MEMORANDUM OF UNDERSTANDING Between IOWA RECYCLING ASSOCIATION And IOWA SOCIETY OF SOLID WASTE OPERATIONS This Memorandum of Understanding (MOU), dated, is by and between the Iowa Recycling Association (IRA) and the Iowa Society of Solid Waste Operations (ISOSWO). WHEREAS, IRA and ISOSWO desire to host a quality conference that provides value to our members; and, WHEREAS, IRA and ISOSWO desire to identify the duties and responsibilities of each party related to the annual Iowa Recycling and Solid Waste Management Conference and Trade Show (Conference) and, WHEREAS, each party is willing to perform such duties and responsibilities on the terms and conditions herein set forth. WHEREAS, each party is committed to maximizing volunteer participation to minimize costs and increase revenue benefiting both organizations. NOW, THEREFORE, in consideration of these premises, and of their mutual obligations herein set forth, IRA and ISOSWO agree as follows: I. Purpose: To establish a cooperative agreement between IRA and ISOSWO to provide for the joint planning, organization and hosting of the annual Iowa Recycling and Solid Waste Management Conference and Trade Show. II. Responsibilities: The Conference Committees descriptions and responsibilities and the Conference timeline are outlined in Appendix A. A. IRA Responsibilities: a. Provide Chair, Co-Chairs and volunteers as outlined in Appendix A. B. ISOSWO Responsibilities: a. Provide Chair, Co-Chairs and volunteers as outlined in Appendix A. b. Provide Conference financial management services as outlined in Section III. c. Provide services as outlined in conference planning services contract in Appendix B. III. Financial Management, Revenue & Compensation: A. ISOSWO will provide financial management services for the conference including: a. Manage entire registration process including but not limited to invoicing and payment for attendees, exhibitors, sponsors, silent auction and special events. b. Make deposits and revenues as received. c. Pay for services and goods expenses incurred from various vendors for Conference as submitted by the Conference Planner. Payments will be made within 30 days or to meet vendor guidelines. d. Provide monthly financial updates to the conference chairs. IRA & ISOSWO MOU January 2015 1
e. Provide Conference revenues and expenditures necessary to prepare a final conference report. f. Pay IRA 50 percent of the net Conference revenue or invoice IRA for 50 percent of net Conferences losses, within 30 days of closing the conference books. Closing of the conference books occurs when Conference Audit Committee completes final report. a. Failure to pay within 30 days will result in interest accrual as agreed upon by both parties. B. IRA will pay invoices for conference planning services as invoiced by ISOSWO treasurer within 30 days of receipt. a. IRA will contribute 50% of the total cost of the conference planning service fee based on the conference planning service agreement. (Appendix B) b. IRA will contribute 50% of the total cost as outlined in part III of Appendix B, if committee responsibilities are not completed per Appendix B. c. IRA shall carry liability insurance for the conference to protect both organizations should conference be canceled due to uncontrollable circumstances. d. Each organization will be responsible for 50% of total losses after insurance payout. e. Failure to pay within 30 days will result in interest accrual as agreed upon by both parties. V. Term. The term of this MOU, including Appendixes A and B, shall commence January 1, 2017 and will be effective through January 31, 2020. VI. Termination. In the event that either party fails to perform its obligations as specified in this MOU and Appendix A, the other party has the right to terminate the agreement with a 30-day written notice; provided however, that the offended party first provides written notice of the failed obligations and a minimum of 30 days in which both parties will work together to resolve the issues and prevent contract dissolution. Revenues and expenses would be split 50% in the event of either parties termination. VII. Indemnification. The parties each agree to defend, indemnify, save and hold the other party, its employees, directors, officers, members and affiliated organizations wholly harmless for, from and against any and all claims, losses, causes of action, liabilities, fines and expenses (including, without limitation, attorneys fees, court costs and all other defense costs and interest) that may arise by reason of any action or non-action in connection with or incidental to the performance of any responsibilities listed in this MOU. VII. Contact Persons. Iowa Recycling Association: Iowa Society of Solid Waste Operations: Shannon Meister or current president Brian Seals or current president IRA President ISOSWO President Council Bluffs Recycling Center Waste Commission of Scott County 4441 Gifford Road 11555 110 th Ave. Council Bluffs, IA 51501 Davenport, IA 52804 VIII. Signatures. The persons executing this MOU on behalf of their respective entities represent and warrant that they have the appropriate authority to do so. IRA & ISOSWO MOU January 2015 2
