REQUEST FOR PROPOSALS FOR CONFERENCE PLANNING PROFESSIONAL SERVICES FOR FLORIDA ASSOCIATION FOR THE GIFTED (FLAG) 2018 ANNUAL CONFERENCE
The FLAG board of directors voted to contract with a conference planning professional for the 2018 FLAG Annual Conference that will take place in the Orlando area in the Fall of 2018.
We are accepting proposals until 1/30/2018, at 7pm.
Qualified applicants will have experience with conference/event planning and working with educational non-profit organizations (preference will go to those with experience in gifted education.)
Contract must cover all costs, fees, travel, etc. to cover the work of the contractor, and not to exceed $5000.
Please send your proposal and any other pertinent information to President@flagifted.org by January 30, 2018 at 7pm.
SCOPE OF SERVICES NEEDED:
Meeting planner for providing all dates for board members to ensure deadlines for website posts, program registration and information, marketing, speakers’ contracts and travel, exhibitors, sponsors, etc. to keep steady progress and meet goals agreed upon with the board of directors.
Provide full conference schedule by date to be agreed upon, including:
conference theme, title, logo, program content,
desired schedule/layout of speakers and keynotes, breakout sessions
meals, social functions
meetings, off-site events, awards
Assistance with finding site for event per FLAG conference committee guidance, negotiating and securing contract
Negotiating concessions/food at agreed pricing
Review insurance needs and inform board of directors
Set up food and beverage orders
Arrange technology and AV needs for speakers and event
Arrange board of directors’ room assignments/reservations and room blocks for guests for board to review
Track all costs and carefully review final bills to ensure everything is set up and accurate before and after the event.
Set up registration with input from FLAG board of directors, including registration for each type of registration (for example early-bird, non/member rates, free events, etc.)
Send out speaker agreements and have speakers register at reduced price.
Ensure registrants who paid for the 2017 conference and chose to delay their attendance until 2018 are informed of any additional registration requirements and the new dates/times/etc.
Update registration as different categories fill up or time deadlines occur for the registration types.
Set up exhibitor and sponsorship packages and enrollment options for them and follow up with those people to ensure we are set up for their needs at the event.
Advertise the scholarships and update forms for applicants to submit. Assist award committee as needed to get award winners list and help with preparing certificates and short bio summaries for the awards ceremony at the event. Set up free registration for the award winners and two family members or guests to attend the ceremony and part of the day’s conference events.
Create marketing materials including:
Promotional materials for conference,
Email blasts for continuously reminding people to register,
Contact other organizations to advertise, sending out info to all district gifted ed. coordinators in FL,
Make personal contacts with school districts and industry sponsors, etc. to get the word out and invite them to register.
Make sure the call for proposals is sent out and help collect data for conference committee to review to choose speakers. Help with notifying those who are not chosen for speaking. Help with scheduling the speakers in the conference schedule and notifying speakers of any pertinent information such as acceptance, speaking times, technology, expectations, etc.
Develop list of volunteers with help from the conference committee,
Help ensure they are registered and have schedules.
Make sure there are volunteers to cover registration, room monitors, poster projects, any CE distribution, preparations and cleanup.
Participate on conference committee calls and advise committee of work being done and work that needs to be done.
Remain in constant contact with conference committee chair and president of progress on event planning work in this list.
Troubleshoot technical issues with registration and attendees and bring them to the board of directors,
Help with questions about location, schedule, etc.
Open and regular communication with board of directors, committees and venues.
Advise in the development of the Annual Conference program,
Provide templates and suggestions as appropriate,
Develop program deadlines and help board of directors stay on track to meet deadlines with reminders and follow-up as needed,
Collect program content from speakers and exhibitor forms including session titles, descriptions, exhibitor info and logos, wifi info, save the date notice for 2019 conference, other info as needed.
Collect president’s message, FDOE letter of welcome, scholarship winner info, other info needed for including in the program booklet.
Meet with the local chamber of commerce or other business associations who may have partners for FLAG to work with to provide discounts in the area for participants, or donations for use at the conference (food discounts for meals, things to hand out, etc.)
Arrange and schedule any musicians or other entertainment in coordination with conference committee.
Guide efforts to obtain sponsorships, reach out to prior exhibitors and sponsors to see if they would like to sponsor again, etc.
Create exhibitor layout plan for exhibitor hall during conference,
Advise and help plan any pre-conference events,
Develop sponsorship data base for use this year and into the future.
Be a point of contact for sponsors and exhibitors.
On-site management during conference-
Develop play-by-play/script for event prior to event with every detail of the conference
Pre-conference meeting with venue and with conference committee to ensure everything is in place and ready.
Serve as primary on-site contact for any meeting needs.
Set-up and management of registration, volunteers, tech/AV needs, and trouble-shoot as needed
Compile final reports, develop and collect survey from participants, attend post-conference meeting (may be by phone or at end of event) to assess the pros and cons of event and help with future ideas.
Track all financials and turn all receipts and reports over to FLAG board of directors
Manage payment of all balances due with FLAG treasurer, including keynote honorariums throughout event and afterwards turn in report of all conference finances.