Industry Partner or Event Planning Service
Closed Special Notice Posted
- Solicitation number
- Market_Survey_Multi-Year_Conference_RFI
- Agency
-
Land and Maritime
Defense Logistics Agency, Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- Place of performance
- Columbus, Ohio 43218, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Logistics Agency (DLA) Land and Maritime has issued a Special Notice for an industry partner or event planning service provider to co-host an annual supplier conference in May for two years, alternating between DLA Aviation in Richmond, Virginia in 2027 and DLA Land and Maritime in Columbus, Ohio in 2028. The purpose of the conference is to stimulate industry interest, deepen understanding about the Defense Supply Centers, and foster collaborative exchanges between DLA, the Department of Defense, and the Defense Industry.
The Special Notice outlines the proposed three-day conference schedule, including capacity for 100 exhibits, receptions, meals, and complimentary registrations and booth spaces. The selected contractor will be responsible for a range of tasks, including website and marketing operations, registration management, exhibit coordination, catering, audio-visual services, and financial management. Interested contractors are asked to provide information on their business type, conference management experience, strategies for attracting the Defense Industry and increasing small business participation, as well as pricing details by August 30, 2024.
Notice text
Defense Logistics Agency Supplier Conference – Multi-year Market Survey
Objective:
To find an industry partner or event planning service provider to co-host a supplier conference in May of each year for two years. The locations will alternate between DLA Aviation in Richmond, Virginia in 2027 and DLA Land and Maritime in Columbus, Ohio in 2028.
The goal of the conference is to stimulate industry interest and deepen understanding about Defense Supply Centers Richmond and Columbus as well as deepen the understanding of responsibilities and goals governing Defense Logistics Agency in supporting the Services while generating collaborative exchanges between DLA, DoD, and the Defense Industry.
Background:
Three-day conference to be held in either:
- 2027 Greater Richmond Convention Center (or similar space in surrounding area)
- 2028 Greater Columbus Convention Center (or similar space in surrounding area)
- Annual event (occurring in May for both locations)
- Estimated Attendees: 1,200
- Proposed schedule:
- Day one:
- Late AM/early PM event area open for set-up (booths, ballroom, breakouts)
- Day two:
- Continental breakfast, commence conference, lunch, breaks, end of day reception
- Day three:
- Continental breakfast, commence conference, lunch, breaks
- Capacity for 100 exhibits (10’x10’)
- 1x reception, 2x breakfast, 2x lunch, 3x breaks (day two and day three)
- 275 complimentary DLA registrations (including breakfast and lunch)
- 10 complimentary registrations for guest speakers (including breakfast, reception, lunch)
- 125 complimentary access passes to reception
- Complimentary passes for DLA (breakfast/lunch/reception – not included)
- 12 complimentary booths
- 16 onsite parking passes
Required Tasks:
- Website and marketing operations
- Registration both pre-conference and onsite
- Maintain conference registration database
- Booth registration, management, and shipping support
- Assist with providing Defense Industry speakers
- Site contracts, logistics, operations, and management
- Exhibit management
- Catering
- Audio Video Services
- Photographic and videographic services
- Handouts and/or online app access to applicable content
- Financial Management and accounting services
- Regular pre-conference progress meetings with DLA
Please provide answers to the following:
- Is your business a for profit or not for profit?
- What experience does your firm have managing DoD conferences?
- What is your strategy to attract the Defense Industry to this conference?
- What is your strategy to increase small business focus and participation?
Please provide price and costing per below by year:
- Estimated price per registration
- Estimated price per 10’x10’ booth
- Estimated event total cost
Please respond by August 30, 2024, 5:00 PM (Eastern Standard Time).
Direct questions and responses to Jeremy Swonger at Jeremy.Swonger@dla.mil
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