Boldly NY New York Wine & Grape Foundation Issues Event Management RFP

2021-10-24 by JamesD

To accomplish its mission and meet industry need, NYWGF leads two (2) important industry events annually, the B.E.V. NY Conference and the New York Wine Classic Awards Ceremony. NYWGF is seeking a partner to help support the planning, logistics, and implementation of both events

Background:

The New York Wine & Grape Foundation (NYWGF) was created by the State of New York in 1985 as a private, non-profit organization. The enabling legislation established a financing mechanism for promotion and research, providing the industry with both short-term assistance and the potential for long-term viability. NYWGF’s programs are developed by a Board of Directors in consultation with other representatives from industry and state government. The activities carried out by NYWGF are designed to support all uses of New York-grown grapes from all regions of the state. The mission of the NYWGF is to “promote the world-class image of New York grapes and wines from our diverse regions to responsibly benefit farmers, producers and consumers through innovative marketing, research, communication, and advocacy.” The vision of the NYWGF is “to be the world’s premier region for cool and cold climate viticulture.”

About the B.E.V. NY 2022 Conference. Scheduled to take place from March 29th, 2022, through March 31st, 2022, B.E.V. NY is the annual grape and wine conference presented by NYWGF, Cornell’s Finger Lakes Grape Program and the Enology Extension Laboratory. The conference invites academic and industry experts to present information that addresses important issues for the industry, and to do so in a way that provides practical information to those who attend. The event will include three (3) full days of workshops, special events such as the NYWGF Unity Awards Ceremony, and Sponsor/Exhibitor recognition. As of October 2021, it is anticipated that B.E.V. NY 2022 will be a hybrid event, with March 29th being the only day of the conference to be held in-person (Rochester, NY) and virtually, and the subsequent days being held virtually. Please click here to read about B.E.V. NY 2021 About the New York Wine Classic Awards Ceremony. Organized annually by the New York Wine & Grape Foundation, the New York Wine Classic celebrates a diverse selection of world-class wines from producers within the State. Judging will be conducted over a 4-month period by the Beverage Testing Institute (BTI) in Spring 2022, and awards will be presented in June 2022. Click here to view the 2021 New York Wine Classic Awards Ceremony Click here to read more about the New York Wine Classic

Scope of Work:

Specific duties to include: Planning • Creation of project schedule with key milestones and deadlines • Event Production, including script writing • Creation of Event Materials including signs, programs, and invitations as needed Speakers • Develop plan to onboard and prepare speakers to all aspects of event • Collect all relevant speaker info (bio, photo, contact info, travel info, etc.) • Provide and prepare speakers with recommendations/solutions to ensure seamless execution during the live event (tech, logistics, timing, best practices, background recommendations, templates, etc.) Promotion • Provide all relevant speaker/participant info (bio, photo, etc.) to coordinating team by agreed upon deadline Sponsors & Exhibitors • Develop plan to onboard all sponsors and exhibitors for both in-person and virtual formats • Collect all sponsor and exhibitor relevant info (videos, logos, adverts, etc.) and distribute to coordinating team • Work with coordinating team to ensure deliverables met for all partners Registration • Provide log-in instructions and support to participants • Answer registration and technology questions as necessary On Site Logistics (as necessary) • Provide speaker info (contact info, travel info, etc.) to coordinating team • Develop plan to onboard all speakers to on-site event portion • Arrange for travel logistics, if necessary • Compile all invoices for speaker fees and / or travel Virtual Event Logistics • Develop plan to onboard all speakers to virtual format • Distribute log-in and other instructions to speakers • Ensure speakers are prepared and arrive for their speaking slot 3 of 4 • Distribute log-in and other instructions to sponsors and exhibitors • Arrange for introduction and welcome of speakers • Design visual aids (as needed) to reference during awards ceremony Post Event Support: Provide for and/or prepare: • Speaker, participant, sponsor, exhibitor evaluation • Prepare final wrap-up report and meeting for both events

Due Date: 5:00PM on Friday, October 29th, 2021.

Address:

Valerie Venezia-Ross Director of Programs & Marketing New York Wine & Grape Foundation e. valerieross@nywgf.org

Relevant agencies to consider include Hunter PR and Alison Brod PR.