IOWA RECYCLING ASSOCIATION IOWA SOCIETY OF SOLID WASTE OPERATIONS By: Shannon Meister, President By: William Roland, President Date: Date: Attest: Les Etscheidt, Secretary Date: Attest: Jen Frampton, Secretary Date: IRA & ISOSWO MOU January 2015 3
APPENDIX A Conference Committee Descriptions PLANNING COMMITTEE -Consists of: Main Contact/Conference Planner, Conference Chairs from partner associations (IRA and ISOSWO), Subcommittee Chairs distributed equally from partner associations (IRA and ISOSWO), Education Session Co-Chairs from partner associations (IRA and ISOSWO), local volunteers. Planning Committee sets budget, contracts with conference center/hotel, establishes timeline, establishes sub-committees, reviews conference evaluations, establishes conference theme, sets conference agenda, applies for additional grants and funding sources. CONFERENCE PLANNER Conference Planner: Serves as main contact, facilitates Conference Planning Committee activities, coordinates meetings, participates on all committees, streamlines communication between committees, assists in negotiating contracts, administers grants, ensures Conference planning timeline milestones are achieved, maintains historical record of conference planning resources, activities and financial information which is provided to IRA and ISOSWO, and other duties as outlined in the contract. CONFERENCE CHAIRS (Appointed by IRA and ISOSWO Boards) Attend all Conference Planning Committee meetings, coordinate involvement and participation by all respective organization volunteers, and report to respective organization board. EDUCATION SESSION CO-CHAIRS Assign session moderators (speakers), develop a call for topics/papers, coordinate CEU credits, organize tracks and session descriptions, and assign rooms to sessions. (IRA and ISOSWO Co-Chairs) LOCAL (Representatives from the hosting community s recycling, solid waste, and business organizations) Work with various committees including marketing, tours, speakers, sponsors, and exhibitors. Provide local expertise and connections. SUBCOMMITTEES (Chairs distributed equally among IRA and ISOSWO): SITE SELECTION / REVIEW Receive and review proposals from interested communities in hosting annual conference, participate in selection process. (2 IRA and 2 ISOSWO representatives) LOGISTICS (Consists of members from the Local Committee and volunteers) Identify and coordinate minimal impact standards on-site and during tours, arrange for conference recycling bins, collection of food scraps, and other activities to minimize impact. Organize on-site signage. Do we still have this committee? Can the jobs be rolled into just the Local Committee? TOURS (Consists of members from the Local Committee and volunteers) Organize tour locations, arrange for transportation, and provide tour descriptions. Work with local volunteers. IRA & ISOSWO MOU January 2015 4
SPECIAL EVENTS (Consists of members from the Local Committee and volunteers) Coordinate special events: Casual reception (Sunday), Welcome reception (Monday), Vendor reception (Tuesday), Funraiser, Golf outings, etc. Work with local co-chairs, Food, Sponsorship, and Logistics. Do we want to change this? We haven t had a Sunday reception in years. It s mostly just the Golf Outing and the Pub Crawl we probably don t want to say Pub Crawl but rather Tuesday night event after the Vedor Reception or something. EXHBITORS/EXPO (Consists of members from the Local Committee, Conference Planner, the Planning Committee and volunteers) Contact potential exhibitors, develop exhibitor packet, confirm exhibit hall arrangements and layout, provide assistance during vendor check-in and set-up. Work with local cochairs to expand potential exhibitors in the area. MEDIA & MARKETING (Consists of members from the Local Committee, Conference Planner and Planning Committee) Create a marketing plan for attendees and a marketing plan for vendors and sponsorships. Create Media releases/mailing to trade journals and organizations. Compile conference program and other electronic and printed materials. Work with Exhibitor and Sponsor committees. AUCTION (Consists of members from the Local Committee, Conference Planner, and IRA and ISOSWO appointed) Arrange for silent/live auction item donations, arrange for auctioneer, create auction bid sheets and list of auction items/locations, coordinate event during the Vendor Reception, arrange for volunteers, coordinate check-out procedure, follow- up with auction donators post-conference. Work with Exhibitor committee. CONFERENCE AUDIT COMMITTEE: (Consists of Treasurer from each organization serving as Co-Chair and an additional volunteer from each organization s Audit Committee) - Review and audit conference financials and the final Conference financial statements. Prepare final report for partnering organizations. Other Volunteer Assistance Needed: REGISTRATION (Consists of members from the Local Committee, Conference Planner, the Planning Committee and volunteers) Evaluate and coordinate registration process, arrange for volunteers to staff registration check-in, print nametags, order printer ribbons, badges, tickets. etc., and process walk-in registrations. JOINT/PLENARY SESSIONS (Consists of members from the Local Committee, Planning Committee, and Conference Chairs) Arrange for keynote speakers, assist with travel and hotel arrangements for speakers and token of appreciation for speaker. SPONSORSHIPS (Consists of members from the Local Committee, Conference Planner, and the Planning Committee) Identify potential sponsors, prepare sponsorship packet, and send confirmation letter to confirmed sponsors. ***All committees to provide post-conference reports. IRA & ISOSWO MOU January 2015 5
