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Request for Proposal: Each One Reach One Event Planner

RFP for the National Association of Women Business Owners – Buffalo Niagara (NAWBO)

EACH ONE REACH ONE EVENT

March 14, 2018

4:30 to 9:00 pm

 

NAWBO Buffalo-Niagara, one of the fastest growing chapters out of the 58 chapters nationwide, is a servant leadership organization which propels women entrepreneurs into economic, social and political spheres of power worldwide by strengthening the wealth-creating capacity of its members and promoting economic development within the entrepreneurial community; creating innovative and effective change in the business culture; building strategic alliances, coalitions, and affiliations; and transforming public policy and influencing opinion makers.

 

NAWBO Buffalo Niagara’s flagship annual event is Each One Reach One held the second Wednesday in March.  This event consists of a progressive dinner with 400 plus attendees and 50 vendors displays. 30% of the proceeds from this event go to fund the NAWBO’s scholarship program designed to support members to help advance them in their business and NAWBO Buffalo Niagara chapter.
All questions must be submitted by 5:00 pm July 28, 2017

Questions and answers will be posted on website by August 4, 2017

Proposals must be submitted by 5:00 pm August 18, 2017

If possible please include an option for sponsorship in lieu of payment (partial or in full)

The winner will be notified on or before September 1, 2017

 

Expectations:

  • Event Planner (EP) will work with committee chairs (CC) to select an acceptable venue to accommodate 400 plus members for a progressive dinner, 50 plus vendor display area, and space for a scholarship basket raffle of 100 baskets.
  • EP will work with CC to negotiate pricing for the event
    • CC will work with committee on food selection
  • EP will work with CC on developing a budget and aligning the event to NAWBO’s vision
  • EP will collect all bills and receipts and record on google doc
    • Bills must be approved by CC then submitted to Chapter Administrator for payment
  • EP is expected to attend as many as possible of the EORO Committee meetings (TBA). When not able the subcommittee chairs will provide a report to the EP
  • EP will work with the decoration committee on theme and event decorations
    • EP will work with designated florist
    • EP will be responsible for decorations set up & will coordinate with the decoration committee.
  • EP will work with the fundraising chair on the display of the baskets, ticket containers, etc.
    • EP will work with fundraising chair on a plan on how, when and where the baskets will be gathered and brought to the event
    • Fundraising chair will be responsible for packaging baskets
    • EP will devise a plan for basket pick up staffed by Fundraising committee
  • EP will work with the communication committee for a strategic plan of marketing and communications
    • EP will work with CC and communication committee (or chair) on posters, postcards, website and social media campaign
      • EP will work with designated printer for posters, signs
      • The communication committee will implement plan and oversee timelines
      • The EP will be responsible for following up with communication committee to ensure the event is promoted timely and in a way it was

designed.

  • EP will work with the chapter administrator (CA) and CC on registration setup and day of event (format will be done by September 1)
    • CC will report to EP monthly and then biweekly starting January and weekly starting February 15th on status of attendees.
    • EP will work with CA and/or CC to collect all guest’s names and dinner choice for CA to develop matrix; get matrix sent to printer.
    • Get printed name tags from printer, to stuff name tags with agenda, and special meal tags
    • To work with CA, CC to layout guests’ name tags on registration table.
  • The vendor/ sponsor committee will secure all vendors & sponsors but will report to the EP for inclusivity for marketing and event layout
    • EP will work with the vendor/ sponsor committee to meet the needs of sponsors.
    • EP will communicate with all vendors/sponsors to secure guests’ names with meal choice, logos, ads, swag bag items and event timings.
  • EP will work with Logistics committee (LC) to select appropriate swag bag and to secure them.
    • EP will work with LC to collect swag items from NAWBO-Buffalo Niagara chapter members and sponsors for the swag bags.
    • EP will ensure that all items are stuffed into the swag bags, deliver bags to event location and ready at registration table for distribution to guests.
  • EP will create a google doc to include all EORO information
  • EP will provide an updated report to the CC for the NAWBO monthly board meeting
  • EP will be on site the day before for set up – March 13, 2018 from 3pm to 8pm
  • EP will be present the day of event – March 14, 2018 from 10am – 10pm
    • EP will oversee complete setup of the event from 10am – 4pm;

during the event 4pm – 8:30pm, and complete tear down from 9pm – 10pm

  • EP will be on site directing and overseeing event from inception to conclusion the day of the event (see above).
  • EP will provide the analytics of the event
  • EP will prepare final P & L report
  • CC will be responsible for securing volunteers for the following committees and their job descriptions:

 

  • Fundraising
  • Vendors
  • Sponsors
  • Registration – Attendees
  • Communication
  • Logistics – Swag bags
  • Decoration
  • Phone
  • Table captains
  • Set-up/ Clean up committee

 

Requirements for All Bidders

  • Bidders must list at least two (2) projects that are substantially similar to this project as part of their response, including references for each.
  • Proposals must be signed by a representative who is authorized to commit bidder’s company.
  • If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.

 

Evaluation Factors

  • NAWBO Buffalo Niagara will rate proposals based on the following factors, with cost being the most important factor:
    • Responsiveness to the requirements set forth in this Request for Proposal
    • Relevant past performance/experience
    • Cost
    • Technical expertise/experience of bidder and bidder’s staff

 

Winner is selected by board vote which shall be final and conclusive. Preferences go to NAWBO Premier Members in good standing, followed by NAWBO Introductory Members in good standing.

 

Submissions Must Be Provided by the Deadline as Follows:

 

Electronically, in PDF format only, to:

 

Jeanne Hellert

Chapter Administrator

info@nawbowny.org

Marcia Brogan

Chapter President

mbrogan@niagaranational.com

The submission must say NAWBO PROPOSAL in the subject line of your email.

Questions/ Answers:

Q. How often does each committee meet and at what time of day?

A. Both the EORO and fundraising committees meet together.  Committee meetings are usually on the 1st & 3rd Wednesday morning @ 8am to 9am @ Alton’s.
Sept to Dec. one committee meeting
Jan to Feb – two committee meetings
March – one committee meeting

Q. Is Google Doc the only accepted form of information sharing?

A. At this time we are only using Google Docs but the committee is open to other options

Q. What are the sponsorship levels/values available for trade?

A. We have several sponsorship packages available for consideration of a trade for services.  s

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