As event planner your role is critical in the success of the overall OBAP’s annual conference attracts over 2500 people from all areas of the aerospace industry (including current and former members), seeking opportunities for professional development, social networking, experience products from local vendors, etc.
The key areas of focus are:
Manage production for each event - Each event’s success hinges on how well plans are executed. Having a run of show to deliberately plan, manage, and accomplish small details with finesses is a must
Sponsor/vendor management - Sponsors and vendors are why we have a successful The event planners’ ability to manage our vendors and sponsor needs will be key to that success
Committee management - With a conference of this magnitude small Committees are paramount to ensuring harmony among multiple entities running simultaneously
Big picture oversight - The event planner ability to grasp, comprehend, distinguish and accomplish multiple events while maintaining emotional intelligence is a critical attribute
Scope of Work and Deliverables
Develop event budget with OBAP treasurer, accountant and HR.
Manage/Maintain event contracts, third party contact information, third party vendor invoices, receipts, negotiated amenities, hotel master bill, etc. for reconciliation.
Secure competitive sealed bids (at least three in each third-party vendor category).
Original sealed Bids to be forwarded to OBAP for review and
Research and report on OBAP non-profit state tax
Event Sponsorship/VIP Management
Manage Comp tickets for event sponsors, VIP’s, special guests
Submit each Comp request to OBAP for approval
Maintain Budget Line Items for tracking and reconciliation
Manage VIP and speaker itineraries, hotel, amenities and ground
Submit each Comp request to OBAP Conference Committee for approval
Maintain Budget Line Items for tracking and reconciliation
Event Content Development
Create/edit conference website content in collaboration with OBAP Conference Committee.
Assist with scripts and write programs for all events with plated
Produce digital conference
Product conference interactive mobile app in collaboration with OBAP Conference
Plan and develop event signage elements based in collaboration with OBAP Conference
Event Planning and Logistics
Submit timely scheduled hotel room pick up reports to OBAP Conference Committee for review and record
Schedule onsite, pre-planning meeting and site inspection with OBAP Conference
Secure from Conference & Visitors Bureaus, etc. list of third-party vendors; AV & sound equipment, entertainment, transportation, tour operators, dine-around venues, printers, florists, security, expo decorators, IT equipment and technology provider, printer, photographer, videographer,
Research event(s) insurance quotes and maintain all certificates and permits required by venue(s) for record keeping
Confirm Exhibition Hall layout
Confirm exhibitors, create exhibition diagram (area plot), order exhibit booths
Submit Confirmed Exhibitors list, diagram (area plot) and all exhibition hall collateral to OBAP Conference
Identify all equipment, supplies, and event staff required onsite.
Obtain approval from OBAP Conference Committee before ordering
Send notification of load in and load out
Create project timeline covering event planning window (November 2019 – August 2020) to include tasks and
Submit timeline to OBAP Conference Committee for review and approval no later than November 15,
Participate in Conference Committee meetings at not less than a monthly interval.
Plan and manage event menus and food and beverage
Schedule onsite tasting for OBAP Conference Committee
Provide other duties and services as specified by
Provide ORIGINAL copy of Banquet Event Order (BEO) for each event with plated meal with room layouts to OBAP Conference Committee for record
Secure presenters, entertainers and special guest’s bios, head shots and subject information in collaboration with Conference
Any requests (ORIGINAL documentation or correspondence and contact information) from the above for appearance fees, stipends or payments of any kind to be submitted to Conference Committee Chair for review and approval.
Coordinate and secure all OBAP awards (plaques, trophies, et ) in collaboration with the Conference Committee.
Prepare Run of Show for all plated meal
Gala production team to create and establish show
Manage and coordinate event
Confirm services to be provided to volunteers with OBAP Conference Committee (complimentary parking, )
Submit confirmed staff/volunteer schedule to OBAP Conference Committee by June 15,
Manage all event
Procure and manage contract for software-based conference registration tool.
Prepare and/or modify all event registration automated forms; member, non-member, student, and volunteer through preferred digital registration management
Maintain registration records/metrics with backup support
All registration collateral will be forwarded to OBAP National Office for record
Conduct IT system testing during site visit, and 48 hours before the event opening.
