Hawaii Tourism Issues Event Management RFP

Hawaii Tourism Association has issued an RFP for an Executive Producer for the 2017 Hawaii Tourism Conference. HTA is a government agency established by the State of Hawai‘i in 1998, pursuant to Chapter 201B of the Hawai‘i Revised Statutes, to promote and market the State as a visitor destination. HTA is the lead agency and advocate for Hawai‘i’s tourism industry. Its mission is to strategically manage Hawai‘i tourism in a sustainable manner consistent with economic goals, cultural values, preservation of natural resources, community desires and visitor industry needs.

The Hawai‘i Tourism Authority (HTA) seeks an Executive Producer to coordinate and execute its 2017 Hawai‘i Tourism Conference scheduled for either September 19-21, 2017 at the Hawai‘i Convention Center. (Dates to be determined before contractor selection.) In just two years, attendance at the Hawai‘i Tourism Conference has nearly tripled, from approximately 800 in 2014 to approximately 2,100 in 2016. Our goal is to continue to grow the Conference in attendance numbers, in geographic reach, in media exposure, in relevance, and in significance.

Hawai‘i is uniquely situated to be a leader in the tourism industry. Located in the geographic center of the Pacific Rim, Hawai‘i embodies a culture and lifestyle that integrates global diversity and possesses a continually growing tourism economy. There is no better, more stimulating environment for a global summit on international tourism trends, strategic alliances and emerging opportunities.

The annual Hawai‘i Tourism Conference brings together thought leaders, visionaries, suppliers, operators, policy makers, and the media in an innovative format of networking and sharing. It’s not enough for HTA’s attendees to leave the conference better informed. HTA wants them to feel inspired, and enriched, and better connected with their fellow key stakeholders across multiple continents in a rapidly evolving global travel marketplace.

Scope of Work

1)    Visual Thematic and Room Aesthetics

• Logos, designs and signage.
• Staging, lighting, backdrops, design, etc. for all rooms/sessions.
• Room layout for all sessions/activities

2)    Website and Mobile App

• User-friendly conference-themed website to include: conference information; maps of conference center, conference schedule, information on speakers and exhibitors, identification of sponsors, and online registration.
• Mobile App to include same features as website, in addition to activity feed for social media, networking with conference delegates, push notifications, conference delegates selected sessions.

3)    Programming

• Thematic Determination and Consistency. Requires planning meeting with HTA’s Steering Committee and Program Committee, HTA staff, and Hawai‘i Convention Center staff to develop program as well as other initiatives involving the Conference.
• Program Schedule. Three-day conference (Tuesday through Thursday) would include but not be limited to: Opening (performance/presentation and Keynote), General Sessions, Breakout Sessions, Student Debate (elimination rounds leading to final debate), B2B Networking Sessions, Exposition Hall (to serve as exhibitor space, refreshments area, demonstration or technology area), Legacy Lunch (with performers and awards), Aloha Reception, and Farewell Lunch (with closing remarks and performances).

4)    Logistics

• Transportation of off-shore attendees from hotels to Convention Center.
• Transportation/Shipping/Hotels for speakers, panelists.
• Audio-Visual Acquisition and Management, including general and breakout sessions stage setup.
• Onsite Staffing to include but not be limited to registration, door monitors, information desk, docents/greeters, production assistants, and set up and breakdown
• Coordination with Hawai‘i Convention Center.

5)    Assets Acquisition and Distribution

• Video recording of speakers, panels, sessions; to be clearly labelled and provided to the HTA.

6)    Registration

• Coordinate all registration matters (pre-, on-site, post) to include collection of tourism conference registration and sponsorship fees.
• Provide excellent customer service for all registration matters and inquiries, including prompt and friendly replies.
• Provide efficient registration check-in services for delegates and speakers during the conference dates, the week of September 18, 2017.

7)    Arrangements for Speakers

• Book hotel accommodations at the designated conference hotel.
• Make airline reservations with both sponsor and non-sponsor airlines, and making ground transportation arrangements with both sponsor and non- sponsor transportation companies for Conference speakers.

8)    Event Management

• Management of panels and breakout sessions.
• Stage direction during the General Sessions and Luncheon.

9)    Other Conference Items

• Order, print and compile name tags for Conference attendees.
• Order, print and compile Speaker and Staff Ribbons and name tags.
• Order and distribute “drink tickets” (2 drink tickets) for the Aloha reception during the Conference.
• Print room, registration, and directional signs.
• Coordinate for a first-aid station and security services with the Hawai‘i Convention Center.

10) Online Appointment Scheduling for B2B Networking Sessions

• Coordinating and arranging appointments between conference delegates and tour operators utilizing an established commercially available appointment scheduling software system.
• The 2017 Conference will offer two (2) interactive B2B sessions (similar to US Travel Association’s International IPW event, approximately 1.5-hours) consisting of one-on-one appointments of approximately ten (10) minutes each where the attendee will sell their story/ask questions/promote their product to a maximum of nine (9) tour operators per session.
• Develop a document which describes each tour operator, in order to assist the Conference Attendee in making their appointment selection.  Document must be up during launch of microsite.

11) Industry Exposition

• Organize and implement an exposition showcasing Hawai‘i’s activities, attractions, hotels, transportation, and visitor-related services to develop an effective and efficient marketplace.
• Design pricing structure, floor plan, and invite.

12) Payments to Vendors and Speakers

• Disburse funds from fees collected in accordance with the vendors’ terms and conditions, which shall include but not be limited to: conference speakers, entertainment, Hawai‘i Convention Center, vendors providing services to the HTA for the conference, the conference hotel (to be determined), airlines, and car rental agencies

Proposal due by November 23^rd, 2016 to:

Hawai‘i Tourism Authority State of Hawai‘i

1801 Kalākaua Avenue Hawai‘i Convention Center, First Level

Honolulu, Hawai‘i 96815