annual airport business diversity conference for 2018...

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REQUEST FOR PROPOSAL

Annual Airport Business Diversity Conference

for 2018 - 2020 Host City Services

AGENCY: Airport Minority Advisory Council

and the Airport Minority Advisory Council Foundation

INQUIRIES AND PROPOSALS SHOULD BE DIRECTED TO:

Shelby Scales President and CEO

2001 Jefferson Davis Highway, Suite 500 Arlington, VA 22202 Office: 703-414-2622

Fax: 703-414-2686 amac-org.com

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I. GENERAL INFORMATION

A. Purpose. The Airport Minority Advisory Council and The Airport Minority Advisory Council Foundation (herein referred to as AMAC/AMACF) Boards are soliciting Requests for Proposals (“RFPs”) from airports interested in hosting the annual Airport Business Diversity Conference conducted by AMAC/AMACF for the years 2018 - 2020.

B. Who May Respond. The proposal must be submitted from the Host Team, with all of the participating organizations clearly identified as sharing in the proposal. See page 4, Host City/Team Role

C. Instructions on Proposal Submission.

1. Closing Submission Date. Proposals must be submitted no later than 5 p.m. EST on

September 28, 2015.

2. Inquiries. Inquiries concerning this RFP should be mailed to: Shelby Scales President CEO

2001 Jefferson Davis Highway, Suite 500 Arlington, VA 22202

or e‐mailed to: [email protected]

3. Conditions of Proposal. All costs incurred in the preparation of a proposal

responding to this RFP will be the responsibility of the Proposer and will not be reimbursed by AMAC/AMACF.

4. Instructions to Proposers: Your proposal should be addressed as follows:

Shelby Scales President CEO

2001 Jefferson Davis Highway, Suite 500 Arlington, VA 22202

It is important that the Proposer’s response be submitted in a sealed envelope clearly marked in the lower left‐hand corner with the following information:

Request for Proposal [TIME] [DATE] SEALED PROPOSAL For Airport Business Diversity Conference

Proposals may also be submitted electronically to [email protected].

Failure to do so may result in premature disclosure of your proposal. It is the responsibility of the Proposer to insure that the proposal is received by AMAC/AMACF, by the date and time specified above. Late proposals will not be considered.

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5. Right to Reject. AMAC/AMACF reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be drafted based upon the factors described in this RFP. Notification of Award. Final decisions are made a minimum of two years prior to the date of the event. It is expected that all selected Proposers will provide presentations at the October 14, 2015 Board of Directors meeting. Therefore, please submit your proposal early enough to be considered for your chosen date(s).

D. Description of Conference. Each year, the Airport Business Diversity Conference continues to be the primary vehicle for outreach for the Minority, Women Owned, Disadvantaged Business Enterprise (M/W/DBE) community to become aware and informatively engaged with the airport business environment. The conference serves to create a large-scale forum through which airports; the federal government, primes and entrepreneurs can meet to communicate their respective interests and needs. There are no other trade associations or events that specifically focus on this agenda. With M/W/DBEs seeking quality levels of participation as vendors, professional service providers, construction and concessionaires; it is paramount that such a forum as AMAC’s Airport Business Diversity Conference continue to provide a platform for this unique opportunity to audiences nationwide. This conference is considered the foremost flag-bearer focused on the issues of importance to the aviation industry. It is the primary fundraising event for AMAC/AMACF. Careful consideration will be given to the viability of netting AMAC/AMACF’s Board of Directors internal goal of a minimum of $500,000 from the annual conference. Total revenue goal is $1.3 million dollars. Host City Conference Objectives: • To design a conference format that fosters cooperation, understanding, awareness, diversity

and actions for effective airport business and professional involvement and facilitates the effective delivery of a quality conference.

• To select topics and speakers that inform, educate, and create interest, excitement and enthusiasm for the conference and value for the organization.

• To execute an exhibition that provides the exposure of products and services and showcases a variety of employment and business opportunities in the aviation industry.

• To arrange tasteful networking events that enhances business-to-business and interpersonal communications.

• To serve as a forum in which the benefits and resources of AMAC/AMACF can be promoted to all groups whose interests are represented by membership.

• To provide a revenue stream to support the ongoing operational activities in support of AMAC/AMACF’s Mission. AMAC is the only national, non-profit trade association dedicated to promoting the full participation of minority, women-owned and disadvantaged business enterprises in airport employment and contracts.

