Request for Donation

REQUEST FOR PROPOSAL

OUTBOUND ADVERTISING SALES SERVICES

Deadline for Submissions: Monday, June 10, 2013

QUESTIONS AND SUBMISSIONS CONTACT INFORMATION

Any questions and all submissions should be sent directly to:

Sonal Sullivan, CMP MPI-CAC Board of Directors VP of Finance

Manager, Meeting Services HIMSS 33 W. Monroe, Suite 1700 Chicago, Illinois 60603 (312) 915-9568 Direct [email protected] ORGANIZATION PROFILE AND INFORMATION

Meeting Professionals International (MPI) is a global community of meeting and event professionals. It is the largest association for the meeting profession with nearly 22,000 members in 71 chapters. MPI is also the world's largest association for the $102.3 billion meeting and event industry and is committed to positioning meetings and events as a key strategic component of an organization's success.

The Meeting Professionals International Chicago Area Chapter (MPI-CAC), established in 1976, empowers its members to increase their strategic value with education, professional development and business growth opportunities. Over 1,000 members strong, MPI-CAC is the largest chapter in MPI. In addition to its distinction in terms of membership size, dedication and involvement, the chapter is also one of the founding chapters and rich with industry history. (www.mpicac.org)

MPI-CAC is the best local resource to meeting professionals in the Midwest. The numerous advertising and marketing opportunities allow suppliers to build brand recognition and sell their products and services to your target audience.

DEMOGRAPHICS OF MPI-CAC MEMBERS

% Member Type % Member Location 52% Supplier 92% Illinois 43% Planner 3% Neighboring States 5% Student 5% Other % Planner Type 22% Planner – Association 44% Planner – Corporate 1% Planner – Government 28% Planner – Meeting Management

PROJECT OBJECTIVES

MPI-CAC is accepting proposals for Outbound Advertising Sales services. This organizational relationship is desired to help support MPI-CAC by expanding the organization’s advertising reach.

CURRENT MPI-CAC ADVERTISING OPPORTUNITIES

Current advertising sales are managed by the MPI-CAC Executive Director based on the existing and current advertisers and in-bound inquires. MPI-CAC is looking to expand the advertising reach via outbound advertising sales.

The chosen organization will interface on a regular basis with the MPI-CAC Executive Director to confirm space availability, execute placements of advertisements, and manage delivery of invoices and advertisement tracking data. A “Do Not Call” list with current advertisers and sponsors will be provided to the selected organization.

View the 2013 MPI-CAC Media Kit for all of the details, rates and specs. eNewsletter: Conversations+Connections

The Chapter’s weekly eNewsletter, Conversations+Connections, is a two-part eNewsletter.

 The bi-weekly issue of Conversations is a relevant and reliable source of industry-related educational articles in addition to reminders about upcoming chapter events, sponsorship opportunities, and general announcements.  The bi-weekly issue of Connections offers a quick at-a-glance listing of upcoming chapter events.

Conversations+Connections is a favorite amongst members as the easiest way to receive Chapter news.

Distribution 1,100 Chicagoland meeting professionals

Website: www.mpicac.org

The MPI-CAC website offers new features and functionality for the membership, guests and advertisers, including enhanced statistical reporting for advertisements.

There are five page/placement options for advertisements with the current website format. All placement options, excluding the Run of Site bottom banner, can accommodate up to six advertisements at a time.  Home Page  Community, Events & Education  Marketplace & Careers  Leadership, Membership & News  Run of Site – Bottom Banner

Stats 9,229 Unique Visitors Per Month 16,327 Total Visits Monthly 72,270 Page Views Monthly 2,381 Page Views Daily

NOTE: Chapter sponsorship benefits do include advertising opportunities on the website so some placements options are reserved for sponsorship fulfillment.

Dedicated eBlast

A dedicated eblast delivers the advertiser’s message directly into the member’s inbox. These emails are in limited supply as only one will be sent each month to the chapter’s 1,100 members.

Distribution 1,100 Chicagoland meeting professional members

GUIDELINES AND TIMELINE

This RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. Proposals received after Monday, May 13, 2013 will not be considered. Hard copies will remain unopened and will not be returned, electronic submissions submitted after the deadline will not be opened or reviewed.

Please provide estimated cost proposals to accomplish the scope of work. The budget must encompass all elements necessary for execution of outbound sales. The price quotes should be inclusive and a la carte. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. Please outline any extra expenses associated with campaigns that potentially might go above scope of work.

The letter of agreement or contract will be executed by MPI-CAC. Should the selected Agency require executing your own contract, it will be subject to review by MPI-CAC legal counsel, and the project will be awarded upon signing of an agreement or contract, which outlines the terms, scope of work, budget and other necessary items.

PROJECT TIMELINE Wednesday, April 24, 2013 This RFP is dated. Monday, June 10, 2013  Proposal responses due date.  Proposals will be evaluated immediately. Thursday, June 14, 2013 The date the top three candidate firms will be selected. All other candidates will be notified on or about this date. Wednesday, June 26, 2013 Selected agencies MAY be called on to do presentations to a select few of the MPI-CAC board of directors. Wednesday, June 26, 2013 Negotiations will begin immediately. Monday, July 1, 2013 Final Contract signed by both parties Monday, July 1, 2013 Contract to begin on or about this date.

