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SFS Seeks Conference Management Services Provider for 2027–2031 Annual Meetings

Friday, February 16, 2024

The Society for Freshwater Science (SFS, the Society) is seeking a long-term partnership with a contractor to provide conference management services for its 2027 through 2031 annual meetings. If during the contract period, one or more joint meetings with other aquatic science societies are scheduled, the Society conference management services provider may not be selected to plan the joint meeting.  

Services requested include: 

  1. Site selection and analysis.
  2. Venue/contractor/subcontractor/vendor negotiation and contracting.
  3. Conference budget preparation.
  4. Logistical support for conference planning.
  5. Establishment and maintenance of meeting website; as appropriate, integration with public-facing and/or membership website.
  6. Event publicity, marketing, and promotion and attendee boosting activities.
  7. Sponsor/exhibitor/advertiser recruitment and management.
  8. Logistical support for scientific and professional program.
  9. Logistical support for social/entertainment program including off-site events.
  10. Pre-registration services.
  11. On-site registration.
  12. On-site venue, contractor/subcontractor/vendor, and/or virtual platform management.
  13. Post-conference evaluation.
  14. Financial management. 

This RFP seeks proposals from qualified individuals/firms who share SFS’s vision and values and are committed to implementing its Annual Meeting Philosophy. Proposals should address all the services listed above. The search committee prefers all-inclusive costing covering all services described in the full RFP below (see Scope of Meeting Services A-N) through a per-meeting attendee fee exclusive of (a)  sponsorship/exhibitorship contracting and management fees; and (b) staff travel costs. Proposals should be based on an anticipated attendance of 750 for in-person meetings. However, the proposal should outline contingencies, including costing for greater or less attendance and virtual attendance (both in the context of virtual-only and hybrid meetings). 

Proposals should specifically describe the number of staff that will be involved and their specific duties. SFS reserves the right to contract the provider for all services outlined in this RFP or selected elements. Questions should be addressed to the Society Executive Director, Andreas Leidolf (exec.director@freshwater; 435-757-7640).

View the full RFP here.