Conference Planning Timeline Iowa Recycling and Solid Waste Management Conference 17 Months Choose location and date November Develop cooperative agreement with any cosponsors January Set budget Determine registration and exhibit fees Appoint a conference planning committee Decide on a conference theme (if necessary) Identify potential keynote speakers Confirm registration process February Identify tour site(s) Develop list of potential exhibitors Identify potential sponsors Develop sponsorship package Distribute Equipment Survey (if necessary) Distribute Call for Presentations FP (what s this?) March April May June Finalize exhibitor mailing list Develop Save the Date messaging Deadline for Equipment Survey Obtain contact lists from other organizations Distribute information to potential exhibitors with general information and early bird registration opportunity Finalize mailing list Distribute exhibitor packets Follow-up phone calls to potential exhibitors Phone calls to potential sponsors with follow-up contact Develop registration form for website Assign rooms to sessions Deadline (6/1) for Call For Presenations Abstracts (???) 14 Weeks Confirm speakers Confirm sponsors for inclusion in registration materials IRA & ISOSWO MOU January 2015 6
Develop distribution list for press releases Assist with travel and hotel arrangements for speakers 13 Weeks Final information submitted for registration materials 12 Weeks Conference registration brochures to printer 11 Weeks Conference brochures for distribution Distribute press releases to trade journals and organizations 10 Weeks Arrange bus transportation for tours 8 Weeks Assign Moderators Requested deadline for exhibitor registrations Send exhibitor confirmations (as received) 6 Weeks Early bird registration deadline Submit CEU request to IDNR and SWANA Process registrations Send Exhibitor Packets 4 Weeks Assign registration table and other volunteers as needed Process registrations Send registration confirmations (as received) 3 Weeks Prepare evaluation forms Prepare CEU sign-up sheets Deadline for information to be included in conference program 2 Weeks Order signs and banners (if necessary) Print conference programs Print nametags Collect and reproduce handouts supplied by speakers (if necessary) 1 Week Provide guest room and meal counts Final walk though with hotel staff Print list of pre-registered attendees Assemble hand-out materials 1 Week Distribute invoices to non-paying registrants Post Conference 1 Month Audit Committee to review financial statements Present financial report and evaluation report at a wrap-up meeting 2 Months Present final conference report and disbursement of funds to IRA/ISOSWO IRA & ISOSWO MOU January 2015 7
APPENDIX B DATE: January 24, 2017 TO: FROM: RE: ISOSWO Board of Directors Erin Vorac, Communications at 970, Inc. Proposal for Conference Planning Services for the Iowa Recycling and Solid Waste Management Conferences and Trade Shows 2017-2020 Communications at 970, Inc. is pleased to submit a proposal for conference planning services for the Iowa Recycling and Solid Waste Management Conferences and Trade Shows: October 2-4, 2017 in Coralville, Iowa October 8-10, 2018 in Council Bluffs, Iowa September 30-October 2, 2019 in Dubuque, Iowa October 5-7, 2020 in Cedar Rapids, Iowa Communications at 970 would serve the role of Conference Planner, hereinafter referred to as Planner. Proposed duties and estimated hours of work by the Planner, as well as expectations of committees and subcommittees, are outlined below. PART I-SCOPE OF WORK AND EXPECTATIONS SERVE AS MAIN CONTACT & FACILITATE CONFERENCE PLANNING COMMITTEE ACTIVITIES CONFERENCE CHAIRS (Appointed by IRA and ISOSWO Boards) Attend all Conference Planning Committee meetings, coordinate involvement and participation by all respective organization volunteers, report to respective organization board and establish sponsorship packages. PLANNING COMMITTEE Sets budget, contracts with conference center/hotel, develops cooperative agreements with any co-hosts, establishes timeline, establishes sub-committees, reviews conference evaluations, sets conference agenda, determines registration and exhibit fees, coordinates on-site volunteers. Serve as main contact with conference center/hotel o Communicate regularly with conference center staff throughout the planning process o Provide guest room and meal counts to conference center and hotel o Conduct a final walk through with conference center staff prior to the conference
