Request for Proposals Host City Services for the Annual Airports Business Diversity Conference of the Airport Minority Advisory Council (AMAC) and AMAC Educational and Scholarship Program, Inc. The Airport Minority Advisory Council (AMAC) and The Airport Minority Advisory Council Educational and Scholarship Program, Inc. (AMACESP) Board is soliciting Requests for Proposals ( RFPs ) from airports interested in hosting the annual Airport Business Diversity Conference conducted by AMAC. Introduction Each year, the Airport Business Diversity Conference continues as the primary vehicle for outreach for the M/W/DBE community to become aware and informatively engaged with the airport business environment. The conference serves to create an enormous forum through which airports, the federal government, and entrepreneurs can meet to communicate their respective interests and needs. There are no other trade associations or events that uniquely focus on this agenda. With M/W/DBEs seeking quality levels of participation as vendors, professional service providers, construction and concessionaires, it is paramount that such a forum as the AMAC Conference continue to bring this message and opportunity venue to audiences nationwide. This conference is considered the foremost flag-bearer focused on the issues of importance to the aviation industry and is the primary fundraising event for AMAC and the AMAC Educational & Scholarship Program. Careful consideration will be given to the viability of netting AMAC s Board of Directors internal goal of a minimum of $500,000 from the annual conference. Requirements The required services from a host sponsor (airport, airport authority, municipality, community leadership) include, but are not limited to, being or becoming an AMAC Airport Member, identifying two or three a local hotels as the conference site, finding sponsors for three evening receptions during the conference, hosting an evening reception at the preceding year's conference, organizing a golf outing and support activities for the student scholarship program and organizing spouse/guest events during the conference. The host sponsor will also be asked to assist in a variety of logistical activities and provide a staff liaison and participate on the local
Page 2 host planning committee functioning for a year prior to the year of planning the conference. Airport liaison and a staff of volunteers may assist as required, on site. The host should expect that its designated representative(s) member(s) of the host committee would participate in one or more Planning Committee meetings which are convened at least twice prior to each annual event. The host will be responsible for assisting AMAC in marketing the conference to the local region. The host will be responsible for marketing the event, the venue, and the location at the two prior years annual conferences. Please refer to Appendix A for a detailed breakout of requirements. Conference Objectives To design a conference format that fosters cooperation, understanding, awareness, diversity and actions for effective airport business and professional involvement and facilitates the effective delivery of a quality conference. To select topics and speakers that inform, educate, and create interest, excitement and enthusiasm for the conference and value for the organization. To execute an exhibition that provides the exposure of new products and services and showcases a variety of employment and business opportunities in the aviation industry. To arrange tasteful networking events that enhances business-to-business and interpersonal communications. To serve as a forum in which the benefits and resources of AMAC and AMAC ESP can be promoted to all groups whose interests are represented by membership. To provide a revenue stream to support the ongoing operational activities in support of AMAC and AMACESP's mission. Mission: AMAC is the only national, non-profit trade association dedicated to promoting the full participation of minority, women-owned and disadvantaged business enterprises in airport employment and contracts. Designation of Conference Sites The Board seeks to determine sites for the years 2016-2018. Proposers must submit their first and second preference for conference dates. (See APPENDIX C Submittal Form). Site Selection Criteria
Page 3 Prospective proposer must submit a Letter of Interest containing a concise but detailed narrative showing your proposed approach to providing the requirements for hosting the AMAC Business Diversity conference as well as executing the enclosed contractual agreement. The approach may be structured in any way you deem to be responsive to the needs of the Board and goals of the conference, as generally described herein as the Requirements. The criteria used by the Board in evaluating responses for the selection of a host city are listed below. Each Criterion has a numerical value, shown as: Criterion Weight ( ) Host Team The conference benefits tremendously by having a local Host Team. The team composition should include the airport and aviation authority, municipality, and corporate/business entities as well as potentially local visitor s and convention bureaus, department of commerce, etc. The host team requirements as outlined in Appendix A should be addressed in the proposal. They will be evaluated as follows: 1. Ability to assist conference planners in organizing and facilitating local arrangements and marketing. 2. Ability to designate a host Committee, some of whom will be available to participate in Conference Planning activities for at least two (2) years prior to the event. 3. Ability to host a "Next Year s - Prevue" reception at the preceding year's conference. 4. Ability to sponsor or find sponsors for two "Host City" receptions during the conference. 5. Ability to find sponsorship to meet, and exceed by a mutually agreed upon goal, the variety of costs incurred, including but not limited to, brochure publication, signage, tours, transportation, gifts, etc. Criterion Weight: (15) 6. Ability to organize a charity golf tournament and other fundraising activities for the AMAC Education and Scholarship Program, Inc. Criterion Weight: (5) 7. Ability to organize an Aviation Career Outreach Event to provide employment opportunities available in the aviation industry and aviation career outreach program (Project LIFT) for regional students. (Career Outreach activities can be combined with Exhibition).