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II. SCOPE OF REQUIREMENTS*. The required services/responsibilities from a host sponsor (airport, airport authority, municipality, community leadership) include, but are not limited to:

• $300,000 cash sponsorship commitment ($100,000 raised in prior year before hosting to cover the

prevue reception), • $200,000 to be raised by Host Planning committee (includes regional AMAC membership), • being or becoming an AMAC Airport Member, • identifying two or three local hotels as the conference site that can accommodate the conference

room block of 1200, • finding sponsors for three evening receptions during the conference, • hosting an evening reception at the preceding year's conference, • organizing a golf outing and support activities for the AMAC Foundation, • solidifying participation of the local Convention and Visitors Bureau, • organizing spouse/guest events during the conference, • assist in a variety of logistical activities, and • provide a staff liaison and participation on the local host planning committee functioning for a year

prior to the year of planning the conference. Airport liaison and a staff of volunteers may assist as required, on site.

Host City/Team Role: The conference benefits tremendously by having a local Host Team and Staff Liaison. The team composition should include the airport and aviation authority, municipality, and corporate/business entities as well as local Visitor’s and Convention Bureaus, Department of Commerce, etc. The host c i ty should expect that it’t designated representative(s) member(s) would participate in one or more Planning Committee meetings, which are convened at least twice prior to each annual event. The host will be responsible for assisting AMAC/AMACF in marketing the conference, venue and associated events to the local region and at the two prior year’s annual conferences. *Please refer to Appendix A for a detailed breakout of requirements.

III. PROPOSAL CONTENTS. The prospective host city, in its proposal, shall, as a minimum, include the following;

1. A Letter of Interest containing a concise but detailed narrative showing your proposed approach to providing the requirements for hosting the AMAC Business Diversity Conference. The approach may be structured in any way you deem to be responsive to the needs of the Board and goals of the conference, as generally described in the Scope of Requirements.

2. Submittal Form indicating first and second choice for conference dates. (APPENDIX C — Submittal Form).

3. Detailed fundraising plan and timeline 4. Executed contractual agreement (enclosed)

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IV. PROPOSAL EVALUATION

A. Submission of Proposals. All proposals shall include an original and three copies.

B. Evaluation Procedure. Following review of submitted proposals, the Board sub-committee will determine the Proposers, whose qualifications and other information submitted are considered to be the most advantageous to the organization in the area of providing host city services, in concurrence with the timely execution of the ongoing goals and mission of AMAC/AMACF.

Additionally, representatives of the selection committee will be conducting face-to-face interviews for Proposers on:

Wednesday, October 14, 2015

at the 2015 AMAC Southeast Regional Forum

The Hilton Jackson

1001 E County Line Road Ridgeland, Mississippi 39157

Time will be scheduled between 9 a.m. and 4 p.m.

For more information about AMAC’s Southeast Regional Forum please visit: http://amacregionalforum.com

AMAC/AMACF will contact selected Proposers in writing by December 3, 2015.

C. Evaluation Criteria. All Proposals will be evaluated using the following set of criteria for selection. Weights are included for reference.

Host Team Criteria: 1. Ability to assist conference planners in organizing and facilitating local arrangements

and marketing. Weight. (10 pts.) 2. Ability to designate a host Committee, some of whom will be available to participate in

Conference planning activities for at least one (1) year prior to the event. Weight. (10 pts.) 3. Ability to host a "Next Year’s - Prevue" reception at the preceding year's conference.

Weight. (10 pts.) 4. Ability to sponsor or find sponsors for two "Host City" receptions during the conference.

Weight. (10 pts.) 5. Ability to find sponsorships to meet, and exceed by a mutually agreed upon goal, the

variety of costs incurred, including but not limited to, brochure publication, signage, tours, transportation, gifts, etc. Weight. (15 pts.)

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6. Ability to organize a charity golf tournament and other fundraising activities for the AMAC Foundation. Weight. (5 pts.) 7. Ability to organize an Aviation Career Outreach Event to provide employment opportunities available in the aviation industry and aviation career outreach program

(Project LIFT) for regional students. (Career Outreach activities can be combined with Exhibition). Weight: (5 pts.)

Conference Events and Hotel Information— AMAC/AMAC Foundation employs an event

management firm to negotiate the hotel contract, once the host team identifies potential sites. The remainder of the hotel relationship is between the management firm and AMAC/AMAC Foundation and the hotel. Sufficient hotel rooms (peak night at between 400 and 500 rooms) preference is given to the site with capacity available within a single facility. The room block must be adequate for the conference-meeting pattern and historical data. (The Sample Format is included for initial contact.) There must be a reasonable room block, with a portion of that block designated at a special rate (the government per diem level) allocated for DOT/FAA participants. The conference management firm manages the government room block with input from the FAA/DOT. The conference and Host on site support should occur within the first three weeks of June — not over Father’s Day weekend, and over the historical pattern of Saturday-Tuesday.

