BCLE002: ISCA will Require the Event Management Vendor to Manage the Following Aspects of the Hybrid Event : MICE Management Assignment, TP, Singapore

Your Proposal will be assessed on the following:

• Editorial presentation & organization
• Evidence & quality of research
• Overall content & learning quality

Scope of Work and Business Requirements

ISCA will require the event management vendor to manage the following aspects of the hybrid event:

1. Plan

• Pre-event Schedule: Create a project schedule with deadlines and key milestones for the hybrid conference for a minimum of 250 delegates onsite and 1000 delegates online, which will be held over Friday, 27 August 2021.
• Theme: Provide options for the convention (hybrid model) and dinner themes of 250 attendees that will be incorporated in all promotions, printed materials, and onsite signage.
• Budget: Manage overall budget throughout the pre-event planning stage
• Convention and Dinner Schedule: Work with ISCA’s internal staff to create a daily schedule of keynotes, breakout sessions, and speakers, as well as for the awards.
• Safety management measures: all onsite activities must adhere to the Safe Business Events framework.

2. Event Promotions

• Promotions: ISCA’s internal staff will coordinate email and other marketing to promote the event to members and partners.
• Event websites: ISCA will provide the websites for the Convention and Awards. Updates will be provided to the event management vendor.
• Registration System: Vendor will be required to provide a registration system, which would include pre-event registration, onsite registration as well as the issuance of Certificate of Attendance.
• Promotional Materials: Provide options for and manage the production of all event promotion giveaways (i.e. Convention Bags, Dinner Door Gifts, Prizes, etc.).
• Convention and Dinner Marketing Materials: ISCA’s staff will provide guidance on marketing materials required (printed and digital, inclusive of an Event App. Event management vendor will be required to produce and prepare materials for distribution.

3. Event Plan & Logistics

• Venue: ISCA will be making confirming the venue directly with the venue owner.
• Backdrop and Staging: To provide custom designed backdrop, staging, rostrum and furnishing.
• Convention: Manage production of Dinner Awards. ISCA will manage contents.
• Awards Dinner: Manage the production of gala dinner including agenda, entertainment and provision of Emcee/s ISCA will manage the award categories, nomination and selections.
• Onsite signage: Create all onsite signage including schedules, registration area, dinner and session rooms.
• Audio Visual: Work with AV contactor and/or hotel for all audio visual requirements suitable for hybrid model (Preference for Main Backdrop to include LED screen).
• Photography and Videography: Coordinate photography and videography of the Convention including delegates, speakers, dinner, and awards. In addition, a 30 sec post-event video for both Convention and Dinner, and framed photos of award winners are required.
• Staff Coordination: Manage communications with staff involved with the event including marketing/sales/customer services staff and speakers.

4. On-Site Management

• Registration: Provide onsite registration, and to manage registration of the Convention including sign-in, name badges, and distribution of promotional and Convention materials.
• Daytime and Evening Events: Be onsite to manage logistics with ISCA and hotel staff to ensure a smooth event.

5.Vendor Information

All vendors must also submit the following:

• Corporate Overview: Legal Name, Year of Incorporation Number of employees
• Services – description of all services and products supplied.
• Past Experience – Description of past events

6. Estimated Budget and Resources Required

All proposals must include a project schedule and work breakdown structure, which identifies timelines, key milestones, project phrases, or other project plan information.