Industry Partner or Event Planning Service

Defense Logistics Agency Supplier Conference Multi-year Market Survey

Objective:

To find an industry partner or event planning service provider to co-host a supplier conference in May of each year for two years. The locations will alternate between DLA Aviation in Richmond, Virginia in 2027 and DLA Land and Maritime in Columbus, Ohio in 2028.

The goal of the conference is to stimulate industry interest and deepen understanding about Defense Supply Centers Richmond and Columbus as well as deepen the understanding of responsibilities and goals governing Defense Logistics Agency in supporting the Services while generating collaborative exchanges between DLA, DoD, and the Defense Industry.

Background:

Three-day conference to be held in either:

• 2027 Greater Richmond Convention Center (or similar space in surrounding area)
• 2028 Greater Columbus Convention Center (or similar space in surrounding area)
• Annual event (occurring in May for both locations)
• Estimated Attendees: 1,200
• Proposed schedule:
• Day one:
  • Late AM/early PM event area open for set-up (booths, ballroom, breakouts)
• Day two:
  • Continental breakfast, commence conference, lunch, breaks, end of day reception
• Day three:
  • Continental breakfast, commence conference, lunch, breaks
• Capacity for 100 exhibits (10'x10')
• 1x reception, 2x breakfast, 2x lunch, 3x breaks (day two and day three)
• 275 complimentary DLA registrations (including breakfast and lunch)
• 10 complimentary registrations for guest speakers (including breakfast, reception, lunch)
• 125 complimentary access passes to reception
• Complimentary passes for DLA (breakfast/lunch/reception not included)
• 12 complimentary booths
• 16 onsite parking passes

Required Tasks:

• Website and marketing operations
• Registration both pre-conference and onsite
• Maintain conference registration database
• Booth registration, management, and shipping support
• Assist with providing Defense Industry speakers
• Site contracts, logistics, operations, and management
• Exhibit management
• Catering
• Audio Video Services
• Photographic and videographic services
• Handouts and/or online app access to applicable content
• Financial Management and accounting services
• Regular pre-conference progress meetings with DLA

Please provide answers to the following:

• Is your business a for profit or not for profit?
• What experience does your firm have managing DoD conferences?
• What is your strategy to attract the Defense Industry to this conference?
• What is your strategy to increase small business focus and participation?

Please provide price and costing per below by year:

• Estimated price per registration
• Estimated price per 10'x10' booth
• Estimated event total cost

Please respond by August 30, 2024, 5:00 PM (Eastern Standard Time).

Direct questions and responses to Jeremy Swonger at Jeremy.Swonger@dla.mil