Event: ONA15
Location: Hyatt Regency Century Plaza
2025 Avenue of the Stars, Los Angeles, CA 90067
Dates: Sept 24-26, 2015

Hyatt Regency Century Plaza facility layout is available here.
Hyatt Regency Century Plaza room capacity chart is available here.

Introduction/Overview

The Online News Association is composed largely of professional digital journalists. Founded in 1999, ONA now has more than 2,300 professional members across the globe whose principal livelihood involves gathering or producing news for digital presentation. ONA is a 501 (c)(3) tax-exempt non-profit organization.

ONA is searching for an Audio/Visual partner who will offer creative solutions to our ever-growing conference needs. ONA15 will have approximately 80 exhibitors, 2,000 attendees and 100 educational sessions.  Exhibiting organizations range from legacy media companies (Reuters, AP, Gannett) to technology/platforms for digital media, start-ups and organizations for training, and academic institutions.

Organizational Background

ONA is a leader in the rapidly changing world of journalism; a catalyst for innovation in storytelling across all platforms; a resource for journalists seeking guidance and growth, and a champion of best practices through training, awards and community outreach.

Conference History

Our annual conference focuses on the latest in journalism, media and technology. The ONA Conference & Awards Banquet has grown to be the premier gathering of highly engaged digital journalists who are shaping the future of media. Record-breaking numbers of journalists travel to ONA’s conference each year to learn about new tools, techniques and technologies, to discuss advancements and challenges in the industry, take advantage of the rare opportunity to network face-to-face, and share best practices with peers from all over the map.

They also come to soak up the vibrant entrepreneurial spirit that distinguishes ONA conferences. Attendees are a tech-savvy bunch. They include producers, content editors, technologists, programmers, designers and newsroom decision-makers from major media markets, independent websites and leading academic institutions interested in emerging practices in news gathering, software, hardware, revenue generation and content and distribution platforms. In 2014, for the eighth year in a row, our conference sold out, with an all-time high of more than 1,900 attendees traveling to Chicago from around the world.

On the final night of ONA14, we celebrate excellence in digital journalism around the world at the Online Journalism Awards Banquet. The OJAs, launched in May 2000, are the only set of digital-only awards for journalism. Over the past 14 years, the OJAs have recognized major media, international and independent sites and individuals producing innovative work in multimedia storytelling. The OJA Committee and judges place special emphasis on entries that demonstrate mastery of the special characteristics and emerging technology of digital journalism.

Format of Your Proposal

  • An introductory statement which reflects your understanding of this project.
  • A statement detailing the availability of services and fees that will be in effect during ONA event. Expenses related to the preparation and completion of a response to this RFP is the sole responsibility of the bidder.
  • Each RFP must include the information requested in numerical order listed under the Proposal section.  Feel free to expand upon on any answer. Submissions not formatted correctly will not be considered.  The submission of a boilerplate collateral piece will result in your bid being disregarded.  
  • A list of not fewer than three (3) professional references; customers who have used your services within the last year.

Evaluation

Proposals will be evaluated according to the following criteria:

  • Ability of vendor to provide high level of service
  • Age and types of equipment to be provided
  • Amount of equipment owned by the vendor
  • Availability of required equipment
  • Creativity
  • Information provided in the response to the RFP
  • Proposal in the response to the RFP is in the proper sequence
  • Overall cost of services
  • Recommendations from previous and existing clients
  • Staff Experience
  • Travel/shipping costs if equipment is trucked or flown in
  • Union/non-union

Timeline

Deadline Date for Responses:  March 27, 2015
Expected Decision Date: May 11, 2015
Submit responses to Irving Washington at irving@journalists.org.

Contract Contact Information

Irving Washington, Deputy Director
Email: irving@journalists.org

Event Profile

 

Primary Event Facility Name: Hyatt Regency Century Plaza
Event Location City: Los Angeles, CA
Published Event Start and End Dates: Sept. 24-26, 2015
Pre-Event Meeting: N/A
Post-Event Meeting: N/A
Pre-Event Move-in & Set-up Required: Yes

Registration & Help Desk
The registration team prefers to set-up on Tuesday. In 2014, we opened registration on Wednesday evening and would like to continue that for 2015. The Help Desk is a separate area registration directs attendees to help with general conference questions such as locations, programming, etc.

Hours
Wednesday, 4-7 p.m.
Thursday, 7:30 a.m. – 7 p.m.
Friday,  8 a.m. – 5 p.m.
Saturday, 8 a.m. – 5 p.m.

Bag Stuffing
Bag stuffing for the conference bag is held on Wednesday prior to the start of conference. We are typically in the same room as the main ballroom a/v is being set-up. The room needs to be as close to registration as possible.

Staff Office
The ONA staff arrives on Sunday before the conference. Staff typically work out of Jane’s suite on Monday and Tuesday. It’s important her suite have proper wireless internet that allows for 6-10 people to use, extension cords, and printer.

Student Newsroom
The Student Newsroom immerses undergraduate and graduate college students in a digital media environment by providing hands-on experience during the three-day Online News Association Conference & Awards Banquet. The room is set-up as a real-time digital news environment. Twenty students and up to 20 mentors report on stories during the conference.

The Student Newsroom has its first newsroom meeting at 5pm on the Wednesday prior to the conference. It’s ideal to have the computers and internet connection set-up start Wednesday morning.

Video Team Office
The Video team’s office should be set-up for Wednesday morning as well.

Exhibits / Midway
See Exhibitor section for load-in times, dates, and hours.

Attendee Profile

Expected Total Event Attendance: 2,100
Number of Pre-Registered Attendees: 2,000
Number of Domestic Attendees: 94% (Note: Domestic Attendees live in the same country where the event is held)
Number of International Attendees: 6%
Demographics Profile (Attendees Only): Digital journalists.

Accessibility/Special Needs:
Our online registration form asked attendees for any accessibility or special needs requests. We will notify the hotel of these requests, if any.

Exhibitor / Midway Profile

Overview
ONA has three main types of on-site vendors for the conference.

Lounges
These are normally technology/media services companies that want a higher-traffic area for top exposure. Normally a lounge, 15×15, with F&B or recharge stations. Examples: Disney News Service, WordPress, Facebook

Midway
This is a tech-focused area for a range of firms, from startups to established firms. We host a combination of table-top spaces (6×5), interactive lounges (Google hosted Google Glass demos and a headshot station last year), recharge areas, create spaces and larger table top spaces. Examples: LinkedIn, Google, Change.org, Tableau.

Exhibits
These are larger spaces — 8×8 or 10×10 — where vendors, including tech firms, wire services and schools, promote their work. Examples: Associated Press, Twitter, Legacy.com.

Job Fair
In addition to the three main areas, we host a Job Fair for two half days during the conference on Thursday and Friday.

Vendors

Number of Exhibitors Attending (including on-site sponsors & Midway): 80
Number of Domestic Exhibitors: 65 (Note:  Domestic Exhibitors live in the same country where the event is held.)

Number of International Exhibitors:15

 

Demographics Profile (Exhibitors Only)
These organizations range from legacy media companies (Reuters, AP, Gannett) to technology/platforms for digital media, start-ups and organizations for training, and academic institutions.

 

Number of Exhibiting Companies/Organizations Represented: 80
Accessibility/Special Needs: None

Other Exhibitor Profile Comments
We do three major types of on-site sponsor/exhibitors:

  • traditional exhibit spaces (8×8 or 10×10 with backdrops, tables/chairs and sometimes small builds)
  • a Midway space of smaller exhibits mixed in with interactive lounges/demo/work stations and A/V space
  • and larger sponsored area such as lounges and coffee/snack stations

The Midway, while logistically considered an exhibit space, is actually closer to programming for ONA.

They will be shipping some materials for their booths in advance, and we will also be receiving shipments from about 40 firms with attendee bag items.

Location(s) of Exhibits:  Central
Exhibitor Registration Location(s): Same as regular registration
Gross Square Feet Used: TBD
Net Square Feet Used: TBD
Exhibit Rules & Regulations Attached: Will Develop

Show Dates and Times

Day/Date Show Hours Show Hours Show Hours
Thursday, Sept. 24 Move in 7-9 a.m. Open 9:30 a.m. Close 4 p.m.
Friday, Sept. 25 Open 9 a.m. Close 4 p.m.
Saturday, Sept. 26 Open 9 a.m. Close 2 p.m.

