ADD COMPANY LOGO HERE
REQUEST FOR PROPOSAL
GENERAL SERVICES CONTRACTOR
Association Name
Full Address information
Phone Number
Association Logo or
Brand Logo Here
REQUEST FOR PROPOSAL
GENERAL SERVICES CONTRACTOR
Association Name Here
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EVENT INFORMATION ............................................................. #
SUPPORTING EFFORTS (selected contractor shall) ............ #
SCOPE OF SERVICE ............................................................... #
LEGAL INFORMATION ............................................................. #
<<ASSOCIATION/COMPANY>> CONSIDERATIONS .............. #
SUBMISSIONS .......................................................................... #
PREPARATION OF PROPOSAL............................................... #
AWARD OF CONTRACT ........................................................... #
ADDENDUM A ........................................................................... #
ASSOCIATION NAME HERE
Page 2 of 11
Association Logo or
Brand Logo Here
REQUEST FOR PROPOSAL
GENERAL SERVICES CONTRACTOR
Association Name Here
The <<ASSOCIATION NAME HERE>>. producer of <<BRAND NAME OF EVENT>> seeks to award a
multi-year agreement for its General Services Contract for the production of <<BRAND NAME OF
EVENT>> for its <<YEARS OF CONFERENCE>> conference and exposition.
The <<ASSOCIATION NAME HERE>> is the international association representing <<type of industry>>
and those involved in the sale, manufacture, and distribution of {describe products here}, pediatric and
adult education and {other} products or services. <<Attendees>> from all over the world attend to learn
about new developments in {type of products and services} and to obtain Continuing Education Units.
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<<BRAND NAME OF EVENT>> has approximately ### exhibitors, ### attendees, ### educational
sessions, an excess of ###,### net square feet of floor space [% islands, (#) double-decker exhibits,
largest exhibit space are (#) ##’x##’] approximately ###,### pounds of freight and ## meeting rooms
and function space. Exhibitors represent for-profit organizations and individuals who derive revenue
from the commercialization or utilization of {name types here} products, services and technologies.
Example:

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Move-in
Saturday – Thursday (10am)
Expo Hours
Thursday 12 – 6pm; Friday 9:30am – 5pm, and Saturday 9:30am – 2pm
Tear-down
Saturday 2pm – Sunday midnight
Expo Dates
DATE to be held in CITY, STATE – PLACE
DATE to be held in CITY, STATE – PLACE
DATE to be held in CITY, STATE – PLACE
ASSOCIATION NAME HERE
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 Provide all general contracting services requested within this Request for Proposal if awarded.

Supplement and enhance all equipment and accessories as well as, provide competent labor for
installation, operation and dismantle.

Provide for changes or substitutions in equipment and services are expected should the requested
items not be available. Requested equipment and services are in no way to be considered final.

Provide all equipment (see Addendum A) and setup/teardown services to show management at a
discount. All bids must show labor rates and advance and on-site discounts/prices see Scope of
Service section. The necessity for additional equipment as provided by contractor not be available.

Provide approximately 400 order forms for inclusion in the Exhibitor Manual by September of each
contracted year. Order forms must state the show, show dates, advance and on-site order prices, and
rates; and be approved prior to inclusion in the manual.

Cross renting of any equipment not in contractor inventory will be provided to show management at
cost.

Provide two post-show reports by May 1 of each contracted year. Reports should cover equipment
usage of the Contractor's services by <<BRAND NAME OF EVENT>> Exhibitors and Show
Management. Each report should cover: total sales, volume rented, location and type(s) of
equipment used, total freight (specialty and crated), and labor* (*a labor breakout needs to be
included in the Show Management report and references the portion of labor attributed to
locations i.e., meeting rooms 75%; registration 2% etc. Total man-hours for show management
and exhibitors should be referenced. The Show Management report should be broken out by
location. Invoices should be submitted along with the Show Management report.

Designate a liaison to work directly with Show Management. The assignment of additional team
members may be required for show management areas that require additional support onsite such as
Academy Central, signage, bag stuffing and labor. These personnel are to be assigned for each
contracted year to support these areas. The assigned team leader must be available for site visits,
meetings, conference calls or travel related needs. All contractor personnel assigned to the show
must be available during setup and teardown. While onsite, the assigned liaison must maintain
contact with all contractor personnel, their central command post and show management contact.

Contractor is responsible for all travel related expenses including transportation, housing, meals or
supplemental receipts.

