Online Symposium Event Management
Deadline for Submission: Nov 30th, 2021
Submission time: 4.00pm
Submission on format: email
Attention: Bahar Miraftab
Our Organization:
A leader in delivering clinical interventions and training, the Geneva Centre for Autism (GCA) is a not-for-profit registered charitable organization centered in Toronto. The GCA specializes in developing the skillsets of children and adults with autism spectrum disorder (ASD). We strive to enable these individuals and their families to be able to participate in their community wholly. Geneva Centre is known for leading high-quality autism education, training through our online Sonderly e-learning platform and our biennial Symposium. Our bi-annual Symposium is an internationally renowned event that attracts guests and speakers from around the world.
Our 2022 virtual Symposium will inspire people around the globe to build a stronger community matter where they are!
Project Overview:
Geneva Centre International Symposium brings together world-renowned speakers, clinicians, educators, and parents to share the latest research and finding within the autism community. Our next 3-day event is from 26th October 2022 – to 29th October 2022. The event is virtual, and the recordings will be available for an extended time to the participants. We are looking for an event manager to manage the execution of the project.
Proponent Qualifications:
The Geneva Centre for Autism (GCA) is seeking services from proponent with the following qualifications:
- Understanding of and expertise in event planning
- Relevant client references
- Ability to plan and coordinate for the GCA’s Symposium from October 26th to 29th, 2022.
- Cost reflective of scope
Scope of Work:
To deliver this project the following services are required:
- Project Manage all aspects of the event for Geneva Centre for Autism Symposium 2022 within timeline and budget
- Liaise with Geneva Centre for Autism steering committee (including sub committees, Speaker’s committee, exhibitors, etc.), staff and volunteers as required
- Develop and implement a comprehensive project plan to include, project timelines, key milestones, budget, risks, mitigation and owners
Budget management
- Manage and track progress of project and all assigned deliverables
- Support event promotion with marketing and communications team
- Act as main point of contact for all vendors and suppliers
- Create duty list and sign-up process for volunteers
- Support and coordinate post-event requirements including debrief, surveys, wrap-up reports, lessons learned
Speakers & Keynote management:
- Lead and administer the speakers’ terms & contracts
- Review and rewrite a clear speaker contract with terms, invoice, profit sharing with Sonderly, Communicate clear timelines for each due date
- Act as main point of contact with the speakers after their contract is signed. Manage all the required communication such as booking the recording dates, speakers’ objectives, umber of CEUs (Continue Education Unit)
- Liaise with, recruit, and help manage sponsors and exhibitors
Online Platform administration:
- Coordinate and set up of event website and online registration; ensure information accuracy and consistency as the project evolves
- Track and report online registration as required
- Coordinate and assist with platform set-up, build training and testing for event.
Evaluation Metrics and Criteria:
- Managing the project timeline
- Total ticket sales
- Number of tickets sold
Content of Submission:
A) Availability
Confirm availability for the duration of project
B) Understanding of Assignment
In narrative form, provide a summary of your understanding of the assignment, the major tasks to be completed, and the skills required to do the project. Each Proponent is to include in its proposal a description of how the Proponent will provide the services outlined.
C) Experience and Qualifications
Provide a detailed explanation of your qualifications, and the qualifications of the individuals you are proposing to undertake the project. Include experience and technical expertise in delivering an online event as well as experience and/or understanding of how to administer continuing education credits.
D) References
Three (3) references for work completed of a similar nature in the last two years.
E) Costs and Schedule
Provide a complete listing of pricing/costs, including staff, expenses and any contingencies; together with an brief outline of the project plan and schedule. Please provide detailed pricing on all aspects of this project.
1. Any out-of-pocket expenses should be clearly stated.
2. Any assumptions incorporated in the proposal.
3. Value-added services offered free of charge.
4. Other services available by the Proponent and any other information that may support the proposal.
5. Any discounts for non-profit organizations
Interested bidders are required to include the following:
- Brief description of the Vendor and full contact information including the primary contact.
- Any proposed out of pocket expenses must be clearly stated including taxes and will be fixed. GCA will not pay for any hospitality, incidental and food expenses.
Mandatory Requirements
- The bid must be received in the submission format by the date and time specified in the Submission Summary.
- The bidder will include a signed Conflict of Interest Declaration, copy attached to this document.
Evaluation of Proposals
An Evaluation Team will review submissions, select and recommend the successful Proponent to move to contract. Neither the lowest price proposal nor any proposal will necessar ily be accepted.
The GCA evaluation team will base selection decisions on responses received and the best outcome. Each response will be carefully evaluated and scored by the evaluation team as follows.
# Rated Criteria Weighting (Points)
1 Understanding of the Assignment 15
2 Demonstrated Qualifications 30
3 Demonstrated Experience 30
4 Cost Reflective of Scope 25
Total Points 100
Points will be awarded based on the degree to which the material you have provided demonstrates your capability to perform and successfully carry out the work described.
Confidentiality:
All information contained in this Request for Proposal, and all information and material obtained during the course of this project, is confidential, and remains the property of the GCA. The Proponent must agree to sign a confidentiality agreement. All outputs of the project will remain the property of the GCA.
General Terms and Conditions:
1. GCA expressly reserves the following rights:
• To reject any/all RFP’s or portions thereof.
• To allow Proponents to correct minor RFP irregularities, if in the best interest of the GCA
• To negotiate potential changes in scope and or budget over-run and secure agreement in advance of the work being performed.
2. All costs incurred in the preparation and presentation of the RFP shall be completely absorbed by the Proponent.
3. All documents submitted as part of the RFP will become the property of the GCA
4. Any material submitted that is to be considered confidential must be clearly marked as such.
5. E-mail submissions must be sent in PDF format.
6. If the Proponent is subject to the Accessibility for Ontarians with Disabilities Act, 2005, the bidder’s must meet the Accessibility standards for information and communication. This is will be audited prior to issuing a contract.
7. The Proponent agrees that all documents and materials will be kept confidential, and that any confidential information will not be used against the GCA.
8. This is a request for RFP only and does not require the GCA to execute a contract.
9. After submission, modifications may only be made with the prior approval of the GCA. The GCA is not required to accept modified RFP’s even if submitted before the deadline.
10. Any modification received after the deadline will not be considered.
11. Only Requests for Proposals that meet the terms defined in ‘Content of Submission” and arrive before above will be considered for evaluation.
12. The GCA is committed to providing procurement documents in a format that meet accessibility criteria and features.
13. This engagement shall be governed by and construed in accordance with the laws of the Province of Ontario.
14. The selected Proponent shall comply with the requirements for all relevant accessibility standards established by regulation under the Accessibility for Ontarians with Disabilities Act, 2005.
Accessibility for Ontarians with Disabilities
The selected Proponent shall comply with the requirements for all relevant accessibility standards established by regulation under the Accessibility for Ontarians with Disabilities Act, 2005.
Occupational Health and Safety
The selected Proponent will comply with the requirements under the Occupational Health and Safety Act of Ontario. Additionally, they will be required to describe the Health and Safety program at their organization, indicating how they will ensure that all Health and Safety standards are met.
Project Due By: Nov 30th, 2022
Contact: Bahar Miraftab
Email: bmiraftab@autism.net
