Association of Occupational Therapists of Ireland

Invitation to tender for the event management role of the 2014 Association of Occupational Therapist of Ireland AnnualConference

Introduction:

The Association of Occupational Therapists of Ireland (AOTI) is the professional body for occupational therapists working in the Republic of Ireland. AOTI is the organisation that promotes the profession on behalf of all occupational therapists in Ireland.

The Association hosts an annual conference each year in March/ April with an expected attendance of between 200 and 250 occupational therapists. The event attracts clinicians, students, researchers and those working in occupational therapy education. There is also a large exhibition run in conjunction with the conference which is attended by companies that provide services to the Occupational Therapy profession and the clients that they service. The public also attend the exhibition at specific allocated times.

The conference is a two day event (usually run over a Friday and Saturday) consisting of keynote speeches, parallel paper presentations, workshops,facilitated posters and a poster display as well as a large equipment exhibition. There are advisory group tables during the two days to display the supports they offer to membersand the AGM of the AOTI is held at the conference at the end of the first day.

Project objectives:

  • Comprehensive efficient event management of the 2014 AOTI annual conference in close consultation with the AOTI conference committee.
  • A comprehensive venue search of the Dublin area for a suitable venue for the 2014 & 2015 conference including site visits as applicable and report back to AOTI with recommendations.
  • Responsible for all liaisons with the chosen conference venue in relation to the conference.
  • The development of a project plan for conference 2014.
  • Management of the on line abstract submission process including call for papers, and organisation of the process for review & marking of abstracts under the direction of the conference committee.
  • Management of programme development including liaison with successful and unsuccessful abstract authors.
  • Compilation, design and printing of the book of abstracts and programme for conference.
  • Management of invited speakers including travel & accommodation.
  • Development of exhibition prospectus and sale of exhibition space and sponsorship.
  • Liaison with exhibitors and management of exhibition space set-up.
  • Development and management of a website to manage on-line registrationincluding payments.
  • Advertising of the conference to delegates, exhibitors & the public.
  • Management of all print items including badges, flyers, event signage, programme, exhibition prospectus etc.
  • Contract of necessary AV support for the event.
  • Onsite venue management during the event including registration, exhibition, organisation, support for delegates and exhibitors, AV management, signage, catering etc.
  • Delegate management including: registration system; onsite payment facility; delegate liaison; collection of feedback and analysis.
  • Recruitment and management of student helpers throughout event
  • Accommodation management.
  • Co-ordination of delegate feedback after the conference.
  • Design and distribution of conference attendance/participation certificates.
  • Financial management of conference budget and preparation of accounts (including VAT returns)

Project deliverables:

The planning and execution of the two day event in March/ April 2014 and all accompanying financial reporting and delivery

  • Increased delegate attendance
  • Increased sponsorship deals
  • Increased exhibitor attendance
  • Increased profitability

Timeframe:

The event will take place late March or April of 2014. All accounts should be settled and presented to AOTI by end of August 2014.

Qualifications, knowledge and experience required:

Event management of similar healthcare conferences will be beneficial.

Format of tender:

Please include plans for the following areas:

  1. An understanding of the requirements of the event
  2. Financial management of conference
  3. Website and software considerations
  4. Plans for the exhibition prospectus and sales of exhibition spaces
  5. Plan for sale of sponsorship options
  6. Overall costings for the event management
  7. Testimonials or examples of similar events planned

Please forward your proposal to AOTI office by post or by close of business 18th Sept 2013.

Informal enquiries to Liz Moran @