Request for Proposal (RFP)
Appointment of
Professional Congress Organizer (PCO)
2016 IASLC Asia Pacific Lung Cancer Conference
Chiang Mai, Thailand
Tentative date: March 2016
The Local Organizing Committee (LOC), The International Association for the Study of Lung Cancer (IASLC) and its Asia Pacific Lung Cancer Committee, is pleased to invite your organization to tender for the appointment as Professional Congress Organizer (PCO) in respect of the above Conference. The following information is provided to assist you with the preparation of a proposal for the Local Organizing Committee (LOC) and the conference sponsor, IASLC to consider.
1. DEADLINE FOR SUBMISSIONS
February 1, 2016
2. SUBMISSION OF TENDER DEADLINE
Written submissions should be electronic and forwarded by the due date to:
For the Local Organizing Committee
For IASLC
3. REQUEST FOR FURTHER INFORMATION
Requests for further information or clarification of requirements may be directed to both parties noted above. We reserve the right to inform, at our discretion, all parties issued with an RFP, of further information/clarification of requirements resulting from any inquiry.
4. HISTORY OF THE CONFERENCE
The 2014 conference will be the 7th time the conference is held.
The APLCC is held biannually and was held in Malaysia 2014, Japan in 2012 and Seoul, Korea in 2010.
Attendance at the conferences was 800 – 1,000. The number of abstract presented was approximately 200 in 2014.
5. EXPECTED ATTENDANCE
The Conference expects to attract between 800 and 1200 delegates, accompanying persons and (15-20) exhibitors. This is dependent on many factors, in particular the status of key drug trials, pharmaceutical company budgets and economic factors.
6. CONGRESS FORMAT
The format of the conference in Japan in 2012 was well received. For 2014 the primary change requested is to avoid having satellite symposia during the conference day. This was a variance from the IASLC standards and different than what IASLC international sponsors expect.
7. ACCOMPANYING PERSONS’ PROGRAM / PRE- & POST-CONFERENCE TOURS
Any accompanying persons programs should be provided on a self-financing basis at the risk of the appointed PCO, to run during the congress as optional extras for accompanying persons and/or delegates. Similarly Pre and post-Conference Tours of a touristic nature for all participants are to be offered to be provided on a self-financing basis.
8. CONTRACTING ORGANIZATION
The contracting organization is IASLC whose business address is:
International Association for the Study of Lung Cancer
13100 E Colfax Ave., Unit 10
Aurora, CO 80011
9. ORGANIZATION TO DATE
Following is a brief outline of action taken to this point:
(a) Venue Selection
The LOC has approached potential venues’ and will seek the assistance of the PCO to negotiate final contract. The tentative site for the conference is 6-8 November 2014. The PCO will be required to assist with venue negotiations and contract following appointment.
(b) Hotel Accommodation
No current blocks of hotel have been procured. The appointed PCO will be required to take over these bookings and manage a hotel booking service for all participants, including exhibitors. This service should be run at the risk of the appointed PCO, with the Conference not being liable for any deposits to be paid, or cancellation penalties. The appointed PCO will be required to negotiate favorable rates with the hotels. Any minimum room commitments shall be approved by the LOC and IASLC.
10. SERVICES TO BE PROVIDED
The PCO is invited to tender for the provision of the services outlined in the attached Services to be Provided.
11. CONDITIONS OF APPOINTMENT OF A PCO
The successful PCO shall, as a minimum, be capable of providing professional conference managerial services for the conference to international standards and best practice.
The PCO candidates should demonstrate their ability to provide the following:
1. Ability – PCO’s are required to demonstrate their ability to provide the required services as detailed in the services to be provided attachment.
2. Financial viability – PCO’s are required to demonstrate their financial credibility and proof may be requested.
3. Proven track record – PCO’s are required to demonstrate their experience as a PCO by providing information on meetings they have managed - especially meetings of a similar size and complexity.
4. References – PCO’s are required to submit at least three referees who will be contacted by representatives of the LOC an IALSC. Details required are name, contact information, meeting with which they were/are associated and position in relation to the organizing of that meeting. Additional letters of reference may also be attached.
5. Staffing – PCO’s are required to give an overview of their infrastructure including staffing, experience and accreditation.