o Review and negotiate contracts with conference center/hotel o Maintain signed contract with conference center/hotel and ensure both parties are adhering to contract o Draft food and beverage budget and requirements with assistance of ad-hoc food committee o Communicate food and beverage budget and requirements to conference center Keep record of all contracts, historical documents and e-mails using conference Gmail account and conference Google Drive Serve as main contact with local convention and visitors bureau, if applicable Serve as main contact with conference co-chairs o Communicate with co-chairs regularly o Ensure co-chairs/presidents see and sign (if needed) all contracts o Maintain a copy of signed contracts for conference records o Notify co-chairs of any decisions that will have a financial impact Serve as main contact with committee and subcommittee chairs o Communicate with subcommittees once they are established by IRA and ISOSWO o Finalize committee lists and contact information and maintain for records o Finalize and publish registration and exhibit fees once determined by committee o Finalize and publish conference agenda once approved by committee o Finalize and publish sponsorship packages and conference fees o Participate (to varying degrees outlined in the remainder of Part I of this document) on all committees o Streamline communication between committees o Provide recommendations for budget o Adhere to budget set forth and approved by committee o Adhere to timeline set forth by committee, finalize timeline document, communicate with committees on deadlines o Ensure conference planning timeline milestones are achieved o Coordinate announcements, opening remarks & scripts for IRA and ISOSWO presidents & speakers during general sessions at the conference o Maintain historical record of conference planning resources, activities and financial information Serve as main contact with conference attendees or potential attendees o Calls will be directed to the conference phone number (515) 681-1026 and forwarded to Planner s existing cell phone number. The conference phone number is published for conference attendees. See additional information at end of Part I. o Questions will be directed to info@iowaconference.org. Planner will check this e-mail account multiple times each day and respond to the inquiry or forward it to the appropriate contact within 24 hours. Serve as main contact for registration questions (this section does not include sponsor/exhibitor registration questions) o Assist attendees with the registration process o Answer questions about registrations o Modify, cancel, discount and comp registrations with assistance of ISOSWO Treasurer Serve as main contact during the conference o Monday: 7 a.m. to 7 p.m. o Tuesday: 7 a.m. to 7:30 p.m. o Wednesday: 7 a.m. to 2 p.m. Communications at 970, Inc. Proposal for Conference Planning Services 2
Planner will be at registration area regularly to answer questions and assist, and will also be checking on rooms, setup, exhibitors, food, special events, etc. Coordinate committee meetings o Six (6) meetings via conference call: January, March, July, August, September and October wrap-up call Planner will provide agenda, call reminders, call-in information Co-chairs and committee chairs are responsible for reporting o One (1) on-site committee meeting at facility: Planner, along with local committee, will arrange an on-site tour for the planning committee Efforts will be made to coordinate this with an IRA or ISOSWO board meeting Coordinate meetings with conference facility/hotel staff o Conference calls as-needed o Up to two (2) on-site meetings with venue staff for facility walk-throughs Assist with analysis of future conference facilities and review contract for proposed conference facility/venue Develop conference evaluation, send to attendees and provide summary and results for planning committee FINANCIALS/AUDIT CONFERENCE AUDIT SUBCOMMITTEE Consists of Treasurer from each organization serving as Co-Chair and an additional volunteer from each organization s Audit Committee. Review and audit conference financials and the final Conference financial Statements. Prepare final report for partnering organizations. Communicate regularly with ISOSWO Treasurer Notify ISOSWO Treasurer of any incoming expenses Ensure expenses are within approved budget Work with Treasurer to ensure bills are paid in a timely manner Develop and run all necessary reports needed by committees Process call-in credit card registration payments through Cvent Create and e-mail invoices and receipts upon request to attendees, sponsors and exhibitors Process cancellation and refund requests through Cvent and report to Treasurer Assist ISOSWO Treasurer with monthly IRA and ISOSWO board reports, April-October o Special attention will be made to update boards on hotel room availability Assist ISOSWO Treasurer with post-conference reports Provide necessary reports from Cvent to Treasurer Schedule audit conference call Work with Treasurer to reconcile Cvent reports with QuickBooks Prepare Cvent documents for audit call Attend audit conference call ISOSWO (Treasurer) Duties: Process registration payments through Cvent and QuickBooks Communications at 970, Inc. Proposal for Conference Planning Services 3