Conference Hotel Criteria: 1. Ability of conference hotel to provide functional space sufficient for general sessions,

workshops, hospitality and receptions. Weight: (5 pts.) 2. Ability of conference hotel to provide sufficient space for an exhibition of approximately

75 to 100 vendors utilizing 10’ x 10’ booth space. Weight: (5 pts.) 3. Ability of the conference hotel to show aggressive use of M/W/DBE firms as vendors and

aggressive M/W/DBE employment policies. Weight: (5 pts.) 4. Ability of the conference hotel to provide aggressive commissions to organization to

make cost model attractive in the following areas: room rates, meeting space rates, discount staff rates, competitive rate schedules, room up-grades, free internet for attendees, food and beverage rates. Weight: (10 pts.)

Disadvantaged Business Enterprise Participation Criteria: The Board encourages and favors M/W/DBE participation in conference host activities. Proposals will be evaluated, in part, on the proposer’s stated intention to ensure quality participation. 1. Ability to utilize Disadvantaged Business Enterprise (DBEs) for host city activities. Weight:

(10 pts.)

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Additional Background Information

AMAC Foundation regions are divided as follows: Eastern Region: New York, New Jersey, Pennsylvania, West Virginia, Virginia, Delaware, Maryland, District of Columbia Northeast Region: Massachusetts, Connecticut, Vermont, New Hampshire, Maine, and Rhode Island Southeast Region: Kentucky, Tennessee, North Carolina, South Carolina, Georgia, Florida, Alabama, Mississippi, Puerto Rico, Virgin Islands Midwest Region: Illinois, Indiana, Ohio, Michigan, Wisconsin, Minnesota, North Dakota, and South Dakota Central Region: Kansas, Missouri, Nebraska, and Iowa Southwest Region: Arkansas, Texas, Oklahoma, New Mexico, and Louisiana Western Region: Hawaii, California, Nevada, and Arizona Northwest Region: Alaska, Colorado, Oregon, Wyoming, Idaho, Washington, Montana and Utah Consistent with the criteria for site selection, the following locations were selected as conference location sites. 2015 Ft. Lauderdale – Southeast Region 2014 Denver – Northwest Region 2013 San Diego – Western Region 2012 St. Louis – Central Region 2011 Dallas – Southwest Region 2010 New Orleans – Southwest Region 2009 Baltimore – Eastern Region 2008 Indianapolis – Midwest Region 2007 Las Vegas – Western Region 2006 Jacksonville – Southeast Region 2005 Los Angeles – Western Region 2004 Philadelphia – Eastern Region 2003 Memphis – Southeast Region

2002 Atlanta – Southeast Region 2001 Detroit – Midwest Region 2000 Orlando – Southeast Region 1999 Houston – Southwest Region 1998 Washington, DC – Eastern region 1997 Las Vegas – Western Region 1996 New Orleans – Southwest Region 1995 San Diego – Western Region 1994 Cleveland – Midwest Region 1993 Seattle – Northwest Region 1992 Atlanta- Southeast Region 1991 Denver – Northwest Region 1990 San Francisco – Western Region

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Conference Historical Data:

Year City, State Start Date Attendance Room Nights F & B Spend*

2011 Ft. Worth, TX June 19- 22 800 1300 $135,000

2012 St. Louis, MO June 9-12 950 1250 $140,000

2013 San Diego, CA June 8 – 11 650 1300 $125,000

2014 Denver, CO June 7 -10 950 Not Available Not Available

2015 Ft. Lauderdale, FL

June 6-9 900 Not Available Not Available

*2016 Estimated Room Block Pick-Up (with allowance for pre and post event)

6/2 6/3 6/4 6/5 6/6 6/7

15 125 275 450 450 75 APPENDICIES Appendix A: Detail of Host Requirements Appendix B: Sample Conference Format Appendix C: Submittal Form Appendix D: Draft Conference Budget

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Appendix A: Detail Host Team Requirements

• The host airport must be an AMAC member. • The host airport must be the lead entity for the Regional Planning Committee. • The proposal must identify several potential conference hotels. (minimum 400 sleeping

room capacity) • The host committee coordinates the conference-planning proposal with the local

convention and visitor’s bureau and FAA regional representatives, local department of commerce or any other entity consistent with the mission of AMAC and the conference objectives.