6. Electronic Management – PCO’s should demonstrate their IT capability, capacity and ability to provide electronic facilities in a secure environment.
7. Financial Management – PCO’s are required to demonstrate their competence in the area of financial management including qualification of personnel in this respect.
8. Fees and Cost Structure – PCO’s are required to clearly set down fees for services.
12. FEES
Please provide a total budget and include breakout for the following services:
General congress management (relating to specific services required)
Sponsorship
Exhibition sales and management
Scientific program management
Registration
Social events
Accommodation
Abstract collection, organization and dissemination as a Journal of Thoracic Oncology Supplement
Speaker Management
Please outline any other charges that may be made, such as mailings, telephone, fax, e-mail, IT, general stationery, additional staff costs etc. Any additional service charges on other budget items should be clearly stated as include policy towards the receiving of commission from suppliers. We request full disclosure of sources of income to the PCO which should not be in conflict with local practices.
13. AWARDING OF CONTRACT
The selection of the PCO and awarding of a contract will be made jointly by the LOC and IASLC as soon as possible after the submission deadline.
Services to Provide
Committee Management
Act as official Conference Secretariat
Participate in regular planning meetings with organizing and local committee as well as IASLC
Agenda and minute preparation for all planning meetings
Establish working timeline for committees and PCO, set up a critical path, ensure that timelines are followed
Manage negotiations and contract (local) suppliers
Submission of interim reports to the organizing committees and IASLC
Provide full Final Report to IASLC/Local Committee incl. information from all aspects of the Conference no later than 2 months after the Conference
Financial and Budget Services
Computerized bookkeeping of all income and expense
Create conference budget with IASLC and Local Committee
Monthly budget reports to IASLC and Local Committee
Negotiate best prices with local suppliers
Review invoices and pay suppliers
Trace outstanding payments
Arrange and maintain Conference bank account
Monthly bank statement reconciliation
Provide final statement including income from sponsorship, exhibits and all expenses
Handle all tax related issues (if applicable)
Meeting Space and Audio Visual Management
Source possible conference venues
Prepare and sent out RFPs to possible venues, compare proposals and provide summary and recommendation to IASLC and Local Committee
Negotiate and contract venue selected by IASLC/Committee
Present final plan and contracts (before signing) to LOC and IASLC for review and approval
Arrange billing for facility as per contract
Contract and manage décor and AV/IT
Arrangements for all F&B functions
Arrange onsite signage plan and oversee execution
Arrange onsite security
Develop onsite staff requirements and provide appropriate staff
Arrange billing for suppliers as per contracts
Provide financial wrap up no later than 2 months after Conference
Oversee execution of onsite logistics
Pre and Onsite Registration
Discuss and determine registration fees and currency with IASLC/Local Committee
Set up and manage online registration system including online payments for local and international delegates
Arrange for onsite registration equipment (computers, counters, etc.)
Arrange for onsite registration staff
Arrange for conference bags
Arrange for delegate help/information desk onsite
Select, obtain and assemble all materials for registration kits (badges, lanyards, paper stock, tickets, etc.)
Manage onsite registration
Provide final registration report no later than 1 month after conference
Provide electronic registration file for IASLC to use in future solicitations.
Housing
Negotiate hotel contract(s)
Provide website with housing offers
Develop online accommodation booking, oversee and manage bookings
Provide name list to hotels incl. payment information
Oversee hotel bookings for speakers, VIPs, Local Organizing Committee and IASLC Board Members, ensure that accommodations paid by Conference will be charged to master account
Speaker, Abstract and Poster Management
Assist Program Committee in the program development
Invite and confirm speakers incl. time and date of their presentation
Arrange for speaker honoraria, travel grants etc. to be paid (if applicable)
Assist speakers with registration and housing requirements
Provide speakers with all information related to their presentation
Collect all materials required from speakers (acceptance, biography, disclosure, picture, etc.)