Page 4 Conference AMAC/AMACESP employs an event management firm to negotiate the hotel contract, once host team identifies potential sites. The remainder of the hotel relationship is between the management firm and AMAC/AMACESP and the hotel. Sufficient hotel rooms (peak night at between 400 and 500) preference is given to site with capacity available within a single facility. The room block must be adequate for the conference-meeting pattern and historical data. (The Sample Format is included for initial contact.) There must be a reasonable room block, with a portion of that block designated at a special rate (the government per diem level) allocated for DOT/FAA participants. The conference management firm manages the government room block with input from the FAA/DOT. The conference and Host on site support should occur within the first three weeks of June not over Father s Day weekend, and over the historical pattern of Saturday-Tuesday. 1. Ability of conference hotel to provide functional space sufficient for general sessions, workshops, hospitality and receptions. Criterion Weight: (5) 2. Ability of conference hotel to provide sufficient space for an exhibition of approximately 75 to 100 vendors utilizing 10x10 booth space. Criterion Weight: (5) 3. Ability of the conference hotel to show aggressive use of M/W/DBE firms as vendors and aggressive M/W/DBE employment policies. Criterion Weight: (5) 4. Ability of the conference hotel to provide aggressive commissions to organization to make cost model attractive in the following areas: room rates, meeting space rates, discount staff rates, competitive AVI rate schedules, room up-grades, food and beverage rates. Disadvantaged Business Enterprise Participation - The Board encourages and favors M/W/DBE participation in conference host activities. Proposals will be evaluated, in part, on the proposer s stated intention to ensure quality participation. 1. Ability to utilize Disadvantaged Business Enterprise (DBEs) for host city activities.
Page 5 Consistent with the criteria for site selection, the following locations were selected as conference location sites. 2015 Ft. Lauderdale- Southeast Region* 2014 Denver- Northwest Region* 2013 San Diego- Western Region * 2012 St. Louis- Central Region 2011 Dallas Southwest Region 2000 Orlando Southeast Region 2010 New Orleans Southwest Region 1999 Houston Southwest Region 2009 Baltimore Eastern Region 1998 Washington, DC Eastern Region 2008 Indianapolis Midwest Region 1997 Las Vegas Western Region 2007 Las Vegas - Western Region 1996 New Orleans Southwest Region 2006 Jacksonville Southeast Region 1995 San Diego Western Region 2005 Los Angeles Western Region 1994 Cleveland Midwest Region 2004 Philadelphia - Eastern Region 1993 Seattle Northwest Region 2003 Memphis - Southeast Region 1992 Atlanta Southeast Region 2002 Atlanta Southeast Region 1991 Denver Northwest Region 2001 Detroit Midwest Region 1990 San Francisco Western Region AMACESP regions are divided as follows: Eastern Region: New York, New Jersey, Pennsylvania, West Virginia, Virginia, Delaware, Maryland, District of Columbia Northeast Region: Massachusetts, Connecticut, Vermont, New Hampshire, Maine, and Rhode Island Southeast Region: Kentucky, Tennessee, North Carolina, South Carolina, Georgia, Florida, Alabama, Mississippi, Puerto Rico, Virgin Islands Midwest Region: Illinois, Indiana, Ohio, Michigan, Wisconsin, Minnesota, North Dakota, and South Dakota Central Region: Kansas, Missouri, Nebraska, and Iowa Southwest Region: Arkansas, Texas, Oklahoma, New Mexico, and Louisiana Western Region: Hawaii, California, Nevada, and Arizona Northwest Region: Alaska, Colorado, Oregon, Wyoming, Idaho, Washington, Montana, and Utah
Page 6 Submittal Only proposals, which meet the requirements of this Request for Proposal ( RFP ), and are received in a timely manner, will be considered. The proposal must be submitted from the Host Team, with all of the participating organizations clearly identified as sharing in the proposal. Due date for proposal submittals: April 20, 2013 Final decisions are made a minimum of two years prior to the date of the event. AMAC will be conducting face-to-face interviews of Proposers on June 9, 2013 at the 2013 Airports Annual Business Diversity Conference to be held in San Diego, CA. AMAC will contact Proposers in writing by April 26, 2013 to provide presentations at the June Board of Directors meeting. Therefore, please submit your proposal early enough to be considered for your chosen date(s). Three (3) copies of the hardcopy proposal should be submitted to the AMAC/AMACESP Board care of: US Postal Service Overnight/Courier Service Shelby M. Scales, Executive Director Shelby M. Scales, Executive Director Airport Minority Advisory Council Airport Minority Advisory Council 2001 Jefferson Davis Highway, Suite 500 2001 Jefferson Davis Highway, Suite 500 Arlington, VA 22202 Arlington, VA 22202 Phone: (703) 414-2622 Proposals may also be submitted electronically to AMACrfp@amac-org.com.