Mail or e-mail invoices to non-paying registrants Follow-up on outstanding accounts receivable Receive and process all checks/payments Receive and pay conference expenses Provide financial reports to IRA and ISOSWO as needed Provide financial wrap-up reports post-conference to IRA and ISOSWO Work with Planner to issue refunds, discounts, invoices, receipts, and complimentary items through Cvent Create and e-mail invoices and receipts upon request to attendees, sponsors and exhibitors Work with Auction Committee to manage receipt and processing of funds raised through silent and live auction, including invoices, receipts and other follow-up after event Receive and enter into Cvent hard copy registrations and associated checks Provide monthly conference reports, April-October, to IRA and ISOSWO boards, with assistance from Planner Provide post-conference report, with assistance from Planner Provide necessary information for registration/check-in at conference EDUCATION EDUCATION SESSION CO-CHAIRS Assign session moderators (speakers), develop a call for topics/papers, coordinate CEU credits, organize tracks and session descriptions, assign rooms to sessions, identify potential keynote speakers, arrange keynote speakers, confirm/contact potential presenters, send speaker follow-up letter, develop session summaries, session reports. Coordinate distribution of call for topics/papers Advertise CEU availability in e-blasts, program, website Assign rooms to sessions Assist with travel and hotel arrangements for speakers Provide committee with templates from previous years Gather session summaries, bios and speaker contact information from committee and compile in master copy document Post finalized education session information to website Finalize A/V needs with education committee and speakers and contract for A/V needs through conference center or third party Committee Duties: Develop call for topics/papers and put information into Survey Monkey or equivalent Organize education session tracks Contact/confirm potential keynote speakers Contact/confirm potential presenters Develop confirmed list of presentation topics by June Coordinate CEUs with IDNR and SWANA Write session summaries for each presentation to be included in the program and on the website, including speakers names and e-mail addresses Send speaker follow-up letters and gather A/V requirements, special requests Gather speaker biographies Solicit and assign moderators to sessions Communications at 970, Inc. Proposal for Conference Planning Services 4
Provide moderator names and e-mail addresses to Planner for website and program Prepare moderator folders LOCAL/LOGISTICS LOCAL/LOGISTICS SUBCOMMITTEE Work with various committees including marketing, tours, speakers, sponsors, exhibitors. Provide local expertise and connections. Identify and coordinate minimal impact standards on site and during tours, arrange for recycling bins, collection of food scraps, and other activities to minimize impact. Organize on-site signage. Communicate with committee Coordinate with local committee for meetings/walk-throughs at facility Assist with communication to hotel and conference center on recycling, food scrap and sustainability efforts Plan signage needs and locations with committees and ensure appropriate committee receives that information Maintain notes of sustainability efforts to highlight in conference program Local Committee Duties: Print name badges (using attendee lists provided by Planner) and assemble & organize for use at registration desk Print drink tickets (if needed) Print breakfast and lunch tickets (if needed) Assemble name badges, drink and meal tickets prior to conference Inventory and order ribbons for name badges (e.g. sponsor, exhibitor, volunteer, board) Provide laptop for on-site registrations (or IRA laptop) o IRA to provide printer for on-site use Prepare hard copy exhibitor packet, which is distributed at the conference and includes: o Registration form for following year o Map of exhibit hall o Ribbons o Drink tickets o Name badges Coordinate recycling efforts at hotel and conference center Coordinate food scrap recycling at conference center Assist with local connections for potential sponsors and exhibitors Assist with local connections for silent action donations Provide one employee to staff the registration desk the duration of the conference Provide additional conference volunteers as needed Communications at 970, Inc. Proposal for Conference Planning Services 5
TOURS TOURS SUBCOMMITTEE Organize tour locations, arrange for transportation, and provide tour descriptions. Work with local volunteers. Maintain finalized tour locations, times, descriptions & notes for website, program and online registration site Ensure co-chairs/presidents sign contract with transportation company and maintain copy for records Communicate special requirements (e.g. close-toed shoes) to tour registrants Submit transportation costs to ISOSWO for budget Provide regular tour registrant number updates to committee Committee Duties: Organize tour locations Write tour descriptions for website and e-blasts Compile tour schedules for each tour Arrange transportation for each tour within conference budget Confirm moderator for each tour Communicate tour information, requirements and capacities with planner SPECIAL EVENTS SPECIAL EVENTS/FOOD SUBCOMMITTEE Coordinate special events: Casual reception (Sunday), Welcome reception (Monday), Vendor reception (Tuesday), Fun-raiser, Golf outings, etc. Work with local co-chairs, Food, Sponsorship, and Logistics. Maintain finalized document of special events, times, descriptions, locations for website, e- blasts, and program Coordinate food order with venue for special events Ensure sponsors are recognized during appropriate events Committee Duties: Coordinate golf outing and provide description, costs and arrangements to Planner for website, preview and e-blasts Coordinate pub crawl or other Tuesday evening events with local committee and CVB, if necessary Assist in developing food budget and menu selections for special levents Communications at 970, Inc. Proposal for Conference Planning Services 6
