Request for Proposal for Audio Visual and Computer Provider

Academy of Osseointegration(AO)

Request for Proposal for Audio Visual and Computer Provider

2018 Annual Meeting

February 28 – March 3, 2018

Los Angeles, CA

The Academy of Osseointegration is seeking proposals for audio visual and computer services for its Annual Meeting to be held February 28 – March 3, 2018 at the Los Angeles Convention Center and JW Marriott Hotel.

Proposal Deadline:Wednesday, July 26, 2017

Decision Deadline:September, 2017

Contact Information:Gina M. Seegers

Director of Meetings & Conventions

Academy of Osseointegration (AO)

85 W. Algonquin Road, Suite 550

Arlington Heights, IL 60005

847 / 439-1919Direct: 847 / 725-2276

Email:

ABOUT AO

The Academy of Osseointegration is organized and operated exclusively for scientific and educational purposes to advance the art and science of Osseointegration. The organization acts to disseminate information and promote developments in the field of Osseointegration among dentists, physicians, related professionals and the public.

Membership of the Academy is composed of over 5,600 professionals from 70 countries and from all of the specialties, general practitioners, laboratory technicians and research scientists who come together in a learning experience that provides a refreshing opportunity for an interrelated, interdisciplinary approach.

The Academy of Osseointegration’s mission is to advance oral health and well being by disseminating state-of-the-art clinical and scientific knowledge of implant dentistry and tissue engineering.

The Academy of Osseointegration is a 501(c)6 not-for-profit organization and incorporated in the state of Illinois with its executive office located at85 West Algonquin Road, Suite 550, Arlington Heights, IL 60005.

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ABOUT AO’S ANNUAL MEETING

The Annual Meeting is held in late February or March of each year and AO is currently contracted with convention centers / hotels through 2022. The official meeting program runs from Wednesday – Saturday evening.

The meeting generally draws over 1,800 physicians, 200 nurse / office professionals, 100 non-physicians, 300 spouses / guests and nearly 800 exhibitors with a total attendance around 3,200.

The scientific meeting consists of Pre-Meeting Hands-on Workshops, Core Knowledge Session, Corporate Forums, New Member Luncheon, Scientific / Plenary Sessions, Oral & Clinical Research Abstract Presentations, Clinical Innovations Presentations, Morning with the Masters Sessions, Young Clinicians Session, Lunch with the Masters Sessions, TEAM Program, Laboratory Technician Program, Board Meetings and Committee Meetings.

AO also offers a tradeshow with over 360 booths / 170 exhibiting companies, a Scientific E-Poster area with approximately 10 large monitors hosting all the scientific posters (located in the exhibit hall), an Internet Café, On-Line CME computer stations and several social events.

AO requires that the AV provider staff a Speaker Ready Room, oversee all session room equipment & labor, computer networking for association offices and session rooms, staff an Exhibitor Service Desk, provide digital signage (design and development) and provide a “content management system”.

SPEAKER READY ROOM

AO will provide a spreadsheet with all information regarding speaker’s names, date of presentation, title of session, title of talk, start time, end time, room location and speakers email address. A “content management system” will need to be developed in advance of the meeting. Speakers should be able to upload their presentations prior to the meeting as well as on-site in the Speaker Ready Room

A Speaker Ready Room will need to be staffed all day beginning on Wednesday afternoon through end of the meeting on Saturday.

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HANDS-ONWORKSHOPS

The 5 industry sponsored hands-on workshops are two half-day programs. AO provides the room with our standard AV set and the companies provide the hands-on equipment and laptops. These are limited to 30 participants each.

CORPORATE FORUMS

The Annual Meeting kicks off on Thursday morning with its Corporate Forum Sessions from 8:00 am – noon. These are thirty-six corporate hosted lectures that take place in nine separate rooms offered concurrently from 8:00 – 8:45 am followed by a 15 minute break and the next session begins at 9:00 and ends at 9:45 am.

This first session (Session A) involves two, 45-minute presentations and are presented by the same companies. Following the half-hour break (9:45 – 10:15 am) a second set of 45-minute presentations (Session B: 10:15 am–noon) are held and many of those participating in this second set of presentations require an AV change prior to these presentations. Some of the larger companies participate in all sessions and maintain the same room from 8:00 am – noon while others share the room by each participating in either Session 1 or Session 2.

The Corporate Forums are held in nine separate rooms that hold between 100 and 300 people. All speakers (or company) bring their own laptop computer to present their PowerPoint presentations.

GENERAL SESSION

The General Session is set classroom / theater for approximately 2600 people. For 2018 – we will have an entirely new AV set up. One large screen with 5 – 16x9 images (3 – image & 2 – I-Mag). Here is a link to a set-up that my President is wanting:

With this screen, we will need to be able to accommodate a 3:1 format as our speakers have been accustomed to provide this format.

MORNING WITH THE MASTERS

There are 10 Morning with the Masters scheduled from 7:00 – 8:00 am on Friday morning. These didactic lectures designed for those who wish to learn and interact with our selected speakers. These are generally for 50 – 100 people each.

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ORAL CLINICAL & SCIENTIFIC ABSTRACT PRESENTATIONS

These sessions are held on Friday. Each session has approximately 9 speakers speaking for between 10-20 minutes each. All presentations are loaded in the Speaker Ready Room and networked to the session room.

CLINICAL INNOVATIONS PRESENTATIONS

This session is held on Friday afternoon. There are approximately 21 speakers speaking for 10-20 minutes each. All presentations are loaded in the Speaker Ready Room and networked to the session room.

LUNCH WITH THE MASTERS

There are 5 Lunch with the Masters scheduled from Noon – 1:30 pm on Saturday. These didactic lectures designed for those who wish to learn and interact with our selected speakers.

For your reference, attached are our Audio Visual / Computer requirements for the 2018 as well as our 2018 Daily Schedule of Events. Please use this information as a guide for quoting for the 2018 Annual Meeting.

INFORMATION TO INCLUDE IN PROPOSAL

AUDIOVISUAL CONTRACTOR REQUIREMENTS

The Academy of Osseointegration (AO) is committed to disseminating state-of-the-art clinical and scientific knowledge of implant dentistry and tissue engineering to its members and take pride in its annual scientific meeting that will attract over 3,200 attendees in Los Angeles. Many speakers are brought in from all over the world and their audiovisual platforms must be compatible with US standards.

The Academy believes that the early and continual involvement of key suppliers in this planning process is critical to the success of the meeting. In this regard, the audiovisual account executive is required to attend a site visit of two-day durations this year. It is further expected that the account executive be available via conference calls, in advance for consultation.

Due to the union demands and restrictions in the city of Los Angeles, the AV provider must be thoroughly knowledgeable and experienced in working with and contracting union laborers.

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The audiovisual provider is expected to recommend room set up specifications and provide scale drawings for each session and related space deemed necessary by the Academy of Osseointegration.

REFERENCES

The AV provider must provide a minimum of three references from its list of clients whom have utilized the services of the provider with meetings in size and format similar to that of the Academy of Osseointegration (over 4,000 attendees, etc.). The names and contact information must be provided so that the Academy, if it wishes, may contact these individuals directly to confirm their satisfaction with the AV company’s quality of service. In addition, a list of clients must also be furnished where the AV company has done business with for the past two years. AO has the right to contact any of these organizations if it so desires for gaining reference information.