Job Posting 88575

RFP: February 2023 PNT Integration Summit
Alberta Association of Immigrant Serving Agencies (AAISA)
Work From Home - Calgary area, Edmonton area
closes in 4 days (Fri, 2 Dec)
rfp (request for proposal)

REQUEST FOR PROPOSAL

 FEBRUARY 2023 PNT INTEGRATION SUMMIT

SCOPE OF WORK

The February 2023 Prairies and Northern Territories (PNT) Summit Advisory Committee is requesting a proposal based on the following event scope and service description:

  • 3 day virtual event – to be held on Tuesday, Wednesday, Thursday from approx. 10.30am- 3pm Central Time, 9.30-2pm Mountain Time, either February 7th-9th or February 14th-16th.
  • Target attendance of approximately 400-600 attendees
  • Simultaneous interpretation and all participant event documents to be in both official languages throughout the event and evaluation process.

 

SERVICE DESCRIPTION

 

PROJECT MANAGEMENT & ADMINISTRATION

PROJECT MANAGEMENT

  • Conduct project kick off and initiation meeting
  • Create key milestone and deliverables schedule with assigned resources
  • Create schedule and monitor critical timelines
  • Develop a critical path covering timelines & responsibilities of team members
  • Manage and keep critical path updated
  • Day to day task management (manage resources, tasks, etc.)
  • Create, update & maintain action log for project team

 

EVENT & COMMITTEE MEETINGS

  • Schedule and attend meetings as required
  • Attend and host planning meetings, rehearsal, and tech checks & test meetings
  • Prepare agendas & materials for all required meetings
  • Record and distribute meeting minutes and action items following all meetings

 

GENERAL MANAGEMENT & ADMINISTRATION

  • Manage collaboration tools & resources (file sharing, survey tools etc.)
  • Provide progress reports as required
  • Review all contracts for technology providers, platforms and software purchases

 

CONTRACT NEGOTIATION

  • General contract review and negotiation with event vendors

 

CONSULTATION

  • Recommend new technology and industry best practices for event improvement
  • Post-Event Report Coordination
  • Coordinate contract with post-event report consulting to finalize pricing, scope
  • Provide post-event report consultant with data, materials and details from event
  • Oversee creation of post-event report by consultant (to be recruited by SAISIA)
  • Finance & Budget Management
  • Budget Management
  • Assist with development of a detailed event budget
  • Update & maintain event budget throughout the project
  • Prepare final budget figures + reconciliations
  • Provide post event financial reconciliation and summary after the event Financial Management
  • Create a financial reporting process for recording revenues and expenses
  • Track and monitor budget for the events in coordination with SAISIA
  • Continual monitoring of budgets to ensure profit goals are maintained
  • Manage negotiations with vendors to secure best possible pricing for SAISIA
  • Provide financial statements and budget updates to SAISIA
  • Submit invoices for processing, approval, and payment
  • Budget creation, bookkeeping and final invoice reconciliation
  • Manage and receive all conference funds and expense payments
  • Provide monthly status reports including financial snapshot
  • Prepare final financial report within 60 days of event

 

SPEAKER SUPPORT & FULFILLMENT

SPEAKER RECRUITING & CONTRACTING

  • Provide consultation & recommendations on program and schedule design
  • Recommend & source potential speakers in conjunction with your team
  • Create speaker contracts for all speakers (including breakout speakers)

 

SPEAKER SUPPORT & FULFILLMENT ACTIVITIES

  • Liaise with presenters to provide updated presentation schedules & information
  • Develop speaker information kit & fulfillment process
  • Customize & send out speaker welcome kits
  • Collect all speaker details (bios, abstracts, hospitality forms, AV etc.)
  • Distribute documents for all speakers outlining their requirements & expectations
  • Prepare host scripts and schedules
  • Prepare final speaker details & requirements for on-site execution
  • Schedule and manage speaker technical rehearsals & support technical issues

 

ONGOING SPEAKER FOLLOW UP & MANAGEMENT

Conduct follow up calls, answer speaker inquiries, provide speaker support etc.

 

PLATFORM/CONFERENCE WEBSITE MANAGEMENT

  • Present a minimum of three platform options to the Advisory Committee with pricing
  • Present options on networking/connection apps for the virtual events, as this may be separate components from the platform
  • Set up the platform(s) for the virtual event to match your conference and PNT branding
  • Design an engaging virtual event including networking time
  • Ensure interactive learnings and dialogue with attendees
  • Set up all virtual events/sessions within the platform
  • Coordinate any pre-recorded content, including sessions

 

MARKETING & COMMUNICATIONS SUPPORT

MARKETING PLANNING & STRATEGY

  • Support SAISIA in developing the marketing tactics plan
  • Maintain and update marketing tactics schedule
  • Assist SAISIA with promotion of the event
  • Marketing Collateral Development
  • Support with design and development of email blasts
  • Support design and development of event marketing materials
  • Support design and development of social media marketing materials
  • Generate content & graphics for event website and refresh website branding
  • Maintain and update content on event website

 

ON-SITE COLLATERAL SUPPORT

  • Support SAISIA with design of event graphics (banners, website pages, etc.)

 

REGISTRATION MANAGEMENT & SUPPORT

SYSTEM SETUP & DEVELOPMENT

  • Liaise with SAISIA to obtain registration requirements
  • Develop registration form to accommodate attendee and exhibitor registration
  • Setup and configure registration system and processes
  • Provide registration system training session for SAISIA staff, as required

 

REGISTRATION SUPPORT

  • Provide online and telephone registration support to delegates and exhibitors
  • Contact information will be provided for information & technical support
  • Compile ongoing registration and accommodation reports
  • Provide bi-weekly updates on registration status
  • Prepare post event registration reports and reconciliations
  • Maintain delegate database
  • Provide attendees with event login & access information

 

VIRTUAL EVENT PRODUCTION

PRODUCTION& LOGISTICS MANAGEMENT

  • Oversee on-site setup and testing of online event platform
  • Ensure event download, login and technical instructions are provided to attendees
  • Overall management of production & logistics during event
  • Work with technical team to ensure smooth implementation of all event plans
  • Manage entire event run of show and event production schedule
  • Technical Production Management
  • Work with SAISIA to determine technical & audio-visual requirements
  • Source and secure technical provider and negotiate contract
  • Ensure proper audio visual is provided for all components of the events
  • Provide audio visual supplier with regular updates with regards to speaker needs
  • Coordinate sound, visual, lighting and technical AV requirements
  • Coordinate speaker dress rehearsals, technical tests and recording sessions
  • Ensure availability of technical staff on-site to troubleshoot issues that may arise
  • Schedule and attend all test sessions with speakers and presenters
  • Provide technical support to speakers and presenters

 

PRODUCTION MANAGEMENT

  • Create & maintain detailed run of show and production schedule
  • Create event script & show flow documents
  • Manage ongoing production inputs and changes
  • Day of show production & technical management
  • Post event compilation of raw video footage (no post-production editing)

 

POST-EVENT EVALUATION

  • Prepare & distribute post event speaker thank you notes
  • Prepare, distribute & compile speaker surveys
  • Compile session evaluations and distribute to speakers

 

TO SUBMIT A PROPOSAL

Please send an electronic submission including the proposal and proposed fees to Sarosh Rizvi at .

Please ensure that your name or your company’s name appears in the file name.

 

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