Event Planning FY 2019-2020
2020-04 | PROCUREMENT | Active | 1/9/2020 | 1/24/2020 5:00 PM | 3/31/2020 | |
# | Type | Status | Date | Due Date | Time Remaining | Expires |
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The Children’s Trust is seeking proposals to identify a qualified applicant who will plan and execute the 2020 Children’s Trust Family Expo, the largest community resource fair in Miami-Dade County. The Trust invites experienced event planning agencies or independent consultants to submit proposals demonstrating their qualifications and experience relevant to providing such services in accordance with the terms, conditions and specifications of this RFP.
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RELEASE | 1/9/2020 | |
BIDDERSCONFAPPTRAIN | 1/14/2020 12:00 PM - 1/14/2020 2:00 PM | |
QADEADLINE | 1/17/2020 5:00 PM | |
QARESPONSEDEADLINE | 1/21/2020 | |
APPDEADLINE | 1/24/2020 5:00 PM | |
DEBRIEFIGSTART | 1/24/2020 5:00 PM - 1/31/2020 | |
INTERVIEWSTART | 2/3/2020 | |
RECOMMENDATION | 2/6/2020 | |
APPEAL_DEADLINE | 2/11/2020 5:00 PM | |
APPEALPERIOD | 2/12/2020 - 2/13/2020 | |
COMMITTEE | 3/5/2020 | |
BOARD | 3/16/2020 |
- Bidders' Conference and Application Training Slides new 1/15/2020
- 2020 Family Expo Sponsorship Packages new 1/15/2020
- 2019 Family Expo Program Map and Schedules new 1/15/2020
- Map - Arnold Hall new 1/16/2020
- Map - Fuchs Pavillion new 1/16/2020
- Map - Fairgrounds new 1/16/2020
- Map - Fairgrounds with Outdoor Areas new 1/16/2020
- Debriefing Schedule new 1/29/2020
- Funding Recommendation new 2/6/2020
Q & A
Fiscal
- Please specify what the $50,000 in the allocation for venue line item includes? Does the venue provide any dividers, tables, chairs, etc.?
- The venue fee line item includes only the space rental and basic expenses associated with it like electricity and grounds staff. Other expenses like dividers, pipe & draping, tables, chairs and decorations are not included.
- Do we need to include costs for printing of all event signage and programs? If so, can we have quantities and specs for all signage and programs?
- Yes. Event signage has consisted of vinyl banners and foam-board signs. Since signage needs vary yearly, applicants should allocate $15,000 for this line item for design & printing.
- How many exhibitors should we budget for? What size booths?
- Historically, there have been anywhere from 200-250 booth exhibitors, plus several large special areas. The booths are standard 10x10’ and the large special areas vary in size depending on the proposed activity by the sponsor/exhibitor. Please see event map for guidance.
- On the RFP, it says managing, tracking and coordinating all event sponsors. Do we need to solicit and bring in any new sponsors? If so, how many? At what sponsor level?
- The Sponsorship Packet has been posted in the Resources section of this RFP. The selected vendor would be expected to maximize efforts to cover as much of the event costs as possible through sponsorships. Historically, total sponsorships garnered have ranged from $30,000 to as high as $75,000.
- Will The Trust provide us the venue contract for us to review and negotiate on their behalf? Or is the venue pricing set based on past years? If not, how much should we allocate for venue costs?
- The cost of the venue is set based on past years. Please allocate $50,000 for this line item.
General
- From the 15,000 - 20,000 attendees expected, approximately how many are estimated to be children?
- About half of attendees are children.
- Can you share past floor plans of the event?
- The floor plan for last year’s Family Expo is available for download from the Resources section of this RFP.
- Do we need to design event signage and program?
- No, the signage and program will be designed by our marketing agency. The selected vendor will be responsible for identifying what signage is needed, writing their content, reviewing their design and once approved, sending them for production.
- How many different indoor activities and entertainment items should we budget for?
- Historically, indoor activities have included face-painters, stilt walkers, roaming performers, interactive science area, animal encounters, and character meet & greets. However, applicants are encouraged to propose new and engaging attractions as appropriate.
- How big is the outdoor area? How many different activities/entertainment have been included in the outdoor area in the past?
- An aerial photo of the fairgrounds has been added to the Resources section of this RFP to illustrate the areas where outdoor activities have historically taken place. These have included food vendors, mobile units, bounce houses, rock-climbing walls and bungee trampolines.
- Is there a floor plan we need to abide by? Or do we have the liberty to design the floor plan?
- The floor plan for last year’s Family Expo is available for download from the Resources section of this RFP. Applicants may propose a new layout, keeping in mind the sponsor/special areas and a special area for The Trust. Areas in Arnold Hall for the Back-to-School Boulevard and Miami-Dade County Magnet Schools should remain the same as previous years.
- Who is responsible for managing stage run of show, securing speakers or entertainment on stages?
- As exhibitors register to participate, they are asked if their organization is able to provide performers. The selected vendor from this RFP will be responsible to work with Trust staff to organize these performances. Trust staff will be identified to emcee both stages.
- How many stages with audio/visual are needed for the event?
- In terms of A/V requirements, there are two main stages at the Family Expo, one in each of the exhibition halls. Additionally, 8 to 10 large, 55” flat screen TVs are used throughout both halls displaying informational graphics that rotate and include maps, schedules, instructions and sponsors acknowledgements.
- At the Bidders' Conference, it was mentioned The Trust has an exhibitor online registration system. Do we get access to that system? or do we get reports from The Trust contact on latest exhibitors with contact info?
- The selected vendor will receive real-time email notifications every time the exhibitor registration form is filled out. Additionally, a report of all submissions will be generated periodically and provided to the vendor.
- Is the Bidder's Conference/Application Training on 01/14 at your offices?
- Yes. The Bidders' Conference & Application Training is at our offices. Details, including exact location, can be found through the Procurement page of our website (https://www.thechildrenstrust.org/procurement), which links to the calendar event where applicants can register to attend.