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 Wednesday, March 27th to procurements@accesscommunity.org.
Scope of Work:
ACCESS is seeking one vendor that offers both registration services and conference mobile app platform for 2019 MOVE Conference. The MOVE conference is November 7-9 2019. MOVE is a national two-day convening that will provide space for artists, activists, scholars, philanthropists, and others from the Arab American community to connect, learn and exchange ideas. 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 Friday 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
We prefer the following services for registration:
* Platform on wordpress website, not having to leave our MOVE website to register
* Badge creator with QR scanning
* 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
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
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 Mikala Cox at Mcox@accesscommunity.org.