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Event_management_RFP

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pagojo edited this page Jul 9, 2012 · 2 revisions

RFP for the company that is to be assigned the EuRuKo 2013 event management

  1. Approximate venue location

We wish to have a central Athens location with amenities and easy access to public transport.

  1. Venue capacity (excluding spouses)

Candidate venues should be able to accommodate between 400 and 700 delegates in one room.

  1. A&V support needed

The venue must be able to retransmit in the main hall audio and video of the event.

  1. When (31/05 - 1/06)

The event should ideally take place betwen the 31st of May and 1st of June. However we wish to have a pre-conference day for people to register, settle and possibly have a pre-conf bar night.

  1. Spouse programmes and/or parallel activities.

The committee is interested in what parallel tracks we can offer (at extra cost) to the delegates spouses.

  1. Costs covered by the event tickets.

The ticket price will cover exclusively the cost of the venue, all day coffee, light lunch and possibly of other costs related to headline speakers. The cost of parties will be covered by sponsors. Parallel spouse tracks and dinner will not be covered by the price of the ticket.

  1. pre/post event activities

The committee wishes to have a pre-conference light bar session and a post conference party; the cost of both to be covered by sponsors.

  1. Wi-Fi and other computer network requirements

At the venue there should be proper wi-fi coverage for all delegates as well as extra capacity to stream parts of the event online outside the venue.

  1. Catering

During the conference days delegates should have free and continuous access to coffee, tea, water and beverages. During lunch time delegates must be offered light lunch.

  1. Accommodation

The EuRuKo event does not cater for delegates' accommodation, but we wish to optionally offer some VIPs accommodation in cloe proximity to the venue.

  1. Hosts and support staff for the day

The venue, or the event management partner must provide addequate support during the conference days by which to register and cate for delegates.

  1. Wheelchair access

The venue and party venues must have wheelchair access.

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