The purpose of this RFP is to invite Event Management Vendors to submit their proposal for event management of the KEMA conference for 2020.
KEMA will have staff and possibly intern/s as resources for
some aspects of the event such as development of theme, budget, and event
promotions. We will require the Event Management Vendor to manage logistics and
on-site event management. Please see further details in “Scope of Work”
Kansas Emergency Management Association (KEMA) offers
networking opportunities among local emergency managers as well as
opportunities to interact with state and national emergency management
professionals and other affiliated individuals, governmental agencies and
interested private groups. KEMA holds an annual conference providing the
opportunity for members and nonmembers to learn, share ideas, network, visit
sponsors exhibits, and recognize outstanding individuals/organizations. The
conference dates are set for September 8- 11, 2020; September 14-17, 2021; and
September 13-16, 2022. Pre-conference dates are September 7, 2020; September
13, 2021; and September 12, 2022.The conference location will be the Kansas
Star Event Center in Mulvane, KS.
Scope of Work:
KEMA will require the Event Management Vendor to coordinate
with the conference committee to manage the following aspects of the event:
4.1 Plan Pre-event schedule Conference schedule Meals and
4.2 Sponsors & Speakers Work with KEMA conference
committee to identify and confirm speakers for the conference, including
keynotes, plenaries, and breakout sessions. Arrange travel and hotel
accommodations as needed for Speakers. Create and deliver a process for
delegates to provide evaluation on speakers. Work with KEMA vendor/sponsors
committee to contact and confirm vendor/sponsors for the conference at various
sponsorship levels and identify booth set-up requirements for exhibits
4.3 Event Promotions Registration: KEMA will provide online
registration for all delegates to sign up and provide updates to the event
management vendor. Conference Materials: KEMA will provide guidance on materials
required (printed and digital). Event Management Vendor will be required to
produce and prepare materials for distribution. Promotion: KEMA will coordinate
e-mail and other marketing to promote the event to partners and customers.
4.4 Event plan and logistics Meals: Work with KEMA
conference committee to manage and order all meals for the duration of the
conference. Awards Banquet dinner: Manage production of awards banquet dinner
including meals, programs, and emcees. KEMA will provide awards. On-site
signage: create all on-site signage including schedules, registration area,
dinner, and session rooms Audio-Visual: Work with KEMA board members and event
center for all audio/visual requirements. Photography: Work with KEMA to
coordinate photography of the conference including delegates, speakers, dinner,
and awards. Staff coordination: Manage communications with event center staff
involved with the event including marketing/sales/customer service staff.
4.5 Facilities Conference Facility: KEMA has secured the
Kansas Star Event Center. Accommodations: KEMA has secured a block of rooms at
the Hampton Inn & Suites Wichita/Mulvane.
4.6 On-Site Management Registration: Manage/staff
registration desk Tuesday 4:00 pm – 7:00 pm, Wednesday 7:00 am – 6:00 pm, and
Thursday 7:00 am – 12:00 noon. There should be adequate staffing to ensure
smooth and efficient registration for conference attendees. The registration
desk is responsible for attendee registration, name badges, and distribution of
promotional and conference materials. Intern/s may be available to assist at
the registration desk. Daytime & Evening events: Be on-site to manage
logistics with event center staff to ensure a smooth event.
4.7 Post Event Report Vendor will collect all-conference surveys and produce a post-event report. The report will be presented to the KEMA Board at the November board meeting.