Disability Network of
8763 Meadowcreek Dr., Washington Township, OH 45458
800-863-0344
www.dnos.org
Solidarity 2011 Conference Manager
Request for Proposals
Disability Network of Ohio Solidarity is seeking an individual or agency to
act as its Conference Manager for Solidarity 2011, slated for Tuesday, April 26
Thursday, April 28, 2011 in Columbus, Ohio at the Hyatt Regency Hotel and
Convention Center. Solidarity is Ohios largest and oldest educational,
employment and leadership conference by and for people with disabilities.
The responsibilities of the Conference Manager will include:
·
Participate and take minutes in all Solidarity Planning Committee meetings
·
Participate in DNOS board meetings if requested by the board
·
Create projection dates for activities to be accomplished by
·
Arrange for sign language interpreters and alternative format materials as
needed for all conference workshops and luncheons.
·
Finalize program based on (statewide planning committee and DNOS approval};
schedule workshops, keynote sessions, entertainment, ect, and follow through on
all aspects of program.
·
Answer queries from public on an 800 number conference line set up and paid for
by DNOS
·
Develop monthly reports detailing work completed and suggestions, as well as a
final report following Solidarity 2011. Submit reports every month to the DNOS
office and Treasurer
·
Help out with corporate and agency fundraising efforts starting in May, 1 2010
·
Prepare contracts with all vendors and speakers
·
Take care of all invoicing, accounts payable and receivable payments
·
Coordinate all conference and hotel arrangements (room assignments, a/v set up,
meals, rooms, etc.)
Audio visual needs two bids from contractors and must be approved by the DNOS
board.
·
Develop conference materials including program, name tags, etc. for attendees
·
Make sure all mailings and material shows Disability Network of Ohio
Solidarity name, sponsors names and the DNOS web site address www.dnos.org
·
Maintain database of registrants, exhibitors, speakers etc. and give them back
to DNOS at the end of this contract on a CD.
·
Coordinate with DNOS Treasurer for payment of all conference related expenses.
The DNOS Treasurer will maintain all financial books and reimburse expenses to
the conference manager on a monthly basis upon receipt of expenses
·
Work closely with the DNOS board and office, chairman and Hyatt hotel
·
Forward information and suggestions to DNOS office to keep web site updated.
DNOS will maintain the web site
·
Turn over all original databases, paperwork and reports at the end of contract
in a file and not just in a box. Everything listed must be on a CD in Word and
Excel formats along with hard copies.
·
Send sponsors like RSC, DD Council and others final reports as they request
·
Give final report on Solidarity 2011 at end of May 2011and make sure all out-
standing bills have been paid and collected.
The Solidarity 2011 Conference Manager contract will begin on May 1, 2010 and
end on the last day of May, 2011. The total amount awarded is $24,375 and will
be paid in 13 monthly installments of $1,875. All cost outside of staff time
(paper, copies, postage, etc.) will be borne by DNOS. The Solidarity 2011
Conference Manager is expected to keep an accounting of all incurred cost for
reimbursement by the DNOS Treasurer.
Interested applicants should submit a proposal detailing the following:
·
Prior experience managing a conference that is accessible to people with all
types of disabilities. If you have no prior experience, specify steps you would
take to insure accessibility.
·
Prior experience in coordinating managing a large conference, including a list
of conference references
·
Understanding of disability related issues
·
The capacity of the individual or agency to handle the myriad of tasks required
(staffing, database requirements, ability to handle large mailings, etc.)
One proposal in hard copy and one on a CD in a WORD document along with three
references should be sent to the DNOS office no later than the deadline date of
March 1, 2010. Any questions regarding this RFP, should be directed to Tom
Fogarty at 800-863-0344. The winning proposal will be selected by the DNOS Board
during its March 2010 meeting. All applicants will be informed of the results no
later than April 1, 2010.
Mail proposals to:
Disability Network of
8763 Meadowcreek Dr.
Washington Twp., OH 45458
Either party to this grant may terminate it with or without cause at anytime by
serving upon the other 30 days prior written notice of such intent.
Funding for the Conference Manager is paid by Disability Network of Ohio -
Solidarity and a grant from The Ohio Rehabilitation Services Commission.