REQUEST FOR PROPOSAL (RFP)

CONFERENCE MANAGEMENT SERVICES

CalSHRM –

California State Council of SHRM

August 19, 2014

Submission Due Date: September 12, 2014

Submit To: Mike Letizia, PHR-CA

State Director, CalSHRM

INTRODUCTION

CalSHRM (the California State Council of SHRM) is the umbrella association for the 17 chartered SHRM Chapters in the state and is in the Pacific West Region of SHRM (Society for Human Resource Management). SHRM (the Society for Human Resource Management) is a global association with 275,000 members globally. The California State Council is comprised of elected officers, special activities/projects directors and the Presidents of all of California's SHRM chapters.

The mission of the state council is:

-  to unite and support California's 120,000 person HR community.

-  to serve as the liaison and support organization that links California's 17 local chapter leaders with SHRM's regional and national organizations.

The California State Council provides a statewide annual legislative and HR conference that supplements/complements the existing events held by the CA chapters. The content focuses on Legislative Advocacy and employment law issues for California, with a few HR functional tracks as well.

This Request for Proposal is designed to find a professional organization/person to assist with the development, management and delivery of the 2015 annual conference. The conference is to be held April 8-10, 2015 when the state government is in session and when meetings with State Legislators can be a part of the conference agenda.

CalSHRM has appointed a Conference Committee Chairperson who will be one of two primary contacts between the council and the Conference Manager. The Conference manager will report directly to the State Director as well.

Although the requested bid is for the 2015 conference, successful results could lead to renewal for future events.

For CalSHRM:

Mike Letizia, PHR-CA, State Council Director

Patti Blosser, MBA, PHR-CA, State Council Director Elect

CalSHRM Website: www.calshrm.org

CALSHRM ANNUAL LEGISLATIVE CONFERENCE SPECIFICATION(S):

Event Name: / The 2015 California State Legislative & HR Conference
Date of Event: / April 8-10, 2015
Location / Sacramento, California
Headquarter Hotel(s): / Hyatt Regency, L Street
Anticipated Total Participants: / (2014 =250) we anticipate 300-325 year 2; 350-375 year 3
Special Events
Sponsors & Exhibitors (booth/tabletop) Estimate / 10 Booths and 23 Tabletops
Pre-Conference Workshop on Wednesday 4/8/2015
Total Participants: / (2014=164) we anticipate 200 year 2 and 250 year 3
Reception, Thursday Evening / Sponsored at Hotel by Premier Sponsor (SHRM)
Meals during the conference / Breakfast and Luncheon 1 each day w refreshes
Registration Pricing / See Attached
Exhibitor rates / Under Development
Sponsorship rates / Under Development

EXHIBIT A – SCOPE OF SERVICES REQUESTED

PRE-CONFERENCE HOTEL INTERFACE

Under the oversight and direction of the State Director and Conference Chair, the EVENT MANAGER shall:

  Track and manage any changes to the original contract

  Conduct complete room pick-up audit(s) monthly through January 2015, and weekly thereafter to insure maximum room pick-up credits are achieved.

  Communicate and coordinate logistical components to the contracted hotel and its suppliers.

  Proofs Banquet Event Orders to insure they accurately reflect Cal SHRM requests

LOGISTICS MANAGEMENT

Pre-Conference Planning

Under the oversight and direction of the State Director and Conference Chair, the EVENT MANAGER will be responsible for the preliminary planning for the following:

  Create, maintain and amend as needed, a time line and check list which depicts all milestone activities necessary to orchestrate a successful conference.

  Attend all conference committee meetings either by phone or in person and provides updated reports to the Chair as directed.

  Prepares and maintains reports on all Conference spreadsheets and lists (Sponsor, Floor plans, SHRM reports, etc.)

  Provides consultation and is point of contact to Sponsors with issues or questions.

  Tracks registration counts assuring that attendance does not exceed room capacities.

  Responds as needed to registrant inquiries.

  Supports Treasurer with all A/R for Conference

  Coordinate orders for conference supplies such as tote bags, lanyards, USB thumbdrives, name badge stock, ribbons etc.

  Manage signage orders, placement, and coordination.

  In coordination with the Program Director, collects the speaker handouts and loads them on to the conference thumbdrive prior to the conference.

  Develop on-site conference timing detail itinerary and guide for volunteers including speaker arrivals and volunteer roles during theconference.

  Prior to the conference, prints all name badges for attendees, speakers and sponsors.

  Prior to the conference, prints all certification credit certificates for the preconference and conference.

  Prior to the conference, prepares registration lists for on-site checkin.

ON-SITE CONFERENCE MANAGEMENT

Under the oversight and direction of the State Director and Conference Chair, the EVENT MANAGER shall:

  Work and manage all on-site preconference and conference functions including registration, speaker arrivals and preparation, food & beverage issues, and volunteer coordination and management.

  On the day/evening prior to theconference,coordinates theconferencetote bag stuffing with flyers and other attendee materials.

  Serves as the on-site contact for all hotel issues related to food/beverage, room setup, AV, etc

  Each day oftheconference, manages theconferencesignage and sponsor sign placement, room setup andensures AV equipment is operational for all session events.

  Each day of the conference, manages the attendee, vendor and speaker registration process including distribution of name badges, materials, etc. with support from assigned volunteers.

  Each day of the conference, coordinates the evaluation process.

  Coordinates theconferencestorage room that housesvariousconference supplies.

  Distributes certification credit certificates at the close of the events.

  Serves as needed in support of theconferencevolunteer chairs.

POST-CONFERENCE REPORTING

Within one week of the end date of the conference, the EVENT MANAGER will:

  Prepare a final registration report detailing individual attendance (days present, no-show or cancelled) including a registration summary of totals.

Within one month of the end date of the conference, the EVENT MANAGER will:

  Prepare written assessments of the conference pertaining to all aspects of services supplied by the EVENT MANAGER

  Provide recommendations for future changes that would enhance the experience in terms of increased real or perceived value, return-on-investment, and reduced costs for participants and/or CalSHRM.

All pre-conference and post-convention reports and recommendations shall be the property of CalSHRM to use as the organizations desire, without permission of, or additional payment to, the EVENT MANAGER