Conference Event Planner/Event Planning Company

American Horse Publications Request For Proposal 

POSITION:  Event Planner/Event Planning Company

BASIC FUNCTION:  Plan and execute American Horse Publications (AHP) yearly conference.  Works directly with AHP Executive Director.  This position will be the key contact for all conference facilitations.

NOTE:  AHP conference held in either May or June months.  On-site visits for future conferences are held during the months of July or August.

RESPONSIBILITIES:  Include but are not limited to the following:

  • Conference Management Services
    • Organize, coordinate, and attend pre-conference meetings and site visits to verify the hotel property meets all conference needs. Event Planner will accompany AHP Executive Director.  Site travel compensated by American Horse Publications.
    • Creation of conference schedule with timelines and key milestones.
    • Liaison to Hotel Event Manager, Audio Visual, Banquet Team for meeting set-up, layout and BEOs, and other vendors as needed including sourcing, negotiations, contracts and ordering services.
    • Coordinate conference details with hotel staff (Event Manager, Sales Manager, Chef, A/V contact) and confirm all needs are properly supported.
    • Work with AHP approved speakers and presenters to coordinate all details such as timelines, presentation needs and materials and A/V. Along with gathering all speaker materials and bios to be put on conference website.
    • Coordinate travel arrangements for speakers including hotel and travel accommodations. All travel arrangements and speaker fees must be in written agreement with speaker and approved by AHP Executive Director.
    • Order and acquire badges, promotional bags, and other conference materials with approval of Executive Director.
    • Adhere to Board approved conference budget.
    • Create and review post conference attendee evaluation survey.
    • Conference Registration Page:
      • Development of online conference registration page under direct supervision of AHP Executive Director.
      • Responsible for maintaining the page and all updates prior to, during and after the conference.
    • Registration and housing management services:
      • Create marketing pieces to distribute to members on conference and registration.
      • Prepare and distribute reminders and updates to members and attendees on a regular basis.
      • Consistent reporting to Executive Director and conference committee.
      • Prepare and distribute information to all registered attendees in the form of a “know before you go” document so attendees have full knowledge of conference details and agenda.
      • Manage room block for staff and attendees beginning 4-5 months before event.
      • Planner to review hotel generated rooming list and communicate any attendee changes or adjustments.
    • On-Site (accommodations including hotel, travel, etc. will be the responsibility of the Event Planner and included in total proposal)
      • Event Planner available 24hrs each day on-site for the duration of the conference (typically 6 to 7 days) to manage and troubleshoot all conference logistics.
      • Attend Pre-Con meeting with the hotel staff, typically 1-2 days prior to conference start date.
      • Facilitate functions, including but not limited to, meeting space set-up, signage placement, decorations, meals, registration, audio visual while on-site, registration management, while adhering to pre-confirmed conference timeline and agenda.
      • Oversee registration desk, answer attendees’ questions and direct attendees to organized event functions.
      • Prepare all materials for distribution and manage incoming conference shipments.
    • Popup exhibit and sponsorship management services:
      • Provide popup exhibitors and sponsors with timeline execution, exhibitor specifications, checklists and schedules.
      • Work with hotel staff and Popup exhibitors to map out space (maximum of 20 companies) floor plan.
    • Expertise in hotel contract negotiations a plus.

Please provide a detailed proposal including references by September 30th, 2022 to:
Pat Trowbridge:

Additional questions can be directed via email to Pat Trowbridge:

AHP Members are encouraged to share this position with a qualified applicant.

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