Request for Quote for Decorator Services

EVT0004501

The KDOL Division of Workers Compensation seeks qualified bids for pipe and drape and decorator services for their Annual Seminar. Event Activities to begin with Set-Up on September 26th and continue thru September 28th, 2016 at the Overland Park Convention Center, in Overland Park, KS. All bids must be received and date and time stamped by 2:00 PM on July 26, 2016 at the Office of Procurement and Contracts 900 SW Jackson, # 451S, Topeka, KS 66612.

Event Areas/ Service dates:

1. Exhibit Hall A – 09/26/2016 thru 9/28/2016 (Exhibitor Area)

2. Exhibit Hall B - set-up 09/27/2016 (or 9/26/16 if approved by OPCC) with take down 9/27/2016 after event (approx 1:30 pm.) for Luncheon/Banquet

3. Pre-function - Seminar Main Registration Area 9/26/2016 thru 09/28/2016

1. Exhibit Hall A: Decorator Set-up: occurs on September 26th 2016 and services must be completed by 12:00 noon on September 26th, 2016. The Exhibitors move in at 12:00 noon for their set up on this day. Decorator Tear Down: of Exhibitor Area in Exhibit Hall A will be on September 28th, 2016 after 1:00 p.m.

2. Exhibit Hall B: Decorator Set-Up: Is contracted for September 27th, 2016 to be completed by 10:00 am for a noon luncheon. Note: We may be allowed to set up Exhibit Hall B early on the 26th but must obtain prior permission from OPCC to do this without charge. Decorator Tear Down: of Exhibit Hall B after 1:00 pm on September 27th, 2016 in order to vacate Exhibit Hall B immediately following our luncheon.

3. Pre-function–Registration Area: Decorator Set-up: Needs to be completed on September 26th, 2016 immediately following or concurrently with the Exhibit Hall A set up. This will include 4 Registration Booths provided by the Decorator and chairs provided by the Decorator also stanchions/roping and the pipe and draped work station directly behind the registration booths. (Photo attached) Decorator Tear Down: of Pre-function Registration Area at end of seminar day two on September 28th, 2016 after 4:25 p.m.

Seminar Location:

Overland Park Convention Center, 6000 College Blvd., Overland Park, KS 66221 OPCC Phone # 913- 339-3000. OPCC Site Contact Person will be Scott Reisterer.

All vendors bidding must provide color swatches of materials for the Gold, Silver & Royal Blue theme colors for the Exhibitor Area for draping, exhibit table skirting, carpeting and for the Black Draping material for Exhibit Hall B.

Bidding Specifications: 1 General Seminar Color Scheme is Royal Blue/ Silver / Gold for all areas as noted except Exhibit Hall B which is Black Draping for the lunchroom. (Note: There are specific color schemes set up in the Exhibit Hall A to depict “Gold or Silver Sponsors or Exhibitors Only” see applicable descriptions within this bid request).

Bids should be separate for each of the 3 Parts then combined for a total figure and reflect work as follows:

Specifications Part 1: Exhibit Hall A

Specifications Part 2: Bid for Luncheon Event Set-up for Exhibit Hall B

Specifications Part 3: Bid for Set–up Main Seminar Pre-function Registration Area

Bid is to be in the form of:

 Exhibit Hall A: Four Part Breakdown: (1) A breakdown cost per booth unit (which consists of a 10’ x 10’ pipe/draping, carpet, one 6’ top covered and color appropriate skirted table, 2 bucket style chairs, exhibit number and exhibitor name on banner and a wastebasket), cost price x 90 booths. (2) Provide line item breakdown for Pipe and Drape at end of room (behind stage area in Exhibit Hall A and booths 85 - 88) and food/bar area in the corner of the room by Booth #1. (3) The Exhibitor Registration Area set-up which includes carpet, 3 - 6’ tables and 6 executive type chairs set-up just inside of Exhibit Hall A. (4) Pipe and drape extensions (extra 1’ 5“) for the 11 Gold sponsor Signage. Total for all 5 parts.

 Exhibit Hall B: A quote for set-up for the partition pipe and drape at the far end of room only (wall to wall).

 Seminar Registration Area: A quote for the set-up as outlined in the description for the Pre-function area.

 Combined total bid itemized including all three Parts .

