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RFP: Meeting Planner IEA2021 Congress

September 8, 2017

Request for Proposal: Meeting Planner

IEA2021 Congress

 

The Association of Canadian Ergonomists (ACE) has been designated as host of the 46th Triennial Congress of the International Ergonomics Association, to be known as IEA2021.  ACE is soliciting proposals for a meeting planner with a proven track record of successful conference management to provide planning and support services for an international scientific/technical conference to be held in Canada in the summer of 2021.  The IEA triennial congress is held in different parts of the world and Canada has won the bid to host the congress in 20121.  The venue for IEA2021 will be decided by the organizing committee towards the end of 2017, with candidate venues being Vancouver, Toronto, Calgary, Halifax, and Montreal.

The IEA is the federation of national societies of human factors and ergonomics (see iea.cc).  The Triennial Congresses differ greatly as they reflect local cultures, business arrangements and economic conditions as well as proximity to the international academic and professional communities.

We expect 1,000-1,500 delegates from 30-50 countries. The Congress primary language is English but ACE is committed to providing French language translation of Congress materials and delegate services, as well as possibly limited simultaneous interpretation. We anticipate 10-15 parallel sessions (meeting rooms to seat 100+ theatre style, plus a general session hall to seat 1500 delegates and a hall large enough for plenary sessions, an exhibit and posters hall (up to 40 exhibitors).  In  addition there will be a need for ancillary committee meeting space, food functions, opening reception, main gala event.  The event will take place Sunday-Friday in the summer of 2021.  The technical program will be developed by society member volunteers, and managed using an online platform such as EasyChair.  We expect to use a downloadable app for delegate use preparing for and coordinating activities during the event.

A very tentative generic overview is provided below.  Each of the 14 blocks of sessions will have 10-15 parallel sessions.

 

 

SUNDAY

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

08:00-10:00

Meetings

Opening

Keynotes

Keynotes

Keynotes

Keynotes

10:00-10:30

 

 

Break

 

 

 

10:30-12:00

Wkshp

Block 1

Block 4

Block 7

Block 10

Block 13

12:00-13:30

 

 

Lunch

 

 

 

13:30-15:00

Wkshp

Block 2

Block 5

Block 8

Block 11

Block 14

15:00-15:30

 

 

Break

 

 

 

15:30-17:00

 

Block 3

Block 6

Block 9

Block 12

 

18:30-21:00

Reception

 

Party

 

 

 


 

RFP

 

Key areas of responsibilities for the meeting planner are outlined below.  For each category, please elaborate detailed tasks to be undertaken (including ones that may not be specifically indicated below), as appropriate, and describe the services proposed for carrying out the tasks, addressing your capability to meet Congress needs and detailing company expertise, tools, experience and cost.  Identify software products used for registration, finance, staging guide and project management, etc., indicating key software features as well as limitations.  Please also provide a company overview, size, key personnel resumes, list of preferred vendors, geographical area of service and a list of references. 

Please email proposals to iea2021chair@gmail.com.   Proposals must be received by October 30, 2017 to be considered.  For further information contact Ian Noy at (617) 631-0411.  ACE reserves the right to select the meeting planner at its sole discretion.

 

Pre-Congress Planning

 

Services in French

Financial Management

 

Marketing and Promotions

 

Housing and Travel

 

On-Site Collateral Materials

 

Registration Services

 

Speakers Coordination

 

On-Site Management

 

Exhibit Planning and Management

 

Post-Meeting Reporting/Data Evaluation