The vendor required to provide canals event management to retain a full-service firm specializing in outreach events, with comprehensive strategic and tactical expertise, to assist in planning, developing, and implementing extensive, multi-faceted outreach initiatives.
- The event management supplier shall provide expertise in delivering an innovative in person attendee experience as well as a virtual event that includes but is not limited to the following:
• Program development
• Event management
• Programmatic details
• Event marketing and promotion
• Post-event marketing
- Program development:
• Conduct market research of similar events (e.g., written summary of 3 comparable events including attendance data, format, and key lessons learned)
• Authority will create and develop a program aligned with our mission and supporting goals, focusing on energy efficiency, renewable energy, technology, and related areas
• With authority support, the program will prioritize speakers with significant expertise and knowledge in relevant fields
• Provide primary contacts and program guidance for speakers, panels, etc. subject to approval of authority within 5 business days
o Event program development and coordination, including development of panel sessions, workshops, networking opportunities and business meetups
o Panel session topics will be crafted to promote opportunities, share insights, and encourage dialogue among experts, and general audience
- Event management:
• authority will secure audio and visual, wi-fi, and other equipment needs, event management and department are expected to engage and provide input on additional needs for the venue
• Conduct research and make recommendations regarding catering for light breakfast and lunch, securing, and hiring caterers.
- Programmatic details:
• Develop and present a comprehensive guide and training for attendees on how to use the platform and what to expect
• Provide comprehensive reports on a weekly basis in excel format with attendance, duration, and other relevant metrics for in-person and webinar formats
• Conduct surveys to gather feedback from participants
1. Webinar format
• Provide access to its zoom license and hosts credentials; supplier will serve as co-host.
• Department will facilitate our zoom account to create a webinar registration link.
• Attendees will have the option to view the panels virtually.
• Zoom platform has a capacity of 1000 attendees.
2. Webinar support
• Provide access to its zoom license and hosts credentials; supplier will serve as co-host.
• Department will facilitate our zoom account to create a webinar registration link.
• Attendees will have the option to view the panels virtually.
• Zoom platform has a capacity of 1000 attendees.
- Event marketing and promotion:
• authority team will supply branding guidelines and files from previous years for reference or enhancement no later than initial meeting
• It is the event management supplier’s responsibility to write and develop the communications and create design elements.
• All initial drafts should be submitted on Mondays, with final versions due on Fridays.
• Corporate communications will be part of the approval process but cannot allocate all resources to this task.
• authority will serve as the primary point of contact for the approval process.
• authority marketing and communications team will develop content to ensure brand consistency and high-quality messaging.
• This includes posts, social media content, email, invitations, etc.
• Any required changes or feedback will be communicated back to the authority communications team for revisions within 5 business days.
• authority will ensure any changes align with organizational goals and branding before publication.
• Content will be approved once it meets the necessary criteria.
• The communications team will also ensure that authority messaging remains relevant and timely.
• Authority marketing and communications team will participate in venue visits and floor plan discussions to create a cohesive, well-branded environment.
• All necessary assets will be shared with the event management supplier, who will be responsible for implementing these resources into digital and marketing campaigns.
• Authority will design and produce the signage, the venue space, and the staging.
• A budget overview and resource allocation for these tasks will be provided to the event management supplier.
• To ensure quality and consistency, all communications and design elements will undergo a thorough review process.
• Feedback will be collected and addressed promptly, with a system in place for tracking changes.
• authority will design and produce the signage, the venue space, staging, and signage.
• In the event of unforeseen circumstances, contingency plans will be activated to ensure minimal disruption to the event’s communication and branding.
• Event management supplier will promote the event which will include pre-event outreach information about the program, venue and registration.
• The event management supplier shall create and secure:
o Development and completion of case studies and promotional materials, including an e-blast marketing plan and distribution schedule
1. Digital and websites
• Website: event management supplier will develop and landing page.
• Supplier to provide an event microsite hosted under authority domain.
• The event management supplier will provide program details, and speakers information to authority
• manage: implement technical development of emails to support.
• Manage and run an email newsletter campaign, including managing the audiences deploying within email applications
• event management team will develop a comprehensive event marketing campaign.
• management team will develop a comprehensive will design prototype email communications: event management supplier will implement management team will develop a comprehensive design into email platform and manage data and list, audiences, opt-ins, and data to keep a clean and up-to-date email list.
• Establish effective communication channels to reach and interact with the new audience.
• Using metrics and testing, identify optimization opportunities including content, layout, subject lines, etc.
• comprehensive registration and tracking e) event management supplier is expected to “clean” registration data weekly to remove duplicate entries
- Post-event management:
• Create a post-event survey one for attendees to be reviewed prior to the event
• Issue post event survey within 24 hours following the event
• Provide a debrief that includes a review of responses to evaluation forms and other feedback to identify future opportunities
• Recycling of attendee badges
• Provide final attendee list and summary report due within five (5) business days post-event
• Share an assessment including areas of improvement for future event planning and implementation.
• Develop and manage post-event outreach, including but not limited to:
o Post-event updates on the website.
- Contract Period/Term: 5 years
