Specifications include, but are not limited to: • Sponsorships and Fundraising • Designing and writing a fundraising plan that meets or exceeds the Commerce goal, to include: Design unique value levels and features for sponsorship for potential sponsors • Meal sponsors • Beverage sponsors • Introductions of keynotes • Session/speaker sponsors • Centerpiece sponsors • Etc. Drafting initial contact email/letter Tracking response rates Identifying, Assigning and coordinating with Commerce on potentially large donors Follow up correspondence Pre-summit coordination with sponsors to include interest in a vendor booth or other incentives at the Summit (swag, information for packets, etc.) Logo and marketing coordination • Work with MSI staff to draft standard sponsor booth information Measurements, set up time, limited electricity availability, etc. • Food and Beverage Catering Coordination • RFP will be issued through Commerce. Event planner will be working directly with the caterer to determine meals, table setting, etc. • Approved caterers list can be found here: https://www.bismarckeventcenter.com/p/planyour-visit/catering-options • Bismarck Event Center has a beverage contract with Coco-Cola • Chair and table cover through caterer • Scope not to exceed 1 evening appetizer/alcohol and non-alcoholic beverage event, 2 breakfasts, 2 lunches (potentially plated and served), and up to 5 snack and beverage breaks. • Bismarck Event Center Venue Coordination • Coordinate with venue for logistical needs Set up, tear down, garbage disposal, facility access, emergency contact/process, reserved parking, signage Registration table will be skirted and covered by Bismarck Event Center • Set up of the individual rooms to accommodate the Summit needs • Initial contract includes the following halls and rooms: Hall A - $2,250/day ($1,600 for move in day) • Hall A is usually the keynote and is the only carpeted holds about 500 • Setup includes uncovered table and chairs • Staging is not included- this is a separate rental charge Hall B - $1,750/day ($1,300 for move in day) Hall C - $1,250/day ($900 for move in day) Hall D - $1,750/day ($1,300 for move in day) 5 Prairie Rose Rooms - $1,700/day ($1,000 for move in day) • AV included: mic, screen, and projector. Uncovered tables and chairs and podium included. o Attachment: Event Center Maps o Attachment: Parking Map o Work with event center and vendors for coordination Layout where vendors will be located communicate with vendors on the availability and logistics prior, during and clean up Per vendor setup fee for vendor area • $70 per vendor pipe and drape • $25 without pipe and drape o Coat check coordination- identify and select local nonprofit and coordination o Coordination of greenroom/lounge for speakers, governor’s office, and volunteers • AV Services Vendor Coordination • Work with contracted AV services company for audio, streaming, stage, podium, furniture, pipe and drape, and on site services. Coordinate with AV services and Commerce Marketing to have Main Street Initiative and ND brand compliant imagery included in the stage display • Oversee delivery and set-up • Oversee tear down and item pick-up • Quality-control to verify number of microphones, stage set-up, etc. • Collection of speaker presentations and coordinate with AV services provider • Printing services coordination • Wayfinding signage coordination with Commerce and print shop and facility
