RFP Objectives
1. Purpose
The OAPPA is an organization of Educational Facilities Professionals comprised of representatives from colleges and universities in Ontario. The OAPPA Chapter is dedicated to promoting common interests in facilities management, fostering professional ideas and standards, and creating educational opportunities for facilities professionals. OAPPA is an independent chapter of the Eastern Regional of APPA (EAPPA) which serves to our parent organization, APPA.
The purpose of this RFP is to solicit proposals for a conference planning team to assist with the 2020 OAPPA conference to be hosted by the University. This proposal will assist the University in determining a conference planning team with experience in the development, planning, advertising, and executing conferences of similar size and scope.
The Successful Proponent shall provide all professional services necessary for the execution of the OAPPA 2020 conference referenced in this RFP.
The conference is planned for May 13-15, 2020.
The theme for this year conference is “DISRUPTORS”.
2. Background
This annual event, held in May, is typically attended by approximately 100 participants and is the main source of professional development for the region, a source of interface between the business partners and institutional members, and a source of revenue for the local chapter.
The conference consists of pre-conference meetings, pre-conference President’s reception, a keynote speaker, a plenary speaker, hall of resources (business partner displays), professional development seminars, a main off-site networking event, an on-site awards banquet/event, activities for spouses and guests, tours of significance to facility management professionals, and an organized outdoor event. A mid-year planning meeting is held approximately 6 months prior to the main conference at the same location/venue as the conference.
3. Resources available
It is expected that all Proponents submitting proposals will familiarize themselves with the OAPPA website at https://oappa.ca
4. Scope of Services
i. Site Selection Services:
- Create a request for proposal and solicit proposals on behalf of the University from various venues capable of accommodating the conference within Ottawa. Consideration must be given to ease of transportation of delegates to and from the conference location;
- Negotiate hotel room or University residence block rental rates, guarantee numbers, complimentary rooms, hospitality suite, and mid-year meeting accommodations on behalf of the University and provide a summary of proposals to the University;
- Provide consulting support as it relates to the selection of the venue utilizing the experience of the Successful Proponent to provide recommendations regarding the best overall value to the organization including the greatest opportunity for conference success;
ii. Meeting Management Services:
- Advise the University on program development and booking speakers including, but not limited to, keynote and plenary sessions;
- Meeting Planning:
- On-site Meeting Management:
- Schedule Planning:
- Special Event and Program Planning:
- Planning meetings:
- Schedule at a Glance:
- Printing and Signage:
- Billing:
iii. Registration Management Services:
- Utilizing the OAPPA registration system, compile an attendees list and confirm data, payments, etc. are complete and provide the list to the University;
- Generate reports reflecting attendance, counts for banquet functions, arrival/departure patterns, and finances;
- Provide support, receive, and assemble conference vendor or business partner giveaways to be distributed at registration;
- Pre-assemble registration packets with badge, meal and drink tickets, and appropriate identification ribbons;
- Provide on-site registration management, staffed appropriately to handle peak registration periods;
- Compile and send confirmation to all pre-registered attendees up to one (1) week prior to conference dates;
- Compile and provide list of attendees to all business partners in electronic format with hard copy available on request. Update throughout the conference and provide access to refreshed hard and electronic copies as requested;
- Coordinate collection of any unpaid registrations after the conference (the Successful Proponent will only be responsible for three collection attempts and assumes no responsibility for unpaid registrants authorized by the University beyond those three attempts);
iv. Exhibit Management Services:
- Compose, design, layout, develop floor plan and coordinate printing and mailing of exhibitor prospectus;
- Provide telecom support for questions from exhibitors;
- Execute electronic mail and telemarketing campaign to increase exhibitor participation;
- Maintain database and mine web sites and other trade shows for prospective exhibitors;
- Manage and handle processing of applications and booth assignments;
- Communicate all needs of exhibitors to the hotel and contractor to insure a positive experience and satisfaction;
- Coordinate any required labour agreements with conference venue staff;
- Send out confirmation to all exhibitors with details about set-up and breakdown;
- Provide on-site support for set-up, breakdown, and show hours;
- Process all fees paid by the exhibitors;
v. Conference Advertising Management Services:
- Develop conference advertising program for attendees, sponsors, and vendors and manage fulfilment of all requirements of these services. These shall include, but not be limited to, the following:
- Handle all calls and correspondence from sponsors/vendors and process applications;
vi. Pre-conference Planning and Observation Services:
- Assist in the creation of a short video montage describing the host city for the 2020 conference;
- Assist in procurement of marketing items to promote the 2020 conference;
- Review OAPPA 2019 University of Toronto;
vii. General Administration and Post-Conference Services:
- Report to the University on regular basis to provide financial and general updates and seek all approvals as required;
- Prepare, reconcile, and submit all forms/payment claims, etc. in a timely and professional manner and payment by the Successful Proponent after approval by the University;
- Follow up on all conference accounts receivable and accounts payable as required;
- Complete all conference follow–up where required;
viii. Optional Services:
- Include details associated with a mobile application for the attendees and vendors to ensure functional and logistical management, guidance, and registry. Please provide both service and licensing options if available.
Mandatory Requirements
Completed Proposal Cover - Appendix A
Completed and signed Proposal Declaration Form - Appendix B
Completed and signed No Conviction of Fraud Declaration - Appendix C
Completed and signed Conflict of Interest, Ethical Conduct And Disclosure of Information Declaration - Appendix D
Provide a copy of Workplace Safety and Insurance Board (WSIB) Coverage
Insurance Certificate (Refer To Appendix E)
