REQUEST FOR PROPOSAL (RFP) CONFERENCE MANAGEMENT SERVICES US Composting Council January 3, 2012 Submission Due Date: February 3, 2012 Submit To: uscc@compostingcouncil.org cary.oshins@compostingcouncil.org
INTRODUCTION The US Composting Council (USCC) holds an annual Conference and Trade Show in January of each year, and is seeking a Conference Management company to oversee this event. About the USCC: The US Composting Council (USCC) advances composting and promotes compost use to enhance soils and provide economic and environmental benefits for our members and society. The USCC provides support for generators of organic residues, compost producers, policy-makers, regulators, professionals and product users for the purposes of advancing the industry. The US Composting Council is involved in research, training, public education, composting and compost standards, expansion of compost markets and the enlistment of public support. The USCC provides resources, educational materials, training, networking, and career advancement opportunities for professionals and all those affiliated with the composting and organics recycling industry. USCC members include compost producers, marketers, generators of organic residues, policy makers, regulators, equipment manufacturers, product suppliers, academic institutions, public agencies, nonprofit groups and consulting/engineering firms. About the Annual Conference: The USCC s Annual Conference and Trade Show is the largest conference and exhibition for the composting, wood waste and organics recycling industry in North America. This is the the premier event of the Composting and Organics Recycling industries, providing industry professionals with educational, networking, and career advancement opportunities. Primary Contact: Cary Oshins, Conference Coordinator phone: 631-737-4931 Direct: 484-547-1521 fax: 631-737-4939 cary.oshins@compostingcouncil.org CA Office: 135 Chrystal Terrace, Santa Cruz, CA 95060 Main Office: 1 Comac Loop, Suite 14B1, Ronkonkoma, NY 11779 www.compostingcouncil.org ANNUAL MEETING SPECIFICATION(S): Event Name: United States Composting Council Annual Conference and Trade Show Date: Annually last week of January, Monday to Thursday Location: Rotating Orlando, Fl (2013), California (2014) and Texas (2015) Headquarter Hotel(s): Buena Vista Palace, Orlando, FL (2013); 2014 and 2015 to be determined Anticipated Total Participants: 800-1200 Anticipated Peak Room Nights: 500 Anticipated Total Room Nights: 1500-2000 Pre-Conference Workshops Up to 12, between 10 and 100 attendees each
Number of Breakout Sessions: 4 Special Events Exhibitors 100-140 Receptions Exhibitors: 400-500 attendees Zero Waste 250-300 attendees Awards luncheon 200-300 attendees Board Meetings & dinner Sunday prior to conference; dinner for 25-30 attendees offsite Equipment Demonstrations Up to 25 vendors and 40 pcs of equipment at an offsite location, attended by up to 400 USCC Roles Services requiring vendor(s) for the conference of which USCC will contract and completely manage will include: graphic design, signage, program development and printing, mailing services, exhibition, hall layout and population, and registration and communication with attendees and exhibitors. USCC will: Determine conference content including conference theme, tracks, presentations and keynote speakers. Initiate and maintain communication with conference attendees, workshop presenters and speakers. Design and maintain conference websites. Solicit speakers and workshop presenters. Solicit exhibitors. Solicit conference sponsors. REQUEST FOR PROPOSAL The successful RFP will contain the following elements: Overall Account Management Hotel Negotiation and Contract Analysis Logistical Management Supplier Sourcing Management On-Site Conference Management Post-Conference Reporting ACCOUNT MANAGEMENT The Conference Management Company (CMP) will provide a National Account Manager and a Meeting Event Manager assigned for the respective services. These two individuals will work directly with the USCC Executive Director and Conference Coordinator. The National Account Manager will assume overall responsibility for customer satisfaction and execution of all contracted services. HOTEL NEGOTIATION AND CONTRACT ANALYSIS The CMP shall:
Assist in identifying and negotiating with conference locations. NOTE: The 2013 location has already been selected and contracted. Manage all agreement(s) and room block management issue(s), including date change(s), block change(s), function space change(s), cancellation(s), etc. Track room reservation pace, negotiate room block adjustment(s), and secure additional hotel(s) as needed. Conduct complete room pick-up audit(s) to insure maximum room pick-up credit. LOGISTICAL MANAGEMENT: PRE-CONFERENCE PLANNING The CMP will be responsible for the preliminary planning (non content) related aspects including: Assist USCC with the formulation of a detailed budget estimate relating to all related costs of which the company is coordinating. Create a time line using company computations with USCC feedback which will depict the milestone activities necessary to orchestrate a successful conference. Communicate, confirm, and coordinate logistical components to the contracted hotels and contracted suppliers. Assist with function space assignments. Prepare detailed specifications for direct conference activities at the contracted hotel. Request appropriate facility staffing levels to successfully meet the needs of the conference. Coordinate with hotel function space change requests and revisions. Manage communication and logistics of exhibitor drayage, electric and other needs Proof Hotel Event Orders to insure they accurately reflect USCC requests and needs. Assist with or conduct one (1) pre-annual Conference planning meeting at the (location to be determined) as requested by USCC inclusive of up to 3 days of travel with USCC Meeting and Event Staff. Provide food and beverage consultation and negotiations on in-house events: o food and beverage menus and associated cost(s); o calculate food and beverage guarantees; o make food and beverage menu suggestions; o arrange for food and beverage tasting as required; o determine food and beverage layout, seating and room configurations; o proof Banquet Event Orders to insure they accurately reflect USCC requests and needs; o reconcile all food and beverage related invoices for which USCC activities are coordinated by management company o determine options for off-site board dinner. Manage the RFP process for ancillary supplier(s). Establish Master Billing Procedures with facility(ies) and vendor(s). Prepare detailed specifications for direct conference activities at off-site venues,as specifically identified. POST-CONFERENCE MANAGEMENT The CMP will be responsible for the post-conference (non content) logistics including: Receive, organize, and review conference hotel and supplier invoices, reports, and other relevant
information for all suppliers. Research discrepancies and request changes before presenting bills to USCC for final review. Develop a complete post-conference report(s), including room reservation pace summaries, contracted block versus actual pick-up summaries, total guest revenue, cover count guarantees versus actual meals consumed, and total food and beverage revenue reports. Prepare budget history report detailing services provided and contracted along with all associated fees. SUPPLIER SOURCING MANAGEMENT The CMP will help determine supplier needs for USCC and recommend the most appropriate suppliers to assist in producing the desired event experience at a valued price. As the agent of record, the CMP will negotiate contracts and help manage these suppliers through advanced logistical process to onsite program through final billing to insure a positive overall experience. The CMP shall: Work with USCC to review conference objectives and specific needs to recommend the best vendor options. Develop and distribute to appropriate vendors a detailed RFP for services. Prepare a competitive survey grid. Recommend vendor(s) for meeting related services; Work with vendor(s) to negotiate and prepare contracts for client signature. Manage vendor(s) through the planning process, including onsite (if applicable). Review and reconcile bill(s) of all vendors. Manage other services requiring vendor(s) that may include: o ground transportation o decorator service(s) o audio-visual equipment o photography o off-site events ON-SITE CONFERENCE MANAGEMENT The CMP shall: Support on-site registration including handing out conference tote bags, programs, name tags, etc. Onsite registration for those who are not pre-registered Support speaker concerns with AV equipment. Ensure AV equipment is operational for all general session events. To support on-site management, the CMP shall provide at a minimum: 3 Registrations Staff Assistants* 1 Conference Manager *Registration staff may be outsourced through another resource based on overall cost of services.
POST-CONFERENCE REPORTING Within three (3) months of the end date of the conference, the CMP will: Prepare written assessments of the conference pertaining to all aspects of services supplied by the CMP Provide recommendations for future changes that would enhance the experience in terms of increased real or perceived value, return-on-investment, and reduced costs for participants and/or USCC. All such post-convention reports and recommendations shall be the property of USCC to use as the organizations desire, without permission of or additional payment to the CMP.