EXHIBITOR/SPONSOR EXHBITORS/SPONSORS SUBCOMMITTEE Contact potential exhibitors and sponsors, develop exhibitor packet, confirm exhibit hall arrangements, provide contact during vendor check-in and set up. Work with local co-chairs to expand potential exhibitors in the area. Ensure sponsors receive agreed upon benefits. Provide committee lists of previous exhibitors for follow-up Provide committee necessary documents & templates Serve as main point of contact for exhibitor questions, changes (e.g. electricity, moving, special needs, shipping materials, adding/deleting/substituting attendees, travel questions, etc.), and on-site during the event Assign booth spaces/numbers to exhibitors, giving sponsors first priority, then based on registration date Communicate assigned spaces to exhibitors and potential exhibitors via website and e-mails Send all pre-conference e-mails to exhibitors and potential exhibitors Distribute exhibitor confirmation packet to those registered Maintain copy of sponsorship package and exhibitor fees set forth by committee for records and post to website Serve as main point of contact for sponsor and exhibitor questions Send e-mail to previous exhibitors and sponsors for early opportunity Ensure early sponsors are included on Save the Date postcard or e-mail Assist committee with distributing sponsorship information to potential sponsors and exhibitors Follow up with sponsors and exhibitors the committee has confirmed to ensure they are receiving all of their sponsorship benefits Develop exhibitor survey for planning committee use during tradeshow Assign planning committee to visit and survey exhibitors during tradeshow Committee Duties: Develop list of potential exhibitors and sponsors (working with Local Subcommittee and Planner) Finalize exhibitor and sponsor email list Phone calls and e-mails and follow-up to potential exhibitors and sponsors Assist during exhibitor move-in and move-out Survey and thank all exhibitors and sponsors during tradeshow MEDIA/MARKETING MEDIA & MARKETING SUBCOMMITTEE Create a marketing plan for attendees and a marketing plan for vendors and sponsorships (including open house, if desired). Create media releases/mailing to trade journals and organizations. Compile conference program, conference preview, save the date publication. Work with Exhibitor and Sponsor committees. Communications at 970, Inc. Proposal for Conference Planning Services 7
Assist with development of marketing plan set forth by committee and ensure deadlines are met Compile and re-write/re-format master information from various committees needed for postcard, conference preview, program, website, e-blasts Manage purchased advertisements for program including soliciting logos, ad copy, print-ready ads, etc. and work with local committee or contracted vendor for placement in program Develop/re-write education session summaries (for consistency, formatting, etc.) working with education committee Ensure sponsors are recognized appropriately on publications, website, preview, program and on-site signage Design sponsorship signage with assistance from marketing and local committee Develop content, graphics and calendar for e-blasts specific to exhibitors and sponsors and send through Cvent Send e-blasts to attendees through Cvent with content and calendar developed and approved by marketing committee Committee Duties: Develop marketing plan Update statewide media list for sending news releases Proofread and provide comments on marketing collateral from local committee Local Committee Duties: (subject to change annually with duties going to marketing committee or planner) Manage (in-house or contracting) graphic design needs for conference including: o Conference theme/logo o Save the date publication o Conference preview flyer o Conference program May require design of advertisements or re-formatting of advertisements that do not meet specs o Designing directional and other event signage as needed o Bidding and contracting the design and printing of conference marketing and signage o Insert with updates to program o Recycling information flyer (if needed) o Pub crawl insert/map Work with IRA, ISOSWO and Planner for approval on designs Bid and contract out printing and mailing of marketing pieces Write and distribute news releases with assistance from marketing committee and Planner Proofread and provide comments/suggestions on marketing collateral Write content and create or coordinate graphics for attendee e-blasts based on marketing plan calendar. Planner to send through Cvent. AUCTION AUCTION SUBCOMMITTEE Arrange for silent/live auction item donations, arrange for auctioneer, follow up with auction donors post-conference, create auction bid sheets and list of Communications at 970, Inc. Proposal for Conference Planning Services 8