• The host team must participate in the conference budget process, committing to being responsible for mutually agreed upon expenses and profit goal.

• The host team must plan and execute a local fundraising/marketing effort to facilitate the attainment of the local fundraising goal and to increase local participation in all aspects of the conference.

• The host team must participate in marketing efforts during the two prior years conferences.

Sponsor Responsibility and Estimated Conference Budget:

• Conference Correspondence: 1. Conference Logo 2. Conference Advertisements/Announcements (post cards, banners, airport

signage) 3. Conference Sponsorship package/mailing (local effort) 4. Conference Registration Brochure 5. Conference App option of hardcopy Brochure

Estimated Value: $25,000

• Sponsorship Responsibilities: 1. Host City Reception (prior year) 2. Planning Committee Reception (August, January) 3. Sunday Evening Host City Opening Reception 4. Monday Evening Reception


• Golf Fundraiser Participation 1. Identify and Reserve Golf Venue 2. Gold Luncheon/Refreshments 3. Signage/Informational Package 4. Gift Bag/Shirt/Order donations 5. Transportation 6. Local Participants


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• Logistics 1. Conference Signage- Sponsors/Sessions/Other (hotel and off site events) 2. Engagement of local dignitaries, political figures, airport executives, etc. in

appropriate places in sequence of program 3. Conference Ground Transportation (shuttle service to events) and VIP

Transportation 4. Spouse Event Arrangements 5. Security


• Host City Gift/ Other 1. Provide attendee gift indigenous to conference host’s locale 2. AMAC Board Member Welcome Package (suggested but not required) 3. Solicit donations for Silent Auction 4. Solicit local vendors to purchase exhibit booths


• Staff

1. Planning Committee Member (prior year) 2. Host Chair 3. Average of 10 Host Committee Members (with increasing hours devoted, to nearly

full-time, in the two months preceding the conference date). 4. Local Volunteer Coordinator (equipment rental/other) and average of 20 Host

Committee On-Site Volunteers, based on anticipated attendance Estimated Value: $Variable

Total Estimated Value: $250,000+

Footnote: Historically, most airport hosts have contributed services provided by their airport such as staff time, travel, transportation, signage and, in some cases, printing and postage, etc. Therefore, the value of the contributions far exceeds the actual expenses tracked in the conference budget sample.

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Appendix B: Sample Conference Format Time Event Location Set up AGR

Thursday, June 8:00am – 3:59am AMAC Show Office Hotel Empty 8:00am – 3:59am AMAC Set-up Room Hotel 2 tables, 4-6 chairs Friday, June 4:00am -3:59am AMAC Show Office Hotel Empty 4:00am -3:59am AMAC Set-up Room Hotel 2 tables, 4-6 chairs 4:00am -3:59am 24 Hour Hold-Registration Hotel

12:00pm – 1:00pm DBELO Certification Training Lunch Hotel Rounds 150

8:00am – 12:00pm DBELO Certification Training Module 1

Hotel Classroom 150

1:00pm – 6:00pm DBELO Certification Training Module 2

Hotel Classroom 150

3:00pm – 6:00pm AMAC Board of Directors Meeting Hotel Hallow Square 50

4:00pm – 7:00pm Volunteers Orientation Meeting Hotel Theater 30

Saturday, June 4:00am – 3:59am 24 Hour Hold-Registration Hotel Empty 4:00am – 3:59am AMAC Show Office Hotel Empty 4:00am – 3:59am AMAC Set-up Room-Registration Hotel 2 tables, 4-6 chairs 5:45am – 6:15am Transportation Pick-up for Golf Course Hotel 1 table, 2 chairs, flow

through 100

7:00am – 2:00pm Bill Walker Memorial Gold Tournament

TBD #___ tables, #__ chairs, mic, podium (table top)

150

12:00pm – 1:00pm DBELO Certification Training Lunch Hotel Rounds 150

8:00am – 12:00pm DBELO Certification Training Module 3

Hotel Classroom 150

1:00pm – 6:00pm DBELO Certification Training Module 4

Hotel Classroom 150

3:00pm – 4:00pm ACI/AAAE/ Affiliates/ Committee Meetings

Hotel Hallow Square 25

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4:00pm – 5:30pm AMAC Leadership Circle Hotel Hallow Square 30

7:00am – 6:00pm Registration Hotel 7:00pm – 9:00pm VIP/Sponsors Reception TBD Flow Through 150