APPENDIX A: CONFERENCE ATTENDEE REGISTRATION FEES (all rates are for 2012 and will likely go up) FULL CONFERENCE Member Rate Early Bird $375 Member Rate - Standard $395 Non-Member Early Bird $445 Non-Member Standard $495 Speaker Rate $250 Awards Luncheon $25 1 DAY ONLY Member Rate Early Bird $225 Member Rate - Standard $245 Non-Member Early Bird $255 Non-Member Standard $280 Awards Luncheon $25 TRADE SHOW ONLY Per day $85 EQUIPMENT DEMO ONLY $55 PRECONFERENCE WORKSHOP (Member/Non-Member) FEES Full day workshops $195 /245 Half day workshops $145 /195 Tour of local facilities $95/$145 APPENDIX B: EXHIBITOR FEES AND OPTIONS Member Rate $1075 Non-Member Rate $1345 Electrical Hookup $75 Additional Representatives $250 each Awards Luncheon $25 each APPENDIX C: SPONSOR FEES Bronze Sponsor $1,000 2,499 Silver Sponsor $2,500 4,900 Gold Sponsor $5,000 7,499 Platinum Sponsor $7,500 9,999 Diamond Sponsor $10,000 14,999 Double Gold Sponsor $15,000 19,999 Double Platinum Sponsor $20,000 24,999 Double Diamond Sponsor $25,000 or more
1. Proposal Guidelines and Requirements APPENDIX B: Submitting your proposal All prices quoted should be inclusive. If your price includes variable fees or costs, you must include detailed estimates of those costs. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of subcontractors you must clearly state this in your proposal. The US Composting Council will not refuse a proposal based upon the use of sub-contractors, however, the USCC retains the right to refuse the sub-contractors you have selected. Provisions of this RFP and the contents of the successful respondent are considered available for inclusion in final contractual obligations. 2. Contract Terms The US Composting Council will negotiate contract terms upon selection. The project will be awarded upon signing of a contract agreement that outlines terms, scope, budget and other necessary items. 3. Qualifications Describe experience your firm has in conference management. Provide current reference information for three former or current clients. Provide a company profile, length of time in business and core competencies. 4. Evaluation Criteria The following criteria will form the basis upon which the USCC will evaluate proposals. These criteria include: Three (3) copies of your proposal must be received no later than 5:00 pm EST, [DATE]. Each proposal must include a price quote on the bid form provided on page XX.. Proposals will be evaluated according to the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in the RFP. Expertise in recommending and communicating appropriate solutions as demonstrated by the proposal and references. Candidate Experience Candidate has successfully completed similar work and has the qualifications necessary to undertake this contract. Value/Pricing Structure and Price Quote The price is commensurate with the value offered by the proposer. As a non-profit institution, the USCC is able to accept pro bono service and recognize the provider to the full extent allowed by the Internal Revenue Service, including naming the proposer within the Web site and other value added recognition as a USCC supporter and partner. Proposal Presentation The information is presented in a clear, logical manner.
5. Format for Proposals Length and Font Size: Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 12 pages. Title Page: USCC Conference Management, your company name, address, website address, telephone number, fax number, e-mail address and primary contact person. Cover Letter: Signed by the person or persons authorized to sign on behalf of the company (1-2 pages). Proposal: Discuss your approach, experience and qualifications. Include: Overall Account Management Hotel Negotiation and Contract Analysis Logistical Management Supplier Sourcing Management On-Site Conference Management Post-Conference Reporting Price Quote: Provide price quote using the bid form found on page 9 of the RFP. Questions: USCC Executive Director Michael Virga, 202-250-9028, michaelvirga@compostingcouncil.org. USCC Conference Coordinator Cary Oshins, 484-547-1521, cary.oshins@compostingcouncil.org
All proposals must be received by 5:00 pm EST, February 3, 2012 US COMPOSTING COUNCIL: Proposal for Conference Management Services Include the summary information below as part of the proposal. We have carefully examined the terms and requirements contained in this document, and propose to provide conference management for the USCC Annual Conference and Trade Show over the next three years for the total price of: ($) Price in words: Price for individual years: 2013, in at the Buena Vista Palace, Orlando, FL... $ 2014, in California... $ 2015, in Texas... $ Proposal Submission Requirements 1. Three (3) copies of your proposal shall be addressed to: Michael Virga US Composting Council 1 Comac Loop, Suite 14B1 Ronkonkoma, NY 11779 2. An e- mail copy of the proposal shall be submitted to Michael Virga, michaelvirga@compostingcouncil.org by 5:00 pm EST, Friday, Feb 3, 2012 Authorized official Name: Company: Signature: Title: Date: