Request for Proposal (RFP) 208055559CK - Trade Show Booth Design, Fabrication, and Management

Background
Virginia Commonwealth University (VCU) Massey Comprehensive Cancer Center is seeking qualified exhibit design and production firms for the design, fabrication, and management of two trade show booths. These booths will be featured at the American Association for Cancer Research (AACR) 2026 Annual Meeting and the American Society of Clinical Oncology (ASCO) 2026 Annual Meeting, as well as future events. The goal is to convey Massey’s innovative, patient-centered mission while providing engaging spaces for interaction and education.

Work Details
The selected firm will be responsible for:
1. Designing, fabricating, delivering, installing, and dismantling two 20x20 booths with minor design variations between AACR and ASCO.
2. Exhibit design including one primary rendering with slight variation options.
3. Fabrication and production of booth elements.
4. Transportation and logistics management.
5. Installation and dismantling of booths at each event.
6. Storage of booth materials between shows.
7. Creating electrical layout and graphic placement plans.
8. Coordinating with show management and the official general contractor for both events.
9. Providing on-site supervision during setup and teardown.
10. Managing return shipping and post-show storage.
11. Procurement and payment for all required show services such as electrical power, rigging, flooring, internet connections, material handling, cleaning services, etc., with all costs included in the proposal.

Period of Performance
The contract term is expected to be two years with a one-year renewal option upon mutual agreement by both parties.

Place of Performance
The work will take place at the San Diego Convention Center in San Diego, CA for AACR 2026 (April 16-23, 2026) and McCormick Place in Chicago, IL for ASCO 2026 (May 29 - June 2, 2026).

Bidder Requirements
Firms must demonstrate experience in similar projects within the medical or higher education fields and provide references from at least two clients. Additionally, VCU encourages participation from Small Business and Supplier Diversity (SBSD) certified businesses.