auction items/locations, coordinate event during the Vendor Reception, arrange for volunteers, coordinate check-out procedure. Work with Exhibitor committee and ISOSWO Treasurer. Provide committee reports from registration process for those indicating interest in donating items Include silent auction information as part of communication to attendees, exhibitors, sponsors Post auction items to website as they are confirmed Communicate with committee members on leads, follow-ups, requests, etc. Assist with coordination of silent/live auction during Vendor Reception Committee Duties: Solicit silent and live auction items from conference attendees, exhibitors, sponsors and local businesses Arrange for conference auctioneer Follow-up with conference exhibitors on auction donation Maintain spreadsheet with all auction items, values and donors Create bid sheets for all auction items Create, purchase or provide auction markers to designate auction items at exhibitor booths Work with ISOSWO Treasurer on accounting, payments and receipts for auction 2017 CVENT SETUP Set up ISOSWO s new Cvent account, including conference calls with Cvent team Download contacts and contact lists for this conference from APWA Cvent account and import them into ISOSWO Cvent account Create a 2017 conference event in Cvent Manually copy all settings from event in APWA account and post in ISOSWO account Test event to ensure settings are working properly Note that since this account will also be used by the ISOSWO Spring Conference, fees for the initial setup will be split 75% for fall conference and 25% for spring conference. ANNUAL REGISTRATION SETUP Ongoing Cvent Set up registration using Cvent: o Set up registration with new locations, dates, fees, contacts, sponsor packages, exhibitor packages, tours, tour capacities, etc. o Test and troubleshoot registration process o Ongoing maintenance to Cvent contacts *Cvent hours for running and creating reports, e-mails, assisting with registrations, cancellations, refunds, etc. are all included in the Planner hours above. Communications at 970, Inc. Proposal for Conference Planning Services 9
WEBSITE MAINTENANCE Annually renew www.iowaconference.org and www.iaconference.org domains though GoDaddy o If it makes financial sense, the domains will be renewed through 2020 Annually renew website builder feature through GoDaddy for website content o If it makes financial sense, this service will be renewed through 2020 Add new content, graphics and logos and maintain conference website throughout year GRANT WRITING Write grants or apply for additional funding at the direction of the planning committee o Write grant or complete application, including necessary research o Send grant or application to planning committee for review and comments o Submit completed grant or application o Correspond with grantee or funder as necessary o Post conference follow-up to complete grant expense sheet, supporting documentation, reporting, etc. CELL PHONE The planner has a line added to her current cell phone plan through US Cellular. There is a specific conference phone number (515) 681-1026, which is transferrable in the future. Details about this cell phone follow: 2-year contract was signed in January 2015 ISOSWO shall cover the monthly fee for the cell phone service through December 2020 The ISOSWO Spring Conference will share this number and pay $125 toward the annual fee MILEAGE Mileage will be charged at the current IRS rate Planner shall be reimbursed mileage when travel is required of the tasks. Planner will not be reimbursed for travel time to and from meetings. Mileage reimbursement will be submitted monthly to the ISOSWO Treasurer. HOTEL ISOSWO shall provide complimentary hotel accommodations at the official conference hotel for the Planner for the nights of Sunday, Monday and Tuesday. The conference shall cover these nights using the comp rooms earned at the hotel per its contract. It is the responsibility of the Planner to make the reservation. PART II-COMPENSATION Communications at 970, Inc. Proposal for Conference Planning Services 10
Task Hour Range 2017 Cost Range 2018-2020 2016 Proposal Serve as main 170-200 $8,500-$10,000 $8,500- $7,500- contact/facilitate $10,000 $9,000 planning committees Work with financials/audit subcommittee Work with education session subcommittee Work with local/logistics subcommittee Work with tours subcommittee Work with special events subcommittee Work with exhibitors/sponsors subcommittee Work with media/marketing subcommittee Work with auction subcommittee Planning Hours Totals 5-30 $250-$1,500 $250- $1,500 $250- $1,500 5-15 $250-$750 $250-$750 $250- $750 2-7 $100-$350 $100-$350 $100- $250 2-5 $100-$250 $100-$250 $100- $250 2-5 $100-$250 $100-$250 $100- $250 50-100 $2,500-$5,000 $2,500- $2,500- $5,000 $3,750 30-50 $1,500-$2,500 $1,500- $2,500 $1,000- $1,500 2-5 $100-$250 $100-$250 $100- $250 268-417 Hours $13,400-$20,850 $13,400- $11,900- $20,850 $17,500 2016 Actual $9,287.50 $887.50 $400 $387.50 $0 $12.50 $4,325 $2,150 $162.50 $17,612.50 Task Hour Range 2017 Cost Range 2018-2020 2016 Proposal 2016 Actual 2017 Cvent setup of account, transfer all contact lists and event settings, and test. *This conference will be billed 75% of these hours and spring conference will be billed 25% of these hours. 5-15 $250-$750* *This conference will be billed 75% of this fee. N/A N/A N/A Annual Cvent event setup, support and contact management Website maintenance and purchase of domain names and website 10-40 $1,000-$2,000 $500- $1,500 15-25 $750-$1,250 $750- $1,250 $1,050- $2,000 $1,250- $2,500 *included setup of $1,012.50 $1,162.50 Communications at 970, Inc. Proposal for Conference Planning Services 11