Page 7 Questions on Host Services Questions concerning elements described in this RFP should be addressed in writing to Executive Director at ExeDirector@amac-org.com by March 30, 2013. Oral explanation, as instruction, will not be binding on the AMAC Board. Selection of Host Airport Sponsor Following review of submitted proposals, the Board sub-committee will determine the most responsive offerors, whose qualifications and other information submitted are considered to be the most advantageous to the organization in the area of providing host city services, in concurrence with the timely execution of the ongoing goals and mission of AMAC. The solicitation of proposals shall in no manner be construed as a commitment on the part of the Board to make a selection. Should it be determined to be in the best interest of the organization, the Board reserves the right to cancel this RFP, reject any and all RFPs submitted, or to waive any requirements stated herein. Cost of Preparation of RFP The Board is not responsible for any cost incurred by a proposer in responding to this RFP for host city services. APPENDICES Appendix A: Detail of Host Requirements Appendix B: Sample Conference Format Appendix C: Submittal Form Appendix D: Draft Conference Budget
Page 8 Appendix A: Detail of Host Requirements Proposal Requirements/Host Team Responsibilities The host airport must be an AMAC member. The host airport must be the lead entity for the Regional Planning Committee. The proposal must identify several potential conference hotels (minimum 400 sleeping room capacity). The host committee coordinates conference-planning proposal with the local convention and visitor s bureau and FAA regional representatives, local department of commerce or any other entity consistent with the mission of AMAC and the conference objectives. The host team must participate in the conference budget process, committing to being responsible for mutually agreed upon expenses and profit goal. The host team must plan and execute a local fundraising/marketing effort to facilitate the attainment of the local fundraising goal and to increase local participation in all aspects of the conference. The host team must participate in marketing efforts during the two prior years conferences. Correspondence 1. Conference Logo 2. Conference Advertisements/Announcements (post cards, banners, airport signage) 3. Conference Sponsorship package/mailing (local effort) 4. Conference Registration Brochure 5. Conference App option of hardcopy Brochure Estimated Value: $25,000 Sponsorship Responsibilities 1. Host City Reception (prior year) 2. Planning Committee Reception (August, January) 3. Sunday Evening Host City Opening Reception 4. Monday Evening Reception Estimated Value: $180,000 Golf Fundraiser Participation 1. Identify and Reserve Golf Venue 2. Golf Luncheon/Refreshments 3. Signage/Informational Package 4. Gift Bag/Shirt/Other donations 5. Transportation 6. Local Participants
Estimated Value: $15,000 Page 9 Logistics 1. Conference Signage- Sponsors/Sessions/Other (hotel and off site events) 2. Engagement of local dignitaries, political figures, airport executives, etc. in appropriate places in sequence of program 3. Conference Ground Transportation (shuttle service to events) and VIP Transportation 4. Spouse Event Arrangements 5. Security Estimated Value: $30,000 Host City Gift/Other 1. Provide attendee gift indigenous to conference host s locale 2. AMAC Board Member Welcome Package (suggested but not required) 3. Solicit donations for Silent Auction 4. Solicit local vendors to purchase exhibit booths Estimated Value: $5,000 Staff 1. Planning Committee Member (prior year) 2. Host Chair 3. Average of 10 Host Committee Members (with increasing hours devoted, to nearly full-time, in the two months preceding the conference date). 4. Local Volunteer Coordinator (equipment rental/other) and average of 20 Host Committee On-Site Volunteers, based on anticipated attendance. Estimated Value: $Variable Total Estimated Value: $250,000+ Footnote: Historically most airport hosts have contributed services provided by their airport such as staff time, travel, transportation, signage, and, in some cases, printing and postage, etc. Therefore, the value of the contributions far exceeds the actual expenses tracked in the conference budget sample.
