NOTICES
HOUSING FINANCE AGENCY
Request for Proposals
[30 Pa.B. 6159]
Conference Planning Consultant for Housing Services Conference The Pennsylvania Housing Finance Agency (Agency) is currently planning a Statewide Housing Services conference for June 6-8, 2001. The conference will be held at the Penn Stater Conference Center Hotel. It is anticipated that approximately 300 persons will be in attendance over a 3 day period. The Agency is requesting interested conference and convention planners to respond to this Request for Proposal. The selected conference planner shall be responsible for the following types of services:
1. Assist with identifying conference speakers.
2. Assist with conference speaker logistics and contracts.
3. Create a speaker database to record all of the details specific to each speaker and each session using PHFA session forms.
4. Create conference brochure.
5. Establish appropriate print deadlines (including brochure and conference materials).
6. Establish mailing deadlines and coordinate brochure mailing.
7. Process conference registrations and send confirmation notices to participants.
8. Create a database to track all conference registrations. This includes contacting participants to clarify registrations or verify information if registration forms are incomplete. Provide a weekly count to PHFA of registered participants, speakers and PHFA staff.
9. Work with The Penn Stater Conference Center Hotel to handle the onsite logistics, which include: room setups, registration areas, food, beverages, special events, speaker and staff overnight rooms, and any other onsite requirements.
10. Create participant badges, speaker badges and name tents; prepare participant conference packets; obtain tourist information to include in the packet, copy conference materials and deliver to conference site.
11. Create a conference schedule and individual conference signs that list session titles, rooms and times.
12. Obtain continuing education credit approvals for applicable sessions.
13. Provide staff for onsite conference registration and coordination.
14. Provide to PHFA a list of paid attendees, their titles and organizations sorted by session 5 days after the early bird deadline. This list will be mailed by PHFA to conference speakers prior to the conference.
15. Create, distribute and collect conference evaluations.
16. Provide a final conference report within 2 weeks of the conclusion of the conference. This report must include copies of all conference materials as well as:
* final count of number of participants, speakers and PHFA staff.
* a review of conference activities with recommendations of the consultant.
* disk containing the speaker and participant databases.
17. Submit a formal written financial report within 1 month of the conclusion of the conference.
Proposals must be received by the Agency no later than 5 p.m. on Friday, December 15, 2000. Please identify cost and staff requirements associated with completion of each of the above itemized responsibilities in preparing responses to this Request for Proposals. The Agency will evaluate the reasonableness of costs, experience in conference planning and coordination, provision of services and ability to accommodate the Agency's conference needs in making its determination. Proposals and requests for additional information should be directed to Lisa Yaffe, Pennsylvania Housing Finance Agency, 2101 N. Front Street, P. O. Box 8029, Harrisburg, PA 17105-8029, (717) 780-3874, TDD for Hearing Impaired (717) 780-1869.
WILLIAM C. BOSTIC,
Executive Director
[Pa.B. Doc. No. 00-2036. Filed for public inspection November 22, 2000, 9:00 a.m.]
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