Request for Proposals: Virtual Event Manager

REQUEST FOR PROPOSALS: VIRTUAL EVENT MANAGER

We will consider all responses that are sent to ktaylor@NASTAD.org by 5:00 pm ET on Wednesday, July 15, 2020. No unsolicited phone calls or emails will be accepted related to this proposal. If you have questions or comments, please add them to this shared document using the comment feature. We will address all questions and comments received by Friday, July 10.

PROJECT SUMMARY

NASTAD seeks an experienced professional or company to provide meeting management expertise plus virtual/online meeting experience to support NASTAD’s national HIV and Hepatitis Technical Assistance Meeting in October 2020. Support is requested in the following areas:

  • Meeting management and logistics guidance throughout the entire process from kick-off through conclusion and evaluation of the meeting.
  • Technical assistance to guide NASTAD to move from traditional in person conference of around 300 participants to a virtual meeting, which may mean increase to 500 – 750 participants.
  • Management of a variety of participants, including state and local health department program managers and staff from every state and territory, including Pacific Islands, plus community representatives, federal agency staff, national organizations, and corporate sponsors. 
  • Support for “live” events/sessions that accommodate participants from East Coast to Hawaii in terms of U.S. time zones and times of day. 
  • Support during the meeting, including launching the meeting each day, recording sessions (if necessary), managing presentations, and assisting with trouble shooting.

The consultant will have meeting management expertise matched with experience in providing guidance on the selection and implementation of virtual, online systems. NASTAD is seeking experience in selection and implementation of these online system requirements:

  • Desktop and mobile capabilities for online meeting app.
  • Video plenary sessions/keynotes with Q&A, which may include pre-recorded video plus live, interactive Q&A.
  • Workshops – multiple sessions live simultaneously, which may include pre-recorded video plus live, interactive Q&A.
  • Capability to do affinity groups with video chat/interaction before or after scheduled sessions during conference.
  • Capability to allow sponsor interaction with participants through video chat, or scheduling time during the conference days with participants through appointment video chats.
  • Capability of providing non-intrusive ads, banners, links for sponsors.
  • Capability of producing analytics from sessions and for organizers and exhibitors.
  • Posting resource materials, slides, papers and making them available for download by participants.

WHO WE ARE

NASTAD is a leading non-partisan non-profit association that represents public health officials who administer HIV and hepatitis programs in the U.S. Our singular mission is to end the intersecting epidemics of HIV, viral hepatitis, and related conditions. We do this work by strengthening governmental public health through advocacy, capacity building, and social justice.

PROJECTED TIMELINE

July 2020 – October 2020

  • June 29 – Release of RFP
  • July 15 – Proposals due
  • July 24-28 – Notifications
  • July 31, 2020 – Project kickoff
  • August 2020 – October 2020 – Project implementation

THE INFORMATION WE NEED

For consideration, please provide:

  1. Company/consultant name
  2. Contact information
  3. Brief description of your experience
  4. Description of approach to meeting management consulting projects
  5. Description of approach to providing guidance for and implementation of virtual meeting functions
  6. Description of your availability
  7. Description of your pricing model and breakdown of your fees by activity/capability
  8. What percentage of your executive, managerial, and technical staff are people of color/women?

SELECTION CRITERIA

The following will be key factors in our decision-making process:

  • Demonstrated commitment to exceptional customer service and responding to client requests in a timely fashion.
  • Experience working with nonprofit organizations, especially organizations focused on sensitive public health challenges such as HIV and key populations such as gay and bisexual men and Black communities.
  • Price that is commensurate with the value offered by the firm/individual and ability to work within a budget.
  • Potential for a long-term partnership; not just a one-time engagement.
  • Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project.
  • Responses are presented in a clear, organized, and logical manner.