VENDOR QUALIFICATIONS AND EVALUATION CRITERIA

The following criteria will form the basis upon which MPI-CAC will evaluate proposals.

Please send an electronic copy of your proposal to the attention of Sonal Sullivan on the date of Monday, June 10, 2013. Your submission should include:

 Compensation expectations.  Overview of prospective advertising clients, how this list will be developed.  Current reference information for three (3) former or current clients.  Experience working with a volunteer organization

Proposal submissions will be evaluated with the following criteria:  Your proposal must include a cost proposal as previously described. All costs associated with the execution of the service should be presented in a compensation expectations.  Expertise in recommending and communicating appropriate solutions as evidenced by the proposal and references.  Suitability of the Proposal – The proposed solution meets or exceeds the criteria set forth in the RFP.  Agency Experience – Agency has successfully completed similar projects and has the technical qualifications necessary to undertake this project.  Depth and Breadth of Staff – The Agency has appropriate staff to the project in the time frame needed.  Proposal Presentation – The information is presented in a clear, logical manner and is well organized.

ASSUMPTIONS AND AGREEMENTS

 Submission of a response to this RFP does not bind MPI-CAC to engage the agency to provide the requested service. MPI-CAC reserves the right to reject any and all proposals, accept any proposal terms it deems in the best interest of the organization waives any informalities in the proposals submitted and waive any minor irregularities or discrepancies in the proposal procedures.  The candidate agency is solely responsible for the costs it incurs in submitting a response to this RFP.  Participating agencies may be asked to present their plans to the President, the Vice President of Finance and the MPI-CAC Executive Director.  MPI-CAC reserves the right to retain a copy of your proposal after a selection has been made.  Proposals will be considered final as submitted and may not be altered unless requested by the Vice President of Finance and the MPI-CAC Executive Director. 2013 – 2014 MPI-CAC Board of Directors

EXECUTIVE COMMITTEE President VP – Leadership Development Bill Kubiak, CSEP Judi Holler Freeman St. Louis Convention & Visitors Commission General Manager National Convention Sales Manager

President-Elect VP – Membership Hali Cooper, CMP Justin Ely Meeting Expectations Caesars Entertainment Director of Business Development National Sales Manager

VP – Communications VP – Strategic Alliances & Events Mark J. Carter Fergal O’Sullivan, CMP, CASE ONE80, LLC Chicago Oak Brook Hills Marriott Resort Founder Sales Specialist Leader

VP – Education Immediate Past President Cory Fransway, CMP Sean Lynch Experient, a Maritz Travel Company National Hotel Services, Ltd. (NHS) Association Strategic Account Manager Executive Vice President

VP – Finance Joe Hirsch PSAV Presentation Services Vice President, Branch Sales

BOARD OF DIRECTORS Director of Education Programs Director of Membership Recruitment Courtney Anderson, CMP Kim Augustyn, CMP American Bar Association CFA Society of Chicago Meetings Manager, Center for CLE Senior Manager, Programming and Sponsorship

Director of Special Events, Holiday Party Director of Awards Recognition & Awards Selection Andrew Ettenhofer Jennifer Fisher Fig Media, Inc. Director of Sales Director of Marketing & Public Relations Director of Technology Conference Jill Kaplan David Kinney AnswersMedia Louisville Convention & Visitors Bureau Vice President of Business Development Director of Midwest Sales

Director of Membership Retention Director of Sponsorship & Golf Carolyn Paradowski, CMP Tina Reedy CNS TRAVIS, Inc. Senior Corporate Events & Meeting Planner Vice President Director of Educational Conference Director of Leadership Development & Certifications D.R. Smith, CMP Anne Zambrano CVS Caremark Total Event Resources Advisor, Corporate Meetings & Events Account Executive

EX-OFFICIO – MEETING EXPECTATIONS Executive Director Association Manager Beth Chitnis, CAE Nikki Augsburger VENDOR RESPONSE SHEET – OUTBOUND ADVERTISING SALES SERVICES

Contact Name Contact Title Company Name Address City, State, Zip Phone Fax Email Website MPI Member Yes OR No?

PROPOSAL

Outline your agencies compensation expectations. The price quotes should be inclusive and a la carte. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.

Provide an overview of prospective advertising clients and how this list will be developed.

Briefly describe your experience working with a volunteer organization.

MPI Chicago Area Chapter | 917 W. Washington, Suite 228; Chicago, IL 60607 (888) 721-8908 Phone | (404) 240-0998 Fax | www.mpicac.org CLIENT REFERENCES THESE CAN BE CURRENT OR FORMER CLIENTS.

CLIENT REFERENCE # 1 Contact Name Contact Title Company Name Location (City & State) Phone Number Email Address May we contact them? Yes OR No? Please briefly describe the services you provided this company. Dates of service

of 8 The RFP and the nature of work solicited is the confidential and proprietary information of MPI-CAC and the information contained herein may only be used as necessary to prepare a proposal for submission to MPI-CAC.