition on sponsor signage during the full conference Opportunity to nominate corporate investors to participate in the conference panel sessions as speakers. Full access to speakers and delegates during the event, and the delegate list with full contact details will be provided within seven days after the close of the conference. Conway will publicize site tour to all delegates, and take responsibility for arranging the group of delegates to attend. They will ensure that this group includes approximately 10 corporate attendees. Conway will provide the list of tour attendees for host prior to the tour. Host will take full responsibility for all site tour organization and costs, including transportation, catering, activities, etc. In addition, Host must advise Conway, at least one month in advance, of any maximum limits to the number of attendees, as well as any dress or behavioral requirements of the attendees in advance (i.e. no high heels). Host Sponsor will be provided one (1) designated exhibit booth or display table location near the main meeting room to display and promote their local area and display marketing materials. Conway will provide tables and reasonable equipment to support the display requirements Listed in the TrustBelt monthly E-Newsletter. Logo will be featured: Receive ten total complimentary registrations. These may be used for personnel, or for Host Sponsor guests. Badge indicator will be provided. In targeted promotional literature Host is responsible for registering each of their attendee s details via event website in advance of the event. No complimentary registrations will be granted onsite. In Conway social media campaigns Complimentary entry for two representatives to attend the 2017 TrustBelt conference (travel and accommodations not included). Opportunity to host site tours with foreign investors, to take place one day prior to the start date of the program. On the dedicated event website In an advertising section and profile in the delegate handbook, which is distributed to all delegates and speakers. Other sponsors will have one page, but the host sponsor will have the inside front cover spread. On the main screen and stage banner in the Forum auditorium On all conference signage around the conference venue Informative tours of industrial facilities in operation at the site. 9
SERVICES PROVIDED PROGRAM & DATES Conway undertakes to produce the 2018 TrustBelt Conference including: Negotiation and contract of all venues and suppliers. Topic selection, research and program development. If required, Conway will manage the Hosts invitation lists, and will send out invitations and follow-up. The confirmed date is to be finalized subject to dates of other conferences taking place in the region. This is a two-and-a-half to three-day program scheduled for the year of 2018 incorporating networking and hospitality in the form of receptions and dinners, and potential site/tourism visits. The two-days of conference sessions will focus on headline speakers from expanding companies, across various industry sectors and functions. Recruitment and contracting of all speakers to include all research, identification, approach and confirmation of arrangements and logistics. Accommodation arrangements for speakers. Laise with the host sponsors to maximize opportunities and information regarding the speakers and delegates, and will assist with arranging meetings, if requested. Sponsor invitation lists including distributing invitations and follow-up. The pre-planning, production and onsite event delivery. Planning and organization of related evening networking events, such as receptions and/or dinners. Evaluation, selection and coordination of conference venues. Conduct preparatory familiarization site visits to the host location for venue selections and negotiation. Marketing Campaigns to include: Dedicated event website Constant social media campaigns Electronic brochures and hard copy brochures REQUEST FOR PROPOSAL TIMELINE Wednesday, 15-November-2017 Market Research and recruitment campaigns All proposals in response to this RFP are due 17:00 Eastern Standard Time. Event advertisements in selected press Thursday, 16-November-2017 to Friday, 15-December-2017 The pre-planning, production and onsite delivery to include: Evaluation of proposals conducted. Website registration of attendees Friday 15-December-2017 Onsite and front of house arrangements registration, badge distribution, delegate packs, control of the organization and production of the run-of-show. The selection decision for the winning bidder will be made no later than this date. Coordination of technical facilities and requirements. Audio visual system presentation integration. Client post-event communications and evaluation. Monday, 18-December-2017 Notifications to bidders who were not selected will be completed by this date. CONTACT INFORMATION Conway, Inc. Phone: (+1) 770-446-6996 11
6625 THE CORNERS PARKWAY SUITE 200 PEACHTREE CORNERS, GA 30092 770.446.6996 ATLANTA LONDON KUALA LUMPUR NEW YORK AUCKLAND NASHVILLE BERLIN MUMBAI