Footprint (Hotel “Meeting Agenda”) and AV / Sound matrix ensure that all equipment and materials required are available as
Event Contingency Planning and Security
Submit an Event Crisis Management and Security Plan (third party vendor for security) to Chair, Vice Chair and OBAP Conference Committee before March 1, 2020.
Procure and manage 3rd party security vendor contract to provide services throughout conference
Note: This is in addition to, and independent of Hotel provided
Awardee must utilize all forms of communication to include: E-Mail, SMS Text, voice-over-IP, web-teleconference, written, and
Awardee must use “G-Suite” as the primary software application package for office productivity tasks (Email, word processing, spreadsheets, presentations, etc).
Digital communication formats used with the event planning and management functions must be created with “G-Suite” software applications: Docs, Sheets, and Slides. Intent: OBAP utilizes G-Suite as its sole source for office productivity software and requires minimal effort to read, write, update, and transmit
Visual Communication Materials
All digital graphic design templates, drafts, and final copies in their native format (unflattened) without watermarks or other identifying markings will be provided to OBAP upon
All final copy print materials will be provided to OBAP upon
All Audio and Video files used in the production of multimedia presentations will be provided to OBAP in their native formats upon
Event Management Software
Approval must be sought by IT before usage
Points of Contact
Those wishing to submit a proposal package should send via e-mail to the OBAP Director of Human Resources: HR@Obap.org
Throughout the duration of the contract, the Awardee will report to the OBAP Chair, and the OBAP Director of Human
Historic Budget Details:
A line item proposed budget must be attached to
Ongoing Support / Retainer
In addition to work accomplished for “OBAP 2020 Annual Conference”, the awardee may be offered the opportunity to provide additional professional services at a negotiated rate.
Submitted proposals should include a rate schedule for additional planning services on a per event basis in these categories:
Meetings for OBAP Board of Directors 10-20
Social gatherings for OBAP Regional Meetings (“Meet and Greets”, “Cocktail Hour”, etc) 10 - 50
Any other categories, applicants wish to suggest as part of their
Prepare and submit monthly Conference status ‘Reports’ as directed by OBAP Conference Committee
g. action items, conflicts, responsibilities, etc.
Awardee provides a spreadsheet report for event attendance data and
At a minimum these metrics in report will be:
Event(s) during the conference attendance
Cost comparison for registered versus actual attendance
Criteria for Selection
Awardee will be selected based on the contents of submitted proposal packages and information gathered through correspondence with professional references having experience with the applicant. Scoring of proposals will be:
Cost Proposal - 30% (Planning cost and vendor cost control) Execution Strategy - 30% (Event plan and contingency plans)
Experience and Qualifications - 25% (Previous work and certifications) References - 15% (At least 3, and current with events in last 3 years)
Proposal Due Date: October 14, 2019 - 8:00am Eastern Time Zone
Award Notification Date: October 18, 2019 - COB
Project Timelines/Milestones (Tentative):
Nov 1, 2019 - Planning Window Begins
Nov 15, 2019 - Conference Project Plan draft due
Dec 1, 2019 - Budget due (Milestone)
Dec 1, 2019 - First Conference Committee Planning Meeting
Jan 1, 2020 - Registration plan due
Jan 29, 2020 - Site Visit/Walkthrough/Tasting (Milestone)
Feb 1, 2020 - Sponsorship plan due
Mar 1, 2020 - Contingency and Security plan due
Apr 1, 2020 - Conference Agenda and List of Events due
June 1, 2020 - Conference Volunteer/Staff Plan due
Aug 10, 2020 - Planning Window Closes, Setup begins
Previous event planner experience required and must be outlined, in great detail, in the RFP. No less than 3 references accepted as part of proposal.
Additional Salary Information: Salary requirements should be included with proposal
Internal Number: 08142020
Founded in 1976, the Organization of Black Aerospace Professionals (OBAP) is a nonprofit organization dedicated to the encouragement and advancement of minorities in all aviation and aerospace careers.
OBAP members encourage diversity in the industry by supporting aspiring aviation professionals through mentoring, scholarships, training and youth-focused education programs through Project Aerospace.
BACK TO TOP
MPA Career Center is Just One of the Benefits.
Discover what else MPA has to offer!
The job you are trying to reach from was originally posted at MPA Career Center.