Eastern Band of Cherokee Indians

Four Bands Community Fund on behalf of South Dakota Indian Business Alliance Independent Consultant Conference Coordinator Request for Proposal April 10-12, 2013 SDIBA Conference Ramkota, Rapid City, SD Deadline: October 1, 2012

Name and Title: ______Consultant: Address: ______Telephone: ______Fax: ______Email: ______

Please Name and Title: SDIBA Submit to: Organization: c/o Wakpa Sica Reconciliation Place Address: PO Box 1, 709 W. Fort Chouteau Road, Ft. Pierre, SD 57532-0001 Telephone: 605-223-9099 Email: [email protected]

Start date: October 8, 2012

Summary of Purpose: To conduct planning and organizing of the 2013 Bi-Annual SDIBA Conference.

Scope of Work. Below is an outline of the scope of work and is not inclusive of all duties; see Attachment A.

- Support creation of agenda and conference details - Monitor budget - Work with SDIBA to contact funders, speakers, presenters, entertainers. - Manage all facets of registration. - Be available by email and phone for planning sessions and any matters pertaining to the conference.

Contract Price: The total contract price for the consultant’s services and sales tax $______

Consultant: ______

Organization:

Title: ______

Signature: ______

************************************************************************************** Recd: ______

1 | P a g e By: ______Attachment A:

Conference Planning & Administration Services Participate in advisory committee meetings prior to/following event; Report monthly/bi-weekly on progress/ actions Develop and manage conference budget and action planning timeline in cooperation with advisory committee; Determine sponsors, exhibitor and registration goals to meet the budget Negotiate and secure contracts and rates; coordinate conference space requirements and equipment rates (break out rooms, exhibit space, media room & private meeting room(s), registration area(s), parking/traffic, A/V, internet and electrical usage, etc.); Secure and coordinate booth display equipment (pipe, drape, trash cans, table covering, internet & electrical, etc.) and additional details for exhibit space/floor plan; Coordinate and order food & beverages for meals, breaks, receptions, etc. in cooperation with SDIBA advisory committee input. Coordinate & secure conference sponsors and exhibitors o Develop sponsorship levels, booth packages & benefits, pricing, deadline o Assist with distribution strategy of conference materials/marketing o Research & recruit sponsors and exhibitors; Develop comprehensive contact spreadsheet. o Make contacts; Collect forms/ funds in advance of conference by deadline date; Continual communications. o Prepare and distribute confirmation packet at least two weeks prior to event: includes Conference Program (floor plan, schedule), location and times for presentations; electrical, internet and equipment availability; shipping details; other details related to specific panels or presentations (information about other speakers, etc.); set-up/tear down procedures, policies and times; special needs equipment confirmation.

Assist with speaker details as requested by SDIBA committee. o Assist in coordinating accommodations/transportation, etc., if applicable o Determine and coordinate any equipment needs/set up (audio/visual, etc.) for delivery of presentation o Coordinate presentation set up with audio/visual techs; Coordinate set up; Test for confirmation o Develop and collect hold harmless, confidentiality, photo/information release and other forms as needed o Collect biographical, contact and related information for Conference Program and packet materials o Organize and compile speaker information and photos for Conference Program; o Prepare introduction information for moderator/facilitators o Coordinate PowerPoint collection process and loading process for event;

Develop and Manage online registration process/form/database file/management set-up; o Develop functionality, layout & conceptualization of customized online conference registration forms 1) Attendees and Speakers, 2) Exhibitor(s) and 3) Sponsors ensuring that more specific and essential information is collected for each participant regarding dates of attendance, meals, session preferences, etc

Coordinating onsite registration table and check in process with volunteers and assistance provided by SDIBA advisory committee and/or other partners as identified by SDIBA and conference coordinator; o Make recommendations for registration fee; Registration pricing will offer early bird and late fee deadlines with incentive to register early. Registration will have a one-week prior final deadline. o Secure badge holders o Assist with nametag template and coordinate list/mail merge. Print & assemble nametags in badge holders; Coordinate recycling effort to collect after event o Provide alphabetized listings of registrants; Develop process for walk-ins (if necessary/acceptable) o Coordinate on-site credit card processing and related details only if walk-in’s welcome (if applicable) 2 o Secure lanyard and badge holder sponsor; o Secure bag/packet sponsor; Secure and collect items; Coordinate assembly of bags/folders o Determine and prepare additional attendee materials as deemed necessary; Coordinate with registration/distribution Distribute, collect, tally and prepare attendee, speaker, exhibitor and sponsor evaluation results (online survey preferred as follow up email); Report & share with SDIBA Advisory Committee following event at wrap up meeting within one month of event

Prepare and send “Thank You’s” to speakers, sponsors, exhibitors, media and others as identified Follow up with venue immediately after event to finalize any last details; Final payments/billing, etc

Marketing & Communications Services Assist with Save-The-Date postcard and initial distribution list; Send and use to recruit exhibitors, sponsors, etc. Develop promotion plan and distribute communications promoting conference throughout state Prepare written press releases and public service announcements; Prepare electronic distribution lists of radio, television, newspaper, and trade/associations, participants, etc.; distribute to promote the Conference Design conference registration brochure and registration form; Develop distribution strategy; Distribute Gather information from exhibitors & sponsors Coordinate production/delivery of conference sponsorship signage including boards, signs, &/or banners Assist with nametag template and any necessary onsite, event signage, banners, break out schedule boards, etc. Coordinate printing of all conference evaluation forms (attendee, exhibitor, sponsor, speakers)

Conference Attendance/Management Services Committed to be onsite before set-up, throughout event and following tear down; Attend end of event debriefing and/or follow up meeting within one month following event Attend and perform overall management services of all aspect of conference; liaison to SDIBA committee; sponsors; exhibitors; speakers; volunteers; and any tasks deemed necessary by SDIBA and/or Four Bands. Negotiate and coordinate signature of contracts; make appropriate arrangements and execute contracts with hotel/conference facilities/meals/breaks/block rooms/AV equipment, etc. (includes trip/onsite visit to Conference Center) Confirm and coordinate floor plan of various meeting, media, and dining rooms and registration areas, equipment and services (WiFi/internet accessibility, teleconferencing, electrical, etc.) set-up, meals, break services, etc. Confirm meal counts; Instigate final walk through prior to event to finalize last details or make any changes. Confirm accommodations, transportation, etc. for keynote and other speakers Organize and coordinate presentation installations with audio/visual tech for sessions (PowerPoint presentation set-up for each room); Collect lanyards, signs, posters, banners, and any items that may be recycled for future event(s) Participate in follow up meeting and provide final reports to Four Bands following event at date set by SDIBA committee.

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