W7 bids and rfp

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  • W7 bids and rfp

    1. 1. <ul><li>EVENT </li></ul><ul><li>RFP’S </li></ul><ul><li>BIDS AND PROPOSALS </li></ul>
    2. 2. RFP – Request for Proposal <ul><li>A request from a buyer of a service or product to the potential supplier, outlining all the requirements and necessary information for the supplier to prepare a bid. Also known as bid manual/specifications. </li></ul>
    3. 3. BID DOCUMENT <ul><li>A proposal with rates submitted by a destination or venue inviting a group to meet in their venue. </li></ul><ul><li>A document prepared on behalf of a specific location (city, country) in hopes of securing a specific event to take place in that city. (ie. Olympic Games) </li></ul>
    4. 4. PROPOSAL <ul><li>A plan put forth for consideration or acceptance. A communication sent by a hotel to a potential client detailing the offerings and asking prices. </li></ul>
    5. 5. DOCUMENT PURPOSE <ul><li>Bid preparation to host an event </li></ul><ul><li>Tendering supplier contracts </li></ul><ul><li>Proposals to secure sponsorship </li></ul><ul><li>Proposals to secure grants </li></ul><ul><li>New event proposal for potential stakeholders </li></ul><ul><li>Proposal in response to a Request for Proposal to secure a contract </li></ul>
    6. 6. SAMPLE SUPPLIER RFP CONTENTS <ul><li>Date, times and locations </li></ul><ul><li>Specific dates, times and locations for services </li></ul><ul><li>Set up and tear down schedules </li></ul><ul><li>Specific equipment required </li></ul><ul><li>Theme, look and feel you are trying to create </li></ul><ul><li>Type of event and clientele in attendance </li></ul>
    7. 7. <ul><li>Number of people in attendance </li></ul><ul><li>Facility shipping and receiving details, hours of operation, loading, storage and help available </li></ul><ul><li>Facility details such as room dimensions, electrical, water and fire exits </li></ul>
    8. 8. <ul><li>Event site layout </li></ul><ul><li>Insurance required </li></ul><ul><li>Supplier staff required on site, dates and hours </li></ul><ul><li>Procedures for additional equipment </li></ul><ul><li>Budget </li></ul>
    9. 9. TYPES OF EVENT SUPPLIERS <ul><li>Lighting </li></ul><ul><li>Sound </li></ul><ul><li>Tents, staging, bleachers, seats </li></ul><ul><li>Facility </li></ul><ul><li>Food and beverage </li></ul><ul><li>Collateral materials </li></ul><ul><li>Design </li></ul><ul><li>Signage </li></ul><ul><li>Transportation </li></ul><ul><li>Merchandise </li></ul>
    10. 10. PROPOSAL CONTENT <ul><li>       cover letter </li></ul><ul><li>       event summary/theme </li></ul><ul><li>       market research – target aud ience </li></ul><ul><li>       event goals, objectives, mission </li></ul><ul><li>statement </li></ul><ul><li>       background, experiences of team </li></ul><ul><li>       budget </li></ul><ul><li>       concept/why event is viable </li></ul><ul><li>       tourism and economic impact </li></ul><ul><li>       timeline / critical pat h </li></ul>
    11. 11. CONTENTS COMMONWEALTH GAMES BID DOCUMENT <ul><li>The Vision – overview of the province, city and the committee involved with the bid. </li></ul><ul><li>The Site – In depth information of Halifax as a City, location in the world (easy access), historical, geographical, tourism destination, university population, topographical, past events hosted, the people. </li></ul>
    12. 12. <ul><li>Sports and Venues – Mandatory and non mandatory sports, physical locations, capacity, facility availability and what they offered. Media capacity, volunteer capacity, transportation, site maps, weather </li></ul><ul><li>Cultural and Educational Programs – Themes, Special events, entertainment, awareness </li></ul><ul><li>Accommodation – Athletes, officials, volunteers, spectators, media, dignitaries, performers, proximity to venues </li></ul>
    13. 13. <ul><li>Resources – Security, government, coast guard, storage, inventory controls, airport, transportation, communication, media, medical, seaport </li></ul><ul><li>Finances – Sources of funding, regional, provincial, federal, sponsorship, event revenue, capital costs, funding, operating </li></ul><ul><li>The commitment – universities, volunteers, leading people in community, politicians </li></ul><ul><li>The Legacy – Competition, venues, trust fund </li></ul>

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