BID SPEC DETAILS Part 1:

Set-up of Booths and Pipe and Drape for Exhibit Hall A:

Location: Exhibit Hall A- Set-up begins Monday, September 26th, 2016 by 7:00 a.m. (or sooner if arranged between decorator and OPCC) and SHALL BE COMPLETED AT/OR BEFORE 12:00 NOON ON THAT DATE for Exhibitor move in. Note: Food Service Area Tables in Exhibit Hall A are designated on attached map as banquet tables and are provided by OPCC, Bars and dark circles (high boys) noted on the attached map and high boys will be provided by the Convention Center. The announcement riser will also be provided by OPCC along with table coverings and will not be a part of this bid . A free standing Pipe and Drape will run behind the stage riser in the reception/food area behind booths 85 through 88 and will be a part of this bid and will be same

2 color scheme as the rest of the Pipe and Drape for booth space areas in this Hall and will go the entire width of the room at 12’ high.

Exhibit Booth Size: Each booth will be a 10’ x 10’ space with background draping (color depicted on map to denote sponsorship/participation level) to be 8’ high and 10’ wide (see attached map diagram for color set up). The attached map diagram is not drawn to scale. For all Gold Sponsors only draping will be in gold and royal and the same height of the Pipe and drape for all booths but Gold Sponsors will have an additional pipe height of 1’ 5” higher set up behind to accommodate a “gold sponsor” signage to hang from top of the drape. Gold Sponsor banner will be provided by KDOL and hung by decorator. Silver Sponsors booth height will be the same as all others, but will be draped in a silver and royal back drapes. Gold and Silver Sponsors will have tables draped according to their sponsorship colors. All Non-Sponsors (Exhibitors Only) booths will be draped in all Royal Blue draping and their table skirting as well.

Booth Space Dividers: All booth dividers will be draped Royal Blue and will be 3’ high and 10’ in length to form the sides of the 10’ x 10’ booth spaces.

Exhibitor Booth Pipe and Drape will be 8’ high with double pipe and drape for all center booth spaces (Booths # 26 through 68). All Exhibitors Only Back drape will be in Royal Blue on all panels with the exception for gold and silver sponsors as they will have two center panels which will be either a Gold or Silver with blue panel draping on each side for each booth unit and one blue drape in the center. The center aisles booths are to be free standing and not back to back to form an aisle behind the booths that can be closed in on end caps for exhibitor storage behind their booth spaces. Booths 85 thru 88 will also be free standing booths setting out in front of the tall drape going the width of the room (see Back Drop Drape details below).

Signage in each booth: Each booth will have a small booth identification sign to be provided by the decorator and to be hung by clips in front of and at the top of the back drape that shall include the booth number on the left side and the name of each exhibitor business name following the booth number (A listing of booth number and name of business for signage will be updated before the event and provided to the decorator). Name changes may be made up to September 15, 2016. The names should be of a size pitch that shall be large enough for persons to clearly recognize the exhibitor name and booth number when standing out 10’ in front of the booth. For Gold Sponsors special signage will be provided by KDOL and is to be hung from the top of the 9.5’ upper drape at the back of each of their booths, with the decorator provided signage that includes the booth # and name signage to hang below.

Furnishings in each exhibitor booth: Shall Consist of (1) appropriately white topped and royal draped 6’ Display Table all skirting to be Royal Blue, EXCEPT for SPONSORS. Sponsors’ tables will be topped in white, with table skirting to be either GOLD for Gold Sponsors or SILVER for Silver Sponsors (a list of sponsors and booth numbers will be provided prior to event) additionally any pre- purchased tables for exhibitors/sponsors should also be draped in royal, gold OR silver as directed. Printed Signage with booth number on the left followed by the Exhibitor Business Name, 2 (two) comfortable BUCKET style chairs, one small waste basket and floor carpeted in Royal Blue color to match the royal blue draping covering the floor space of the 10’ x 10’ area.

Optionally purchased In-booth Display Tables: (Each booth has the option to purchase additional tables as needed, information on those prepaid additional purchased tables are on the attached listing). These tables will be covered in white on the top surface and draped in Royal Blue for Exhibitors, or Gold or Silver for applicable sponsors. Please note option sizes given for extra purchased tables by exhibitor as either 4’ or 6’ length tables.

3 Carpeting: All exhibitor booth spaces and exhibitor registration area will include royal blue carpeting that compliments the color scheme and will be installed within the perimeter of the booth spaces which will be secured in a manner allowed by the Overland Park Convention Center guidelines and which will safely allow exhibitors and attendees to enter and exit the booth spaces. No carpeting will be installed outside of the booth spaces or in the walkways of the exhibit area. The exception being a small area just inside the exhibit area for the exhibitor booth registration staff table. Two 10’ x 10’ area carpets for the staff registration area would be appropriate just outside of the Exhibit Office marked on the attached map.

