RFP 27-02 Global Meetings, Conventions, & Incentives Marketing

The Hawaii Tourism Authority is soliciting proposals for comprehensive global meetings, conventions, and incentives (MCI) marketing and management services for the Hawaiian Islands under RFP 27-02, with proposals due August 20, 2026 at 2:00 p.m. Hawaii Standard Time via HIePRO. The contract is fixed-price with a total not-to-exceed amount of $20.9 million over thirty-six months (January 2027 through December 2029), divided into three twelve-month periods at $6.4 million, $7 million, and $7.5 million respectively, all inclusive of Hawaii General Excise Tax.

The contractor will develop and implement a Global MCI Marketing and Management Plan aligned with HTA's 2026-2030 Strategic Plan, position Hawaii as a preferred MCI destination across the United States, Canada, Asia, and Oceania, deploy a dedicated sales team, manage the MeetHawaii.com website, participate in industry trade shows including IMEX America, and develop an airline incentive program and annual meeting planner golf tournament beginning in the second contract period. The contractor must establish communication plans to rebuild meeting planner confidence following the Hawaii Convention Center's reopening in January 2028. Additional deliverables include quarterly activity measure targets and sales production targets for citywide and single-property bookings across 2027–2029.

Administrative costs shall not exceed 69 percent of the contract amount per period. Each period includes a $1 million Marketing Flexibility Fund for HCC operating cost offsets and attendance-building efforts. The incumbent is the Hawaii Visitors and Convention Bureau (HVCB).

Evaluation weighted toward overall firm capabilities and personnel qualifications (35 points), the Global MCI Marketing and Management Plan (35 points), familiarity with Hawaii brand and product (15 points), cost points conversion (6 points), and price reasonableness and realism (9 points). Offerors must demonstrate global MCI sales and marketing experience, maintain a U.S. office, obtain a Certificate of Vendor Compliance, carry commercial general liability insurance of at least $3 million, and submit contractor references demonstrating prior prime contractor experience on similar projects. Contract performance begins January 1, 2027, with evaluations and potential oral presentations occurring in late August 2026.