Please consider this document as a formal request for proposal (RFP) for a vendor to provide one platform for registration and a conference mobile app. Proposals should be submitted no later than February 28th, 2020 to procurements@accesscommunity.org.
Scope of Work:
ACCESS is seeking one vendor that offers both registration services and conference mobile app platform for the 9th Arab Health Summit which will take place on November 8th – 10th 2020. This summit serves as a platform for researchers in the United States to connect with their counterparts in the MENA region and elsewhere for a unique opportunity to exchange best practices and create research relationships that can build a sustainable public health infrastructure globally. Our programming includes a very complex schedule of receptions, plenary speakers and performances, networking and dialogue, concurrent breakout sessions, and post conference activities.
We require the following services for registration:
· Efficient and easy data analytics - ability pull “totals” from registration questions (i.e. # RSVP’d to Sunday Night Signature Event, how many vegetarian options)
· Easy ability to access badge names to print badges
· Multiple registration types and prices
· Coupon codes for discounted tickets
· Pay-as-you-go registration fees
· CME/CMU credit tracker
· Badge creator with QR scanning
We prefer the following services for registration:
· Platform on wordpress website, not having to leave our Health Summit website to register
· Allow credit card fees to be absorbed into ticket price
We require the following services for mobile app
· Easily readable schedule with tag words
o Speaker bio, description, etc
o Ability to “favorite” or pick out sessions to create personal schedule
· Attendee activity feed
· Maps and venue info
· Push notifications
· Custom branding
· Evaluation surveys on the app
· Easy ability for user to download app and create profile
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We prefer the following services for mobile app:
· Live polling
· Fundraising feature within app
· Ad space and banners for sponsorships
· Exhibitor map and exhibitor bios
· Ability to upload files to session descriptions
· App go live 2 weeks before conference
· Live Q&A session
Selection Criteria
ACCESS reserves the right to reject any or all proposals, in-part or in-total, for any objective or subjective reason whatsoever. If a proposal is selected, it will be the most advantageous based on the quality of service, the Vendors’ qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider.
The following selection criteria will be considered with their indicated weight.
1. Registration platform abilities (30%)
a. Multiple registration types, prices, coupon codes, and form questions
b. VERY specific and efficient data abstraction of registration #’s and form responses
c. Preferred: registration page compatible website
2. Registration Fees (flexibility and cost) (10%)
a. “pay-as-you-go” registration fees
3. Mobile app cost (15%)
4. Mobile app features (30%)
a. Attendee activity feed
b. Evaluation surveys
c. Push notifications
d. Easy download for attendees
e. Custom branding
5. Customer and technical support (10%)
6. Quality of proposal (5%) Please direct any questions to research@accesscommunity.org