Registration Tables- Three 6’ royal blue draped tables will be needed for set up for the staff area for the exhibitor registration area and 6 comfortable executive style chairs, this appears on the attached map as “Registration” but will be set up in an “L” Shape with three 6’ tables.

Extra Booth Tables: Note: A few extra 4’ tables can be put aside with royal blue draping on them so that if a last minute exhibitor wishes to purchase the tables, we can then have several available to offer for those in need to rent. If used, we will report to the decorator, and will add if rented to bill accordingly at end of seminar event.

Back Drop Drape for Riser in food and announcement area of Exhibit Hall A : Shall be 12’ high x in length and approximately 120’ across the entire end of room with side support dividers that will hold the free standing backdrop securely and appropriately. Drape in Royal Blue with two Gold & Silver Panels alternating on each side of Riser to accentuate the riser announcement area. (Please note we will be having three free standing booths sitting out in front of and on either side of the announcement area). Special care of draping will be necessary above and on the sides of the projection screen that sits directly behind the announcement stage. Stage riser will be provided by Facility.

NEW THIS YEAR!!! A bar and food area will be set up in the corner area by Booth #1 (see the Booth Map for details). The 8’ draping should go from the wall to Booth #1 to accommodate a back drop for the food tables used for the reception at the end of Day 1 of the Seminar. Draping should also close off Air Wall between Booth #6 an #7 so it can be pulled open for luncheon access into Exhibit Hall B (see map)

Decorator Take down for Exhibit Hall A: Vendor take down will commence on September 28th after 1:00 p.m. Bid Spec Details Part 2:

Set up of Banquet Area for Pipe and Drape for Exhibit Hall B:

Banquet Area will be set up in Exhibit Hall B on September 27th, 2016 by 10:00 am or on September 26th if arranged and agreed to by both the decorator and OPCC facility. Take down (removal) on September 27th, 2016 at approximately 1:00 pm or immediately after the luncheon. This room is contracted only for the luncheon event for the seminar, day one. The Room is 120’ wide X 240’ in length; it will be halved and the depth drawn in or expanded accordingly to accommodate approximately 60 round tables sitting 10 at each table. We will know the exact number of people to accommodate in the room set up just prior to the seminar and will advise decorator where to set up. The draping color is to be Black and be 12’ high and approximately 120’ feet in width. The Black draped wall provided by the decorator will be used to close off the banquet area and will go from wall to wall crosswise (since we are not using the entire room). Banquet Tables, linens and chairs will be provided for by OPCC and will not be a part of this bid.

4 Bid Spec Details Part 3:

Set up for Pre-function Registration Area: Registration area requires 4 registration counters to be set up 11 feet away from the wall. A Pipe and Drape is to run the width of and placed behind the registration counters with sides going back to the wall behind them to form a separate private work area 8‘ in depth. The draping will be approx 10’ wide and will be set up 3’ behind the Registration Counters providing a space between the counters and private work area for workers to sit and work. Draping should be 8’ feet in height done in Royal Blue drape with the exception of Silver and Gold Accent Panels being used on the front side immediately behind the Registration Booths. Four appropriate chairs/stools will need to be provided by the decorator for the workers working the registration counters. Fifteen Stanchions forming 4 lines with adequate velvet roping to form 8 foot long aisles out in front of registration counters for crowd control. Choice of Initials for Registration Counters overheads will be provided to the decorator prior to event. (Note:Three draped tables for additional registration will be provided by the facility in the Pre-function Registration Area and are NOT a part of this bid).

Decorator Take Down: Take down of this area can commence on September 28th, 2016 after 4:45 p.m. so as to avoid disruption for the attendees coming out of the final meetings for the day.

Included and Attached:

 Exhibitor Set up Diagram for – Exhibit Hall A Map (not drawn to scale)  Exhibit Hall B Luncheon Map – Pipe and Drape Setup (not drawn to scale)  Example Picture of Registration counters set up with roping, stanchions and pipe and drape of office area behind counters for previous year example Pre-function area  Example Picture of Stage set up (Pipe and Drape around the Loop Setup) Exhibit Hall A  Worksheet with Booth Number Assignments Numerically/Alphabetically, names for signage to follow once awarded along with listing of any additional Purchases by Exhibitors for Extra Tables with color notations to depict the event sponsors status as Gold or Silver.