Page 10 Appendix B: Sample Conference Format TIME EVENT LOCATION Set up AGR THURSDAY, JUNE 8:00 AM- 3:59 AM AMAC Show Office Empty 8:00 AM- 3:59 AM AMAC Set-up Room 2 tables, 4-6 chairs FRIDAY, JUNE 4:00 AM- 3:59 AM AMAC Show Office Empty 4:00 AM- 3:59 AM AMAC Set-up Room 2 tables, 4-6 chairs 4:00 AM- 3:59 AM 24 Hour Hold-Registration 12:00 PM-1:00 PM DBELO Certification Training Lunch Rounds 150 8:00 AM-12:00 PM DBELO Certification Training Module 1 Classroom 150 1:00 PM-6:00 PM DBELO Certification Training Module 2 Classroom 150 3:00 PM-6:00 PM AMAC Board of Directors Meeting Hallow Square 50 4:00 PM-7:00 PM Volunteers Orientation Meeting Theater 30 SATURDAY, JUNE 4:00 AM- 3:59 AM 24 Hour Hold-Registration Empty 4:00 AM- 3:59 AM AMAC Show Office Empty 4:00 AM- 3:59 AM AMAC Set-up Room-Registration 2 tables, 4-6 chairs 5:45:00 AM- 6:15 Transportation Pick-up for Golf Course 1 table, 2 chairs, flow through AM 100 7:00 AM - 2:00 PM Bill Walker Memorial Golf Tournament TBD # tables, # chairs, mic, podium (table top) 150 12:00 PM-1:00 PM DBELO Certification Training Lunch Rounds 150 8:00 AM-12:00 PM DBELO Certification Training Module 3 Classroom 150 1:00 PM-6:00 PM DBELO Certification Training Module 4 Classroom 150 3:00 PM-4:00 PM ACI/AAAE/Affiliates/Committee Hallow Square Meetings 25 4:00 PM-5:30 PM AMAC Leadership Circle Hallow Square 30 7:00 AM - 6:00 PM Registration 7:00 PM - 9:00 PM VIP/Sponsors Reception TBD Flow Through 150 SUNDAY, JUNE 9 4:00 AM- 3:59 AM 24 Hour Hold 4:00 AM- 3:59 AM AMAC Show Office Empty 4:00 AM- 3:59 AM AMAC Set-up Room-Registration 2 tables, 4-6 chairs 7:00 AM - 6:00 PM Registration 8:00 AM - 9:00 AM Buffet Breakfast Rounds 350 9:00 AM - 9:45 AM Conference Welcome and Opening Rounds Ceremony 750 Break 9:45 am-10:00 Morning Break Flow Through am 500 10:00-12:00 PM Airport Director's Vision 20/30 Forum Theater/Rounds 750 12:15 PM - 1:30 PM Luncheon with Keynote Speaker Rounds 750 1:30-3:00 PM Airport Directors Roundtable Rounds 40 1:30-3:00 PM Airport Commissioners Roundtable Rounds 40 2:00 PM - 5:00 PM Business Matchmaking Rounds 70 3:00 PM-4:00 PM First Time Conference Attendees and Theater New Member Orientation 50 6:15 PM Exhibit Hall Open and Ribbon Cutting Ceremony 10X10 (80) 6:30 PM - 8:30 PM Welcome To Host City Reception Rounds, flow Through 750