Sunday, June 4:00am – 3:59am 24 Hour Hold-Registration Hotel Empty 4:00am – 3:59am AMAC Show Office Hotel Empty 4:00am – 3:59am AMAC Set-up Room-Registration Hotel 2 tables, 4-6 chairs 7:00am – 6:00pm Registration Hotel 8:00am – 9:00am Buffet Breakfast Hotel Rounds 350

9:00am – 9:45am Conference Welcome and Opening Ceremony

Hotel Rounds 750

Break 9:45am – 10:00am

Morning Break Hotel Flow Through 500

10:00am – 12:00pm Airport Directors Vision 20/30 Forum Hotel Theater/Rounds 750

12:15pm – 1:30pm Luncheon With Keynote Speaker Hotel Rounds 750

1:30pm – 3:00pm Airport Directors Roundtable Hotel Rounds 40

1:30pm – 3:00pm Airport Commissioners Roundtable Hotel Rounds 40

2:00pm – 5:00pm Business Matchmaking Hotel Rounds 70

3:00pm – 4:00pm First Time Conference Attendees and New Member Orientation

Hotel Theater 50

6:00pm Exhibit Hall Open and Ribbon Cutting Ceremony

Hotel 10x10 (80)

6:30pm – 8:30pm Welcome To Host City Reception Hotel Rounds 750

Monday, June 4:00am – 3:59am 24 Hour Hold-Registration Hotel Empty 4:00am – 3:59am AMAC Show Office Hotel Empty 4:00am – 3:59am AMAC Set-up Room-Registration Hotel 2 tables, 4-6 chairs 7:00am – 6:00pm Registration Hotel 8:00am – 5:00pm AMAC Education & Scholarship

Program: Project LIFT Off-Site TBD 50

7:30am – 10:00am Exhibit Hall Open Hotel 7:30am – 9:00am Breakfast with Exhibitors Hotel Standing and round

Table tops

8:00am – 10:00am Partners Breakfast Hotel Standing and round Table Tops

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8:30am – 9:45am Workshop: Hotel Theater 250



8:30am – 10:00am ***Workshop: will not hold a concessions workshop during that time because it may conflict with participants in the partners breakfast meetings

Hotel Theater 250

10:00am – 11:00am AMAC Business Meeting- General Session

Hotel Rounds or Theater 750

11:00am – 12:00pm FAA and USDOT Session Hotel Rounds 750

12:15pm – 1:45pm AMAC Luncheon with Keynote Hotel Rounds 750

2:00pm – 4:00pm WORKSHOP: Hotel Theater 200




6:00pm – 8:00pm Preview Reception Hotel Theater 750

9:00pm – 1:00am AMAC After Dark Scholarship Fundraising Event

TBD Flow Through 200

Tuesday, June 8:00am – 3:59am AMAC Show Office Hotel Empty 8:00am – 3:59am AMAC Set-up Room-Registration Hotel 2 tables, 4-6 chairs 7:00am – 5:00pm Registration Hotel 8:00am Celebrating Women in Aviation Hotel Rounds 100

8:00am – 12:00pm Exhibit Hall Open Hotel 9:00am – 11:00am WORKSHOP Hotel Theater 200

9:00am – 11:00am WORKSHOP Hotel Theater 200



11:30am – 1:30pm AMAC Awards Luncheon/ Scholarship Program and Keynote

Hotel Rounds 800

2:00pm – 3:00pm AMAC Board Meeting- New Member Orientation

Hotel Hallow Round 50

2:00pm – 4:00pm Mobile or Destination Workshops/Tours (regional industry specific) Aerospace, Airport and other aviation related businesses

Off Site TBD 30 each

4:00 pm Conference Adjourns

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Wednesday. June 8:00am – 3:59am AMAC Show Office Hotel Empty 8:00am – 3:59am AMAC Set-up Room-Registration Hotel 2 tables, 4-6 chairs

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Appendix C: Submittal Form

Airports Business Diversity Conference Host City Services

Submittal Form

Date: Airport Sponsor(s): Airport Director’s Approval: (signature of CEO required) Address: Phone No: _________________________________________ Contact Person/Title: ___________________________________________ Department/Division: ___________________________________________ The Board seeks to determine sites for the years 2018, 2019 and 2020. Please indicate your first and second preference. Please attach letters of intent from local sponsors. First Preference: Conference Year: Potential Host City Hotels (include available rooms): Available Rooms: Potential Local Sponsors: (Include Financial and in-kind donors): _____________________________________________________________________________ Second Preference: Conference Year: Potential Host City Hotels: (include available rooms): Available Rooms: Potential Local Sponsors: (Include Financial and in-kind donors):

annual airport business diversity conference for 2018...

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