Specifications include, but are not limited to: SCOPE OF WORK Background: Since 2008, the Oregon Arts Commission has undertaken work to build the capacity of arts organizations and creative endeavors in Oregon, including the convening of a statewide Arts Summit. The Arts Commission will hold the fourth statewide capacity building and training event in the Portland area in October 2012 in combination with a statewide arts summit. The event will offer leadership activities that link and leverage the arts with other issues and sectors, and continue discussions begun at previous summits. The event itself will feature national and regional speakers, provide learning opportunities for those attending offer networking among peers and engagement with new participants in the arts community in an imaginative and creative ways. Additionally, the Fall 2012 Summit will incorporate aspects of Oregon's Arts Education Congress, held annually as a stand alone gathering in 2008, 2009 and 2010. The selected planner will identify what aspects of the earlier events will be incorporated into the overall Summit design, and what new sessions or components may be designed to maximize participation of attendees at the melded event. Project Scope The Contractor will provide, in collaboration with Arts Commission staff and members of a designated planning committee, the following: 1. Help shape an identity and theme for the Summit and Capacity event, building on prior Summits 2. In conjunction with a graphic designer selected by the Commission, prepare and circulate a "save the date card" and email 3. Assist Commission staff and designated committee members with desired outcomes, and preparation of surveys to assess the event 4. Help identify and secure national, regional and Oregon keynote and other speakers who will explore aspects of the conference theme and serve as liaison with speakers and assist with speaker travel and lodging arrangements 5. Identify potential lodging options for other traveling participants and prepare information packets for them, work with Commission staff on any required contracts and travel reimbursement 6. Set up an on-line registration system and payment system, using a vendor approved by the Commission track registrations and provide updates to the Commission 7. Work with the selected venue for the event to creatively program the available event space, arrange use of technology, including high quality video recording of the major speakers' presentations, appropriate meals and other services 8. Determine whether an opening or closing reception is appropriate to the overall design of the event if so, provide plans for location, sponsorships, other requisite planning 9. Work with Commission staff to identify and invite possible attendees, including VIP's 10. Determine arts intervals or presentations for the Summit 11. Help establish the agenda for the workshop sessions and presenters 12. Prepare program schedule, work with Commission designated graphic designer 13. Prepare a work flow schedule for the day of the event, identify specific technology needs and any volunteer staff necessary for the success of the program assemble list of materials and supplies needed on-site or prior to the event 14. Organize workshop materials and equipment as necessary 15. In consultation with the Arts Commission, recommend strategies to promote the outcomes of and document the event and assist the Commission with any necessary editing and final presentation of that documented material in a timely manner 16. Prepare name tags for all attendees prior to the day of the event 17. Provide status reports at intervals determined by the staff and committee on registration, programming, and other details
