NYPA-Canals Supplier Diversity Expo and Event Management Service

Background
The New York Power Authority (NYPA) is the largest state public power organization in the United States, operating 17 generating facilities and over 1,550 circuit-miles of transmission lines. NYPA's mission is to lead the transition to a carbon-free, economically vibrant New York through customer partnerships and innovative energy solutions. The authority oversees the New York State Canal Corporation, which operates a 524-mile inland waterway system. NYPA aims to enhance economic growth and competitiveness in New York State by providing low-cost, clean, reliable power and innovative energy infrastructure. The contract seeks to retain a full-service firm specializing in outreach events for Supplier Diversity Expo and Event Management Services over a five-year term.

Work Details
The Event Management supplier will provide comprehensive services including:

1. **Program Development**: Conduct market research on similar events, develop a program aligned with NYPA's mission focusing on energy efficiency and renewable energy, coordinate outreach to high-quality speakers, and create panel sessions and workshops.

2. **Event Management**: Collaborate with designated NYPA staff for all event aspects, manage venue needs including audio-visual equipment and catering recommendations.

3. **Programmatic Details**: Develop guides for attendees on using platforms, provide weekly attendance reports, conduct participant surveys.

4. **Event Marketing & Promotion**: Create marketing materials based on NYPA branding guidelines, develop content for social media and email communications.

5. **Attendance Registration & Check-In Process**: Manage pre-event registration systems including QR scanning for check-in and ensure efficient on-site registration management.

6. **Post-Event Management**: Conduct follow-up tasks including surveys, debriefs with feedback analysis, recycling of attendee badges, and outreach thank-you letters.

7. **Engagement Structure**: Propose a budget related to deliverables with formal authorization from NYPA before proceeding with work.

Period of Performance
The estimated duration for this consulting engagement is no more than 7 months per event.

Place of Performance
The contract will be performed primarily at locations within New York State where events are held; specific venues will be determined based on event requirements.

Bidder Requirements
Bidders must demonstrate experience in managing similar outreach events within the past five years. The Event Management supplier should have personnel located within a 5-mile radius of the event site to ensure timely logistics support.