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Request for Proposals: Conference Management & Coordination Services

Overview: The Critical Care Transport Medicine Conference (CCTMC) is an annual, national educational conference serving physicians, nurses, paramedics, respiratory therapists, and allied healthcare professionals involved in critical care transport medicine. CCTMC is jointly governed by its Sponsoring Partners and is seeking a modern, technology-forward conference management partner capable of delivering a scalable, data-driven, and professionally executed conference experience. Please click here to download a copy of the detailed request for proposal.

Evaluation Criteria: Proposals will be evaluated based on:
• Technology and innovation capabilities
• Experience with similar conferences
• Financial transparency and controls
• Exhibitor and sponsor support
• Governance and collaboration approach
• Cost effectiveness and value
1.Please share about your (or your company's) background & relevant experience.
2.What technology platforms will you use to plan CCTMC?
3.Tell us about your staffing model and the key personnel that will be managing CCTMC.
4.What is your approach to modernization and innovation in conference planning?
5.Share a sample timeline and workflow of how you plan to implement CCTMC.
6.What is your fee structure and pricing model for CCTMC?
7.How will you identify out-of-scope services? If not answered above, include the rate at which this will be billed.
8.Please upload one file containing 2-4 case studies of previous conferences you have planned. For each conference include:
  • Event overview (name, location, dates, conference type, and expected attendance vs. actual attendance)
  • Scope of services (summary of your role and key responsibilities)
  • Results (measurable outcomes such as attendance goals, budget alignment, attendee satisfaction scores, etc.)
  • Challenges & solutions (key issues and how they were resolved)
  • Budget (budgeted income vs. actual income/budgeted expenses vs. actual expenses)
  • Reference (client name and contact information)
  • Optional - include sample deliverables (event website link, social media links, event marketing materials, conference program, sponsor prospectus, etc.)
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9.Please provide three client references. Include contact name, company name, contact email, and contact phone number (these may be the same references utilized in your case studies).
10.Please upload a formal proposal.
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11.If applicable, please upload a CV or résumé.
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Thank you for your interest in managing the Critical Care Transport Medicine Conference. The CCTMC partners will be meeting in June to review the options and we intend to make a selection by the 1st of July. We will contact you once a decision has been made. If you have any questions, please email Lisa@AMPA.org.

Click Done to submit your proposal.