Power Lunch 2022 Hybrid Event Management

Released: September 9, 2021

Introduction

The Golden Gate Business Association is the world’s first LGBTQ chamber of commerce. Our mission is to champion opportunity, education, and advocacy for our LGBTQ & allied business community.

Project Overview

The purpose of this RFP is to select an Events Management company with expertise in managing hybrid events, virtual and in person, with up to 300 attendees and a panel of speakers. The Power Lunch is the GGBA’s signature Annual event which showcases pitches from members and a member expo. 

RFP Schedule

• RFP responses back to GGBA: Friday, October 1st, 2021
• Vendor demos/interviews: Week of October 4th, 2021
• Vendor selection: Friday, October 8th, 2021
• Vendor start date: Monday, October 11th, 2021

Scope of Work

• Assist with designing of the virtual event with pre-recorded sessions, mixed with live sessions
• Manage timing of Power Lunch Program/ speakers by working alongside the event MC
  1. This includes timing of the Keynote speaker and panel of speakers.
• Help with design of participation packages and fundraising 
• Help to coordinate with volunteers managed my TurnOUT
• Assist with management of fundraising communications and goals
• Coordinating execution of the virtual/ in person expo
  1. Reaching out to member business to exhibit 

• Registration typically closes at noon - Help manage late comers and usher them quickly to their table via the seating chart

• Coordinating execution of the Power Pitches which includes live pitches to a panel of our corporate partners
• Manage hotel expectations and timing of the actual lunch
• Managing A/V needs
  1. Manage pre recorded video editing
  2. Manage chat box and breakout rooms
  3. Streamlining and coordinating of live screen day of the event
• Advise GGBA on necessary insurance needs and execution of insurance compliance measures
• Vendor Management: 
  1. Secure timelines from each vendor
  2. Schedule and coordinate delivery of rentals
  3. Develop a load in/out schedule
  4. Develop an overall event day schedule
  5. Schedule site visits with vendors 
• Potentially help create and a “goodie bag” to event attendees
• Advise/ create social media postings/ strategy 
  1. Coordinate with communications team on posting leading up to the event(s)
• Event reach - Advise on PR for event
• Schedule and conduct post-event evaluation meeting
• Provide, save and file key event logistics documents, such as timelines, budget, vendor contracts, floor plans, and key communiques 

Date/ Time of Event: Friday, March 4th, 2022

Submission of Proposals

Please submit a PDF of your proposal to vp@ggba.com.  All submissions are due on Friday, October 1st, 2021  and must include the following:

1. Letter of interest
2. Membership status in GGBA, other LGBT Chambers of Commerce, and/or other LGBT professional associations, and/or other professional associations
3. Certification Status: LGBTBE, WBE, DBE, VBE, B Corp
4. Hourly fee rates. any/all discounts provided given our 501c6 non-profit status, and any discount you are willing to donate to the GGBA as in-kind donation
5. Personal bio and/or profile of your firm with specific, relevant experience for the last five (5) years.
6. Three (3) references of current/past clients that would be relevant to the SOW of this project.

General Provisions

Any contract awarded as a result of this RFP will be awarded without regard to age, citizenship, color, creed, physical or mental disability, economic status, education, ethnicity, family responsibilities, gender identity and expression, genetic information, health status including HIV status, height, housing status, marital status, matriculation, national origin, physical appearance, race, religion, political affiliation, pregnancy, sex, sexual orientation, union membership, veteran status or other unlawful factors, with respect to recruiting, hiring, job assignment, promotion, discipline, discharge, compensation, training and other terms, conditions and privileges of employment and contracting.

Questions concerning this request for proposals should be addressed to vp@ggba.com.