Make arrangements for onsite speaker ready room and coordinate onsite
Send Thank you Letters on behalf of IASLC and the LOC to all invited speakers after the Conference
Develop Abstract Submission Guidelines and Timelines with Program Committee/IASLC
Set up online abstract submission system and oversee s
Request for Proposal (RFP)
Appointment of
Professional Congress Organizer (PCO)
2016 IASLC Asia Pacific Lung Cancer Conference
Chiang Mai, Thailand
Tentative date: March 2016
The Local Organizing Committee (LOC), The International Association for the Study of Lung Cancer (IASLC) and its Asia Pacific Lung Cancer Committee, is pleased to invite your organization to tender for the appointment as Professional Congress Organizer (PCO) in respect of the above Conference. The following information is provided to assist you with the preparation of a proposal for the Local Organizing Committee (LOC) and the conference sponsor, IASLC to consider.
1. DEADLINE FOR SUBMISSIONS
February 1, 2016
2. SUBMISSION OF TENDER DEADLINE
Written submissions should be electronic and forwarded by the due date to:
For the Local Organizing Committee
For IASLC
3. REQUEST FOR FURTHER INFORMATION
Requests for further information or clarification of requirements may be directed to both parties noted above. We reserve the right to inform, at our discretion, all parties issued with an RFP, of further information/clarification of requirements resulting from any inquiry.
4. HISTORY OF THE CONFERENCE
The 2014 conference will be the 7th time the conference is held.
The APLCC is held biannually and was held in Malaysia 2014, Japan in 2012 and Seoul, Korea in 2010.
Attendance at the conferences was 800 – 1,000. The number of abstract presented was approximately 200 in 2014.
5. EXPECTED ATTENDANCE
The Conference expects to attract between 800 and 1200 delegates, accompanying persons and (15-20) exhibitors. This is dependent on many factors, in particular the status of key drug trials, pharmaceutical company budgets and economic factors.
6. CONGRESS FORMAT
The format of the conference in Japan in 2012 was well received. For 2014 the primary change requested is to avoid having satellite symposia during the conference day. This was a variance from the IASLC standards and different than what IASLC international sponsors expect.
7. ACCOMPANYING PERSONS’ PROGRAM / PRE- & POST-CONFERENCE TOURS
Any accompanying persons programs should be provided on a self-financing basis at the risk of the appointed PCO, to run during the congress as optional extras for accompanying persons and/or delegates. Similarly Pre and post-Conference Tours of a touristic nature for all participants are to be offered to be provided on a self-financing basis.
8. CONTRACTING ORGANIZATION
The contracting organization is IASLC whose business address is:
International Association for the Study of Lung Cancer
13100 E Colfax Ave., Unit 10
Aurora, CO 80011
9. ORGANIZATION TO DATE
Following is a brief outline of action taken to this point:
(a) Venue Selection
The LOC has approached potential venues’ and will seek the assistance of the PCO to negotiate final contract. The tentative site for the conference is 6-8 November 2014. The PCO will be required to assist with venue negotiations and contract following appointment.
(b) Hotel Accommodation
No current blocks of hotel have been procured. The appointed PCO will be required to take over these bookings and manage a hotel booking service for all participants, including exhibitors. This service should be run at the risk of the appointed PCO, with the Conference not being liable for any deposits to be paid, or cancellation penalties. The appointed PCO will be required to negotiate favorable rates with the hotels. Any minimum room commitments shall be approved by the LOC and IASLC.
10. SERVICES TO BE PROVIDED
The PCO is invited to tender for the provision of the services outlined in the attached Services to be Provided.
11. CONDITIONS OF APPOINTMENT OF A PCO
The successful PCO shall, as a minimum, be capable of providing professional conference managerial services for the conference to international standards and best practice.
The PCO candidates should demonstrate their ability to provide the following:
1. Ability – PCO’s are required to demonstrate their ability to provide the required services as detailed in the services to be provided attachment.
2. Financial viability – PCO’s are required to demonstrate their financial credibility and proof may be requested.
3. Proven track record – PCO’s are required to demonstrate their experience as a PCO by providing information on meetings they have managed - especially meetings of a similar size and complexity.
4. References – PCO’s are required to submit at least three referees who will be contacted by representatives of the LOC an IALSC. Details required are name, contact information, meeting with which they were/are associated and position in relation to the organizing of that meeting. Additional letters of reference may also be attached.
5. Staffing – PCO’s are required to give an overview of their infrastructure including staffing, experience and accreditation.
