The vendor is required to provide the proper public relations, project management and execution of the conference for the three-year period, during the month of October 2025, the month of October 2026 and the month of October 2027.
- The conference remains free of charge for registrants, and comprises both plenary and break-out sessions.
- The 2024 event attracted over 1,800 registrants, drawn both locally and overseas.
- All event branding and materials, providing the design, layout, writing, and editing services required for this event, including the following:
• Maintain existing brand identity for the conference (logo, etc.)
• Create and send save the date emails and invitations
• Develop branded items for venue (banners, projector screen, easel signs, etc.)
• Create easel signs with welcome message
• Create name badges, to include printing
• Prepare promotional display(s) / booth (s)
• Create conference slide designs for screen between presentations
• Create the conference programed
• Create the podium sign
• Manage CME certificates
• Manage print and production of all event materials and print advertising
• Create conference banners
• Manage online and print advertising and marketing of the conference
- Activities include, but are not limited to, three years of the conference’s overall project management from concept inception to delivery of the event, and includes all creative services, media relations, public relations, registration management, venue liaison, event branding and materials, website hosting, speechwriting, sponsorship development, speakers’ management, and other on-site services, including stand-alone conference sub-events and sessions, and managing local and visiting VIP participants.
- Host the website for the conference; and shall maintain the existing website, Facebook page and twitter feed for the conference, updating these forums regularly with relevant news, sponsors/ speaker information, etc.
- Provide an integrated media relations campaign, including the following, to be produced before, during and after the event:
• Pre-conference press conference
• Press releases
• Feature articles for placement in relevant local publications and on website
• Media invitations
• Media interviews
• Write speeches for authority and islands government representatives, as required - Assist the conference planning committee in identifying appropriate speakers and topics, and in making initial contact with speakers.
• Act as the speaker liaison leading up to and during the conference.
• Obtain speaker bios, photos and presentation synopsis
• Organize travel arrangements and allocated budget (if applicable)
• Liaise with speakers on the speaker fees (if applicable) and their arrival/departure logistics
• Review conference presentations
- Liaising with the sponsors includes to:
• Act as the main point of contact for sponsors and will coordinate their various sponsorship entitlements.
• Discuss different sponsorship opportunities
• Ensure all sponsorship benefits are met (i.e., booth specifications, logos on ads, press release mentions, etc.)
• Communicate with sponsors prior to event regarding delegate, venue, shipping information, etc.
• Follow up for payment.
• Confirm bookings and manage expectations with the venue, organizing the layout of available spaces
• Confirm AV & staging requirements with venue (e.g. stage lighting, mics, podium(s), screen(s), laptop, speakers, etc.)
• Confirm attendance and seating arrangements
• Confirm food & beverage details for all events – including speakers’ dinner (off site), cocktail reception, lunches, coffee breaks, etc.
• Confirm details for the exhibition area.
• Develop online registration platform
• Monitor delegate, speaker and sponsor registrations through online registration software
• Manage registrants on the day of the event
- Assist with management of VIPS involved with the event, including to:
• identify VIPS to invite, draft and send VIP invitations
• Track responses to invitations and follow up as necessary
• Compile list of names and titles, for official correspondence and proper forms of address during event
• Enquire about any special VIP requests / arrangements (and make)
• Schedule and confirm VIP’S attendance times during the course of day
• Provide point of contact for VIPS
• Allocate appropriate VIP seating during event
• Make special food and beverage arrangements for VIP with the hotel
• Meet overseas-based speakers at the airport (and transport as needed)
- Report to the co-chairs on the days of the conference, to oversee on-site set-up and the event to supervise proceedings and facilitate smooth running.
- Services include to:
• Welcome guests
• Ensure correct protocol is followed
• Supervise set up and event proceedings
• Liaise with venue staff
• Oversee overall set up of conference spaces
• Prepare registration table
• Confirm AV, seating and staging
• Put conference-branded materials in place (easel signs, banners, sponsor signage, etc.)
• Assist sponsors in exhibition area as needed
• Manage and usher all VIPS and speakers, including their seating arrangements
- Such events include:
• The planning charrette
• The SWOT analysis
• Breakout session planning meetings
• Speaker sponsor VIP dinner
• Inviting guests and managing rsvp lists
• Liaising with participants about what preparation is needed
• Compiling data from sessions (where applicable)
• Liaising with any off-site venues (where applicable)
• Post-conference survey
• Post-conference debrief
• Post-conference thank you luncheon.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: April 15, 2025