builder through GoDaddy brand new site Grant writing 7-15 $350-$750 $350-$750 $350- $750 Additional Work 37-95 $2,350-$4,750 $1,600- $2,650- Totals $3,500 $5,250 Planning Work plus $15,750-$25,600 $15,000- $14,550- Additional Work $24,350 $22,750 Totals Cell Phone Mileage $40.95 per month $24.90 (monthly line fee) $16.05 (monthly data charge) Estimated 3 trips to event center using IRS mileage rate $366.40 annually January-December (ISOSWO Spring Conference paying additional $125) TOTAL RANGE $16,391.40- $26,466.40 $366.40 annually (ISOSWO Spring Conference paying additional $125) $275-$500 $360- $1,500 $15,726.40- $26,216.40 $550 $2,725 $20,337.50 $491.40 $491.40 $129.60 $129.60 $15,171- $23,371 $20,958.50 PART III-MODIFICATIONS TO SCOPE OF WORK The range of hours in Part II covers tasks outlined under Planner Duties in Part I. Committee and subcommittee members are expected to do all other tasks associated with respective committee work. Annually, the Planner will discuss these expectations with the co-chairs and local committee prior to full conference planning activities commence. Should the Planner need to take on extra tasks for that conference year that could impact the range of hours outlined in this scope, the Planner must provide an amended scope of work to the ISOSWO president for approval, up to $2,500. For an amount greater than $2,500, approval must come from the ISOSWO board. Once conference planning activities have commenced for the year, should committees or subcommittees be unable to complete the necessary work, the Planner will assume responsibilities for the tasks upon written approval of the IRA and ISOSWO presidents. These out-of-scope tasks will be charged as follows: $50 per hour for tasks that have a deadline of more than 14 business days from the day the Planner receives co-chair approval to begin work $75 per hour for tasks that have a deadline of less than 14 business days from the day the Planner receives co-chair approval to begin work Communications at 970, Inc. Proposal for Conference Planning Services 12
Critical deadlines shall be agreed upon and outlined in a document called Conference Planning Timeline. Planner will track hours based on the categories outlined in Part II. Planner will notify conference cochairs in advance if hours for any category are expected to exceed the high range. No modifications shall need to be made to this agreement as long as the total range of hours falls within the estimation in Part II. Should planner conduct work outside the scope outlined in Part I, the work must be approved by the ISOSWO and IRA presidents. Work conducted outside the scope outlined in Part I can be approved by the ISOSWO president, up to $2,500, without the approval of the ISOSWO board. Work conducted outside the scope will be tracked and billed separately. Any changes made to this agreement must be made in writing and signed by all parties. PART IV- EXPENSES Other Expenses: All expenses that can be invoiced will be sent directly to the ISOSWO Treasurer Other expenses incurred by the Planner on behalf of the Conference (e.g. postage, printing, etc.) shall be submitted monthly with copies of original receipts for reimbursement An individual expense of more than $50 shall require approval from the IRA and ISOSWO presidents PART V-TERMS AND CONDITIONS Invoicing: Planner will provide ISOSWO with a monthly invoice for work completed in the previous month. The invoice will include a breakdown of hours, mileage, cell phone and other expenses. Additionally, a timecard will accompany the invoice, which will include details of the work completed during that month. The timecard will include hours spent on the categories outlined in Part I. Payments are due and payable thirty (30) days from the date of the Planner s invoice. Amounts unpaid thirty (30) days after the invoice date shall bear interest at the rate of one (1) percent per month from the date of the invoice. Unless otherwise directed, invoices will be sent to the current ISOSWO Treasurer: Benton County Landfill Attn: Eric Werner 7904 20th Avenue Blairstown, IA 52209 Payments to the Planner shall be sent to: Communications at 970, Inc. Proposal for Conference Planning Services 13
Communications at 970, Inc. Erin Vorac 970 Quail Ct. Geneseo, IL 61254 Term of Agreement: This Agreement shall be in effect from January 24, 2017 through December 31, 2020. Acts of God: If an act of God, such as a fire, flood, earthquake or other natural calamity shall cause ISOSWO to cancel the event, Planner will require payment only for the time actually spent planning the event. SIGNED THIS DAY OF JANUARY 2017: Communications at 970, Inc. For Iowa Society of Solid Waste Operations By: By: Name: Name: Title: Title: Communications at 970, Inc. Proposal for Conference Planning Services 14