Provide for contractor liaison to travel to planned cities for purposes of conducting site inspections,
operations and logistics. Contractor shall be responsible for all travel related costs, air, car, meals,
housing, taxes and incidentals.
ASSOCIATION NAME HERE
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Request for Proposal
General Services Contractor
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Please be sure to respond to each question explicitly when asked for information requested within this
Request for Proposal. For purposes of submission, answer questions according to the numerical order
listed below. Submissions not formatted correctly will not be considered. The submission of a
boilerplate collateral piece will result in your bid being disregarded.
1.
Has your company supported any <<BRAND NAME OF EVENT>> events in the last 12 months? If
yes, please describe.
2. Describe offices or additional labor/support in cities cited in the multiyear show schedule. What
is the distance of your company's closest office and/or warehouse to the Convention Center?
3. How long has your company been in operation? Number of full-time employees.
4. List the total number of shows currently produced as exclusive (not subcontracted).
5. Describe the services your company offers as it relates to General Services equipment and
support functions.
6. Describe duties and roles of assigned staff/team AND the number of events concurrently assigned
to them.
7.
Describe the number of graphics, CAD and production personnel (includes floorplan support) to
be assigned and the number of events each team is concurrently assigned.
8. Indicate any special charges or fees that apply such as: account executive/coordinator/
supervisor/ manager fees; delivery and pick-up fees, shipping and drayage fees and minimum
order fees.
9. Provide for QTY and labor pricing for each item listed in Addendum A pages 9-13. Indicated
Show Management areas that are discounted or comped. Include setup & teardown, labor rates
and OT rates.
10. Describe all labor and service support, city locations and number of pooling members to draw
from — list applicable union and IATSE contracts in these city’s.
11. Provide complete labor, drayage, and equipment rate list to include labor rates. Labor rates
should include the following considerations and definitions for each:

straight, discount, overtime (indicate if OT rates are 1½, double time or a flat rate)

