The purpose of this RFP is to invite Event Management Vendors to submit their proposal for event management of the KEMA conference for 2020.
2.2 Scope
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” section.
Background:
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 Breaks
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.
Due Date:
December 31, 2019.
Address:
KEMA Butch Post Rooks County Emergency Management PO Box 193 803 South Elm Stockton, KS 67669 rcem@rookscountysheriff.com
Relevant agencies include Makovsky PR and Hunter PR.