8-Specifications and Requirement IPW 2026 Consultant or Destination Management Company.pdf

IPW 2026 Consultant or Destination Management Company

Production Event Dates: May 17–21, 2026

Location: Greater Fort Lauderdale, Florida

Engagement: 6 months (Jan 2026-June 2026)

Project Overview

Greater Fort Lauderdale will serve as the host destination for IPW 2026, the U.S. Travel

Association’s premier inbound travel trade show. This global event brings together international buyers, U.S. suppliers, and media for five days of appointments, networking, and destination discovery. We are seeking a highly experienced IPW

Consultant or Destination Management Company (DMC) to lead the strategic planning and execution of our destination’s presence throughout the event. Expected attendance: 6,000.

Objectives

• Deliver a seamless, high-impact representation of Greater Fort Lauderdale at IPW

• Showcase the region’s hospitality, culture, and infrastructure through curated experiences and activations

• Ensure operational excellence across all touchpoints, from logistics to stakeholder engagement

Scope of Work

The selected partner will be primarily responsible for:

Opening & Closing Events, Media Breakfast, Sponsorship/Partner Activation

Management

The selected partner will lead the conceptualization, planning, and execution of three high-profile events during IPW 2026:

1. Opening Event

• Work with Legends Global team and contracted production company to manage entertainment, décor, catering, transportation, and guest experience – as the opening event serves as the grand welcome to

Greater Fort Lauderdale for IPW attendees

• Create an immersive experience that sets the tone for the week by highlighting the region’s unique charm, hospitality, and cultural vibrancy

• Ensure flawless execution with contingency planning and real-time coordination

• As needed, collaborate with local artists, performers, and hospitality partners to reflect the destination’s identity

• Coordinate appearances and remarks from elected officials and key stakeholders

2. Closing Event

• Work with Legends Global team to manage all production elements, including staging, lighting, entertainment, and hospitality to create a high-energy, upscale experience

• Deliver a memorable send-off that reinforces Greater Fort Lauderdale’s brand and leaves a lasting impression

• Incorporate storytelling elements that reflect the region’s warmth and sophistication

• Coordinate closely with IPW organizers (US Travel) to align with official programming and logistics

• Ensure seamless transitions for attendees departing the event and the destination

3. Media Breakfast

Plan and execute a destination-forward Media Breakfast designed to engage press and media attendees with compelling narratives, hospitality, and memorable experiences. This event will take place at a scenic location in Pompano Beach, offering a relaxed yet polished atmosphere.

• Work closely with Visit Lauderdale and the City of Pompano Beach teams to curate and develop plans for the event

• Provide a curated breakfast menu with designated food and beverage outlets to ensure seamless experience with local flavors, beverages, and attentive service

• Identify and distribute branded, high-quality gifts that reflect the destination’s identity and leave a lasting impression

• Curate talking points, destination highlights, and newsworthy content for media coverage

• Coordinate appearances and remarks from elected officials and key stakeholders

• Facilitate press check-in, credentialing, and transition to familiarization tours following breakfast programming

• Oversee AV setup, seating, signage, and run-of-show to ensure a smooth and impactful experience

4. Sponsorship & Partnership Management

• Developing and executing a comprehensive sponsorship and partnership program to maximize visibility, engagement, and financial support for IPW 2026, including developing tailored sponsorship packages and partnership opportunities at varying investment levels

• Strategic identification, outreach, and securing of strategic sponsors and partners

• Ensure sponsor visibility is consistent with obligations, and enhances the event experience including sponsor deliverables, branding, and activation opportunities

• Liaise with Legends Global team to align sponsorship and partnership efforts with overall event strategy

• Collaborate with internal Visit Lauderdale teams (marketing, operations, finance) to ensure seamless execution.

Strategic Planning & Project Management

Project management of existing internal Visit Lauderdale teams and their respective areas of responsibility.

• Manage a comprehensive project timeline and execution plan, currently housed in Monday.com

• Coordinate with Visit Lauderdale, local government, tourism boards, and US

Travel (IPW organizers)

• Lead regular planning meetings and provide status updates

Existing internal Visit Lauderdale teams include:

1. Volunteer Coordination

• Recruiting, training, and management volunteers for welcome areas, events, and logistics

• Reviewing and fine tuning volunteer schedules and communication plans

2. Transportation & Logistics

• Coordinating ground transportation for delegates, media, and VIPs

• Managing shuttle routes, signage, and real-time updates

• Liaise with Fort Lauderdale-Hollywood International Airport (FLL) and local transit authorities

3. Hotel & Convention Center Liaison

• Working with host hotels for training internal teams, volunteer readiness, welcome areas, and bus route awareness

4. Welcome Areas & Destination Experiences

• Curating immersive welcome zones at key touchpoints (airport, hotels, convention center)

• Curating, booking current destination experiences and excursions that highlight Greater Fort Lauderdale

Budget & Financial Management

• Manage a detailed budget with transparent reporting

• Track expenses, invoices, and ensure cost-efficiency

Stakeholder Engagement

• Serve as primary liaison with local stakeholders, tourism partners, and city officials

• Facilitate collaboration and ensure alignment with regional goals

Communication & Reporting

• Maintain clear, professional communication across all channels

• Provide regular progress reports, post-event evaluations, and debriefs

Qualifications

• Minimum of 10 years’ experience and proven track record managing city-wide events of similar scale

• Minimum of 10 years’ experience with international travel trade shows and tourism activations

• Strong network of local Broward / South Florida vendors, venues, and hospitality partners

• Exceptional communication and organizational skills

• Familiarity with IPW or similar global events, preferred

• Minimum of 3 verified references from past clients (within past 3 years) with similar-sized events

Submittal

All responses must include the following attachments in addition to the price proposal:

1) Company Profile / Statement of Qualifications – Overview of firm’s history, services, and expertise including an organizational chart or key personnel assigned to IPW 2026

2) Resumes of Key Personnel – Minimum 10 years’ experience in city-wide events and international travel trade shows with specific roles/responsibilities in past projects

3) Proof of Performance / Case Studies – At least 2–3 examples of similar large-scale events managed within the past 5 years. Include event name, location, dates, scope of work, and measurable outcomes

4) References – Minimum of 3 verified references from past clients (within past

3 years). Include client name, contact information, event description, and dates

5) Sponsorship & Partnership Experience – Samples of sponsorship packages, partnership proposals, or activation plans from past events with 1-2 featuring evidence of sponsor deliverables fulfilled (branding, activations, ROI reporting)