Page 11 MONDAY, JUNE 4:00 AM- 3:59 AM AMAC Show Office Empty 4:00 AM- 3:59 AM AMAC Set-up Room-Registration 2 tables, 4-6 chairs 7:00 AM - 6:00 PM Registration 8:00 AM - 5:00 PM AMAC Education & Scholarship Off-Site TBD Program: Project LIFT 50 7:30 AM-10:00 AM Exhibit Hall Open 7:30 AM - 9:00 AM Breakfast with Exhibitors Standing and round Table tops 8:00 AM - 10:00 AM Partner's Breakfast 50 each room 8:30 AM - 9:45 AM WORKSHOP: Theater 250 8:30 AM - 9:45 AM WORKSHOP: Theater 250 8:30 AM - 9:45 AM WORKSHOP: Theater 250 8:30 AM - 10:00 AM ***WORKSHOP: will not hold a concessions workshop during that time because it may conflict with participants in the partners breakfast meetings Theater 10:00 AM-11:00 AM AMAC Business Meeting-General Rounds or theater Session 750 11:00 AM - 12:00 PM FAA and USDOT Session Rounds 750 12:15 PM - 1:45 PM AMAC Luncheon with Keynote Rounds 750 2:00 PM - 4:00 PM WORKSHOP: Theater 200 2:00 PM - 4:00 PM WORKSHOP: Theater 200 2:00 PM - 4:00 PM WORKSHOP: Theater 200 2:00 PM - 4:00 PM WORKSHOP: Theater 200 6:00 PM - 8:00 PM Preview Reception Theater 750 9:00 PM - 1:00 AM AMAC After Dark Scholarship TBD Flow Through Fundraising Event 200 TUESDAY, JUNE 8:00 AM- 3:59 AM AMAC Show Office Empty 8:00 AM- 3:59 AM AMAC Set-up Room 2 tables, 4-6 chairs 7:00 AM - 5:00 PM Registration 8:00 AM Celebrating Women In Aviation Rounds 100 8:00 AM - 12:00 Noon Exhibit Hall Open 9:00 AM - 11:00 AM WORKSHOP: Theater 200 9:00 AM - 11:00 AM WORKSHOP: Theater 200 9:00 AM - 11:00 AM WORKSHOP: Theater 200 9:00 AM - 11:00 AM WORKSHOP: Theater 200 11:30-1:30 PM AMAC Awards Luncheon / Scholarship Rounds Program and Keynote 800 2:00-3:00 PM AMAC Board Meeting- New Member Hallow Round Orientation 50 2:00-4:00 Mobile or Destination Workshops/Tours (regional industry specific) Aerospace, Airport and other aviation related business Off Site 4:00 PM Conference Adjourns WEDNESDAY, JUNE 8:00 AM- 3:59 AM AMAC Show Office Empty 8:00 AM- 3:59 AM AMAC Set-up Room 2 tables, 4-6 chairs TBD 30 each
Page 12 Conference Historical Data: Year City, State Start Date Attendance Room Nights F & B Spend* 2011 Ft. Worth, TX June 19-22 800 1300 $135,000 2012 St. Louis, MO June 9-12 950 1250 $140,000 2013 San Diego, June 8-11 Not Available 1300 $125,000* CA 2014 Denver, CO June 7-10 Not Available Not Available Not Available 2015 Fort Lauderdale, FL June 6-9 Not Available Not Available Not Available 2016 TBD June 5-8 Not Available Not Available Not Available * 2016 Estimated Room Block Pick-Up (with allowance for pre and post event) 6/2 6/3 6/4 6/5 6/6 6/7 15 125 275 450 450 75
Page 13 Appendix C: Submittal Form Official AMAC Conference Submittal Form Date: Airport Sponsor(s): Airport Director s Approval: (signature of CEO required) Address: Phone No: Contact Person/Title: Department/Division: Conference Year: First Second Preference Preference Please select from the following: 2016, 2017, 2018 Potential Host City s: Available Rooms: Potential Local Sponsors: (Please include financial and in-kind donors) (Please attach the Letters of Intent from local sponsors)