EVENT PLANNERS RFQ

Question

EVENT PLANNERS RFQ

Accepted Answer

The Detroit Economic Growth Association (the “DEGA”) is soliciting quotations for a qualified and experienced event planner (“Event Planner”) to manage the execution of a small business summit associated with the Small Business COVID-19 Response Program (“Program”) offered by Detroit Means Business (DMB). This annual event, as known as the DMB Summit, is to be held on Monday, May 12, 2025.  
  
Project Overview: 
The DMB Summit is an annual event that aims to provide valuable insights, networking opportunities, educational sessions, and one on one assistance for small business owners and startup founders. The event is expected to host approximately 500 attendees and will include keynote speakers, panel discussions, workshops, sponsor activations, networking sessions, and onsite business assistance. The budget for the DMB Summit ranges from $75,000 not to exceed $100,000. 
  
Scope of Services: 
The selected Event Planner will be responsible for providing comprehensive event planning and management services, including but not limited to: 
  
a. Venue Selection: Research, suggest and secure a suitable venue that accommodates the expected number of attendees, meeting all necessary requirements and aligning within the budget. 
  
b. Event Logistics: Manage all aspects of event logistics, including setup, audio-visual equipment, staging, signage, food and beverage, parking, transportation, and ensuring that venue set up and programming is inclusive and accessible to attendees needing ADA accommodations or language interpretation. 
  
c. Event’s Program Concept, Design and Development: Assist in creating an engaging program that includes identifying keynote speakers, panelists for panel discussions, workshops, and networking opportunities that is inclusive of the Detroit Means Business brand. 
  
d. Marketing and Promotion: Collaborate with our Communications and Marketing Department to develop branded materials necessary for promotion of the event and attract attendees through various channels (social media, television, digital ads, radio and print). 
  
e. Registration Management: Work with the Detroit Means Business team to set up and manage the online registration platform for attendees, including email communications to registered guests, “know before you go” signup for onsite business assistance. 
  
f. On-Site Management: Oversee and provide full support for day of event logistics and operations during the DMB Summit, ensuring a seamless and successful experience and execution for all participants addressing any issues that arise. 
  
g. Budget Management: Provide detailed cost estimates and regular updates on expenses, manage expenses within the allocated budget and communicating with the DMB team to ensure timely processing of check requests for vendors 
  
Qualification as an Event Planner pursuant to this RFQ will expire on May 31st, 2025. However, the DEGA may extend the qualification period up to an additional twelve (12) months.  All Event Planners seeking to continue performing the services requested hereunder must re-apply when the term (including any extension thereof) has ended and an RFQ is available for applicants.

Submission Guidelines: 
All interested event planning companies must submit their qualifications as outlined in this RFQ in accordance with the following guidelines: 
  
RFQ submissions are accepted online using the following response form: https://apply.detroitmeansbusiness.org/submit (https://apply.detroitmeansbusiness.org/submit)no later than Monday, November 18th, at 11:59 pm EDT 
  
All interested firms/companies must be legally established and registered business in good standing with the City of Detroit, IRS and state and county government. 
Included in the submission must include the following: 
1. A W-9 that includes your Employment Identification Number (EIN)  
2. Proof of a D-U-N-S number. Event Planners will need a D-U-N-S number to apply for the Program, since the Program uses federal funds to assist local businesses. A Dun & Bradstreet, or D- U-N-S Number, is a unique nine-digit identification number for each physical location of your business. D-U-N-S Number assignment is free for all businesses required to register with the federal government for contracts or grants. Apply to receive your D-U-N-S number in one business day at the following link: http://fedgov.dnb.com/webform (http://fedgov.dnb.com/webform) 
3. Cover Letter: Include a brief introduction and overview of your company's experience in organizing similar events. Detail your proposed approach to managing our DMB Summit and highlight any unique strategies or experiences that set your company apart. 
4. Cost Estimate: Provide a detailed breakdown of all costs associated with your event planning services, including planning sessions before the event, day of event and post event services provided. Costs may include but are not limited to the following:

Meeting and Event Management 
 • Budget Management 
 • Project Management 
 • Speaker Coordination 
 • Creative and Theme Development 
Logistics (Supplier Sourcing/Mgt) 
 • Audiovisual 
 • Décor 
 • Digital Production 
 • Entertainers and Talent 
 • Food and Beverage 
 • Gifts and Giveaways 
 • Rentals 
 • Printing 
 • Security 
 • Translation and Interpretation 
 • Venues (Site Research and Contract Negotiation) 
 • Video Creation 
 • VIP Management
 
Communication 
 • Content Creation  
 • Event Marketing 
 • Event Branding and Signage 
 • Websites 
 • Invitations, Announcements and RSVPs 
 • Online Registration 
 • Media Relations 
 • Mobile Apps 
 • Live Polling 
 • Speechwriting 
 • Social Media Strategy
 
And More 
 • COVID Protocol Consulting 
 • Onsite Event Staffing 
 • Silent and Live Auctions 
 • Sponsorship Fulfillment 
 • Volunteer Management 
 • Post-event Analysis

1. Proof of Insurance: Please see the ADDITIONAL NOTES REGARDING CONTRACTING WITH THE PROGRAM section for more details.
2. References: Furnish at least three references from past clients for whom you have organized events of a similar scale; include name of person or organization/business, name of event organized, number of attendees at the event, registration process used and budget.

Evaluation Criteria: 
The submissions for Event Planning firms will be evaluated and scored according to the following criteria:

Experience planning large-scale events for minimum 500 people or more 25 points Capacity to execute services 25 points Cost 25 points References 25 points 
  
Timeline: 
The timeline for the RFQ process is as follows: 
  
RFQ Release Date:  Monday, October 21st, 2024 
Deadline for Questions: Friday, November 8th, 2024 
Deadline for Submission of Quotes: Monday, November 18th 2024 
Final Selection and Notification: On or before Friday, November 22th, 2024 
  
Contact Information: 
All questions regarding the RFQ should be sent to detroitmeansbusiness@degc.org (mailto:detroitmeansbusiness@degc.org) no later than Friday, November 8th,2024 at 5:00 pm EDT, the designated deadline for questions. Please include “Event Planning RFQ” in the subject line.  
  
Requesting Agency:	
Detroit Economic Growth Association   
500 Griswold St., Suite 2200  
Detroit, Michigan 48226  
  
Contact: detroitmeansbusiness@degc.org (mailto:detroitmeansbusiness@degc.org)   
  
All responses to this RFQ must be received by the DEGA by the date and time stated herein.  Any responses submitted after the established deadline or not in accordance with the requirements mentioned in this RFQ will not be considered.  
  
Proposers may withdraw their proposals by notifying the DEGA in writing at any time prior to the submission deadline via email. After the deadline, proposals shall become a record of the DEGA and will not be returned to the Proposers.

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