show management rates

Hourly parameters for each rate schedule

If daily rate applies, specify the daily time parameters
ASSOCIATION NAME HERE
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21. State if your company will provide complimentary equipment and services and be specific in the
conditions that apply. Such as items that are not in stock and available, specialty items and labor
support services – see also Addendum A.
22. State discounts on management services, based on net square feet of exhibit space. Provide for
discount/price structure for items not included in the agreement – see also Addendum A.
23. Submit three references that most accurately reflect the size event listed in the Event Information
section of this proposal.
24. Describe your worst experience with an event you produced and be specific as to the conditions,
resolutions and outcomes.
25. Provide for (1) Association staff representative to travel to one event that closely matches the
depth/scope and size of <<BRAND NAME OF EVENT>> for purposes of reviewing creative
elements, customer service and setup/teardown. Event inspections must be concluded prior to
DATE.
26. Describe any particular features of your organization that have not been addressed or you would
like to elaborate upon.
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1. Select the Contractor as the official General Services Contractor/Supplier for its <<BRAND NAME
OF EVENT>> 2009, 2010, and 2011 Convention & Expo. As such, <<BRAND NAME OF EVENT>>
will formally recognize the Contractor at all <<BRAND NAME OF EVENT>> events in which their
equipment and services are utilized. As the official supplier, Contractor will supply and provide
equipment, products and services to show management and exhibitors.
2. Provide Contractor with contact information of all current exhibitors to enable the contractor to
market and provide their services and support to all exhibitors. <<BRAND NAME OF EVENT>>
will not be liable for any exhibitor order.
3. Provide floor space during <<BRAND NAME OF EVENT>> to be used as an information and service
counter for exhibitors.
4. Designate a liaison through whom communications between the selected contractor and
<<BRAND NAME OF EVENT>> may be conducted prior to and during the event.
5. Promote and recommend Contractor's services through the Exhibitor Manual as the Official
General Services Contractor.
Request for Proposal
General Services Contractor
SAMPLE
ASSOCIATION NAME HERE
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1. Maintain as proprietary and confidential all information concerning <<BRAND NAME OF
EVENT>> and its affiliated groups including any intellectual or trademarked information. In
addition, this Request for Proposal or any resulting contract shall not be copied, reprinted, quoted
or in any way transmitted or displayed, except where required by law, without the written
permission of <<BRAND NAME OF EVENT>>
2. Obtain and maintain in force during performance of Contractor's duties hereunder all required
licenses, permits or governmental approvals to lawfully provide services.
3. After award of contract, should either party wish to cancel any part of the multi-year agreement
they may do so in writing and by confirmation of the <<ASSOCIATION NAME>> no less than 60
days past the close of any year’s event.
4. Be solely responsible for all fines, penalties, damages and/or judgments occasioned by Contractor's
violations of statutes, ordinances, rules and regulations and shall indemnify and hold <<BRAND
NAME OF EVENT>> harmless there from.
5. Not be construed as a partner, employee or agent of <<BRAND NAME OF EVENT>>, nor shall
either party have any authority to bind the other in any respect, it being intended that each shall
remain an independent contractor responsible for its own actions. The Contractor shall have sole
and exclusive control over the manner in which Contractor and its employees perform the services
provided for and Contractor shall engage and employ such individuals as it may deem necessary to
perform its duties, it being understood and agreed that such individuals shall be considered
employees of Contractor only and shall be subject to employment, discharge, discipline and
control solely and exclusively by Contractor, who shall indemnify and hold harmless <<BRAND
NAME OF EVENT>> for any claims or actions against <<BRAND NAME OF EVENT>> brought by
Contractor's employees.
6. Contractor shall purchase and maintain in force at all times adequate public liability and property
damage insurance with reliable insurance companies. Contractor agrees to indemnify and save
harmless <<BRAND NAME OF EVENT>> from any and all claims for death and injury to persons
and loss or damage to property of any nature whatsoever that arise in connection with acts and
omissions of Contractor in performance by Contractor of its contractual duties. In any event, such
insurance shall be maintained in amounts of not less that the following:
 Workers Compensation as required by law
 Public Liability and Property Damage - comprehensive general liability in a combined single
limit of $1,000,000
 Certificates evidencing such insurance coverage accompanying Contractor's proposal to
provide service. Copies must be on file with Show Management within 60 days prior to setup.
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All information provided in this RFP is proprietary for this purpose only. Information cannot be released
without written permission from the <<ASSOCIATION NAME>>. Direct all questions and requests for
additional information regarding this RFP to the contact person designated below.
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ASSOCIATION NAME HERE
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1.
Each contractor responding to this RFP must include the information requested in numerical order
listed under the SCOPE OF SERVICE section. Feel free to expand upon on any answer.
2.
It is HIGHLY recommended that bidders submit samples of graphic renderings or photographs of
key areas: registration, cyber cafes, signage – anything that will show the creative aspects of your
designers.
3.
The proposal with the lowest dollar amount will not necessarily be considered the best proposal.
4.
Late responses will not be considered – no exceptions.
5.
Missing or incomplete information will render your bid void.
6.
Expenses related to the preparation and completion of a response to this RFP is the sole
responsibility of the bidder.
7.
Bidders must submit two (2) original bid packages.
8.
E-mail submissions will not be accepted.
Submit bids no later than June 1, 2007 to:
Phone # or Fax #
For Questions email: name@association.org
Name
Title
Association Name
Full mailing address
City, ST, ZIP
ASSOCIATION NAME HERE
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Award of contract will be made in writing by:
DATE
For purposes of selecting the Official General Services Contractor, all Academy event visits listed under
number 25 above must be completed by DATE.
There will be a preliminary cut date of DATE with a second review of finalists. Only those who have
been selected will be contacted for a second review.
ASSOCIATION NAME HERE
Page 9 of 11
Request for Proposal
General Services Contractor
SAMPLE
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The following list is not inclusive of all areas of <<BRAND NAME OF EVENT>>. However, each area does
require products or services from the General Services Contractor. A brief description of type, qty, and
design is provided to aid in answering any questions. This list is not to be considered final. This list is
directly referenced to Question #10 under SCOPE OF SERVICE.
EXAMPLE:
1.
ASSN cyber area
This is a stand-alone kiosk that houses the CEU Manager terminals, message center, itinerary
planner, cyber café. This kiosk requires counter space for 25 computers with a shared printer.
2.
ASSN Research Awards & Poster Presentation
This event is typically housed inside a meeting room. However depending on available meeting
space may require an area outside of a room. Showcases 175 double-sided scientific posters.
3.
ASSN Central: each area consists of one counter, storage space, carpet, signage and houses the
following stand alone service area. It is one comprehensive area and is approximately a 20x80:
 Advocacy-PAC
 ASSN Board of ##
 International Hospitality
 STORE
 SUB-GROUPS
4.
ASSN Honors Reception
5.
Accounting Office
6.
Aisle Signs
7.
Badge Holder Ribbon Pickup
8.
Bag Stuffing
9.
Banner and Column Sponsorships
10.
Booth Draping - exposed backwalls
11.
Box Lunch Distribution
12.
Carpet - $ per nsf Aisle carpet for 9’ and 10’; includes daily cleaning/labor to install & remove
13.
City Restaurants / info counter (if not pre-built by center)
14.
COMP and Non-Profit Booth Package
15.
Continuing Education & Membership counter
16.
Drayage - discounts, rates, OT, time and a half etc
17.
Drape Masking Drape - $ per 3’, 8’, 12’, 16’ rates
18.
EASELS - QTY
19.
Entrance Units
20.
Exhibit Booths - $ per nsf (pipe/drape, lounges, setup, Sq. Ft. Package)
21.
Exhibitor Service Counters
22.
Exhibitor Manuals ......tabs, mailing, production
23.
First Aid
24.
General Assembly
25.
Hospitality Counter
26.
Housing Desk
ASSOCIATION NAME HERE
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27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
43.
44.
45.
46.
Labor – show management: base rate, discounted, assigned, comped
Lead Retrieval
Lounges - Exhibitor NO SHOW
Luggage Check
Motorized Carts - QTY
Press Room
Priority Points
Prize Winning Board
Pub/Literature Bins
Radios – 50 required for show management with repeater, backup batteries, all cords
Registration – approximately 15 counters
Registration Office & Accounting Office (both located in Registration)
Rope and Stanchion - $ per nsf
Security Office
Show Management Offices – (one reception/work function; one lounge/catering function)
Shuttle Desk
Shipping/Freight - show management allowance, discounts
Signs - aisle, meters, banners, sponsorships, directionals, standards, allowance, discount rate
Staff Office – may require furnishings
VIP Room
ASSOCIATION NAME HERE
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