6. Electronic Management – PCO’s should demonstrate their IT capability, capacity and ability to provide electronic facilities in a secure environment.
7. Financial Management – PCO’s are required to demonstrate their competence in the area of financial management including qualification of personnel in this respect.
8. Fees and Cost Structure – PCO’s are required to clearly set down fees for services.
12. FEES
Please provide a total budget and include breakout for the following services:
General congress management (relating to specific services required)
Sponsorship
Exhibition sales and management
Scientific program management
Registration
Social events
Accommodation
Abstract collection, organization and dissemination as a Journal of Thoracic Oncology Supplement
Speaker Management
Please outline any other charges that may be made, such as mailings, telephone, fax, e-mail, IT, general stationery, additional staff costs etc. Any additional service charges on other budget items should be clearly stated as include policy towards the receiving of commission from suppliers. We request full disclosure of sources of income to the PCO which should not be in conflict with local practices.
13. AWARDING OF CONTRACT
The selection of the PCO and awarding of a contract will be made jointly by the LOC and IASLC as soon as possible after the submission deadline.
Services to Provide
Committee Management
Act as official Conference Secretariat
Participate in regular planning meetings with organizing and local committee as well as IASLC
Agenda and minute preparation for all planning meetings
Establish working timeline for committees and PCO, set up a critical path, ensure that timelines are followed
Manage negotiations and contract (local) suppliers
Submission of interim reports to the organizing committees and IASLC
Provide full Final Report to IASLC/Local Committee incl. information from all aspects of the Conference no later than 2 months after the Conference
Financial and Budget Services
Computerized bookkeeping of all income and expense
Create conference budget with IASLC and Local Committee
Monthly budget reports to IASLC and Local Committee
Negotiate best prices with local suppliers
Review invoices and pay suppliers
Trace outstanding payments
Arrange and maintain Conference bank account
Monthly bank statement reconciliation
Provide final statement including income from sponsorship, exhibits and all expenses
Handle all tax related issues (if applicable)
Meeting Space and Audio Visual Management
Source possible conference venues
Prepare and sent out RFPs to possible venues, compare proposals and provide summary and recommendation to IASLC and Local Committee
Negotiate and contract venue selected by IASLC/Committee
Present final plan and contracts (before signing) to LOC and IASLC for review and approval
Arrange billing for facility as per contract
Contract and manage décor and AV/IT
Arrangements for all F&B functions
Arrange onsite signage plan and oversee execution
Arrange onsite security
Develop onsite staff requirements and provide appropriate staff
Arrange billing for suppliers as per contracts
Provide financial wrap up no later than 2 months after Conference
Oversee execution of onsite logistics
Pre and Onsite Registration
Discuss and determine registration fees and currency with IASLC/Local Committee
Set up and manage online registration system including online payments for local and international delegates
Arrange for onsite registration equipment (computers, counters, etc.)
Arrange for onsite registration staff
Arrange for conference bags
Arrange for delegate help/information desk onsite
Select, obtain and assemble all materials for registration kits (badges, lanyards, paper stock, tickets, etc.)
Manage onsite registration
Provide final registration report no later than 1 month after conference
Provide electronic registration file for IASLC to use in future solicitations.
Housing
Negotiate hotel contract(s)
Provide website with housing offers
Develop online accommodation booking, oversee and manage bookings
Provide name list to hotels incl. payment information
Oversee hotel bookings for speakers, VIPs, Local Organizing Committee and IASLC Board Members, ensure that accommodations paid by Conference will be charged to master account
Speaker, Abstract and Poster Management
Assist Program Committee in the program development
Invite and confirm speakers incl. time and date of their presentation
Arrange for speaker honoraria, travel grants etc. to be paid (if applicable)
Assist speakers with registration and housing requirements
Provide speakers with all information related to their presentation
Collect all materials required from speakers (acceptance, biography, disclosure, picture, etc.)
Make arrangements for onsite speaker ready room and coordinate onsite
Send Thank you Letters on behalf of IASLC and the LOC to all invited speakers after the Conference
Develop Abstract Submission Guidelines and Timelines with Program Committee/IASLC
Set up online abstract submission system and oversee s
การแปล กรุณารอสักครู่..