Canals Event Management Services

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