Storage Needs: Yes
Anticipated POV (Privately Owned Vehicle) Deliveries (#): None

Exhibitor Schedule

Move-in Begin Date:  Sept. 23
Move-in End Date:  Sept. 24
Move-in Begin Time:  Sept. 23, 9 a.m. – 5 p.m.; Sept. 24 7-9 a.m.
Move-out Begin Date: Sept. 26
Move-out End Date:  Sept. 26
Move-out End Time: 2-5 p.m.

Service Contractor Schedule

TBD

Other Exhibits Comments: Very useful to have shipping on-site set up shop near exhibit/Midway area for ease of move-out.

Schedule

The schedule below reflects the events expected to take place at the conference. The schedule is based upon the last year’s schedule and is subject to change.

Wednesday, Sept. 23

  • 4 p.m. – 7 p.m. Registration and Help Desk

Thursday, Sept. 24

  • 7:30 a.m. – 7 p.m. Registration and Help Desk
  • 8:15-9:15 a.m. First Timer’s Orientation
  • 9:45-11 a.m. Opening remarks and keynote
  • 11 a.m. – 4:30 p.m. Midway / Exhibit hours
  • 11:30 a.m. – 12:30 p.m. Session Block 1
  • 12:30-2 p.m. Lunch (1.5 hours)
  • 2-3 p.m. Session Block 2
  • 3:30-4:30 p.m. Session Block 3
  • 7-8:30 p.m. Opening Night Reception

Friday, September 25

  • 8 a.m. – 5 p.m. Registration and Help Desk
  • 10 a.m. – 12 p.m. Program: roundtable discussions + 2 Listen sessions
  • 12-4:30 p.m. Midway / Exhibit hours
  • 12-1:30 p.m. Lunch (1.5 hours)
  • 1:30-2:30 p.m. Session Block 1
  • 3-4 p.m. Session Block 2
  • 4:30-5:30 p.m. Session Block 3

Saturday, September 26

  • 9 a.m. – 5 p.m. Registration and Help Desk
  • 10 a.m. – 2 p.m. Midway / Exhibit Hours
  • 10-11 a.m. Session Block 1
  • 11:30 a.m. – 12:30 p.m. Session Block 2
  • 12:30-2 p.m. Lunch (1.5 hours)
  • 2-3 p.m. Final Keynote
  • 3:30-4:30 p.m. Unconference, educators’ meetup, lightning talks
  • 7-9 p.m. OJAs
  • Diversity Reception

Required Attendance at Meetings

It is strongly recommended that all Audio Visual vendors submitting a proposal plan to attend the conference, Sept. 24-26, 2015. The selected/contracted vendor must attend planning meetings and Pre-Convention meeting prior to the start of the conference. All costs for vendor personnel to attend these meetings will be at the expense of the contractor.

General Design/Branding

The ONA conference is designed to provide an organized, professional, attractive  and branded environment for attendees. The Audio Visual vendor will be expected to incorporate provided graphics into all items produced and provided for the events.

Requirements

ONA’s selected audio visual vendor will be required to develop and customize a simple stage design and set for general sessions. Most speakers use PowerPoint slides and ONA will show video and play music during entrance/exit.

The audio visual vendor will provide equipment for the following events:

  • Opening Night Reception
  • First Timers Reception
  • Digital Leadership Breakfast
  • Sponsor Reception
  • Midway/Exhibits
  • Career Fair
  • General Sessions (3)
  • Breakout Sessions (100+)
  • Registration
  • ONA Local Meetup
  • Karaoke Party
  • Online Journalism Awards

Other Specific Requirements

We are also looking for a vendor that can live stream our general sessions and four of the concurrent breakout sessions.

Proposal

Instructions for Responding:

  • Each proposal responding to this RFP must include the information of this RFP (in the order presented).
  • Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.
  • The proposal with the lowest dollar amount will not necessarily be considered as the best proposal.

Proposal Content

Company Name:
Mailing Address:
City, State, Zip: Country:
Website:
Primary Sales Contact and Title:
Phone:
Email:

Experience

  1. How many events of similar size and scope has the company provided services for in the past three years?
  2. When was the company founded?
  3. What is the company’s scope of services?
  4. Describe the company’s working relationship with the facility selected for this event (i.e.,  Are you the preferred vendor? How many events and of what type have you serviced there?).

Response to Requirements

  1. Can the company can meet the event’s specific equipment requirements with its own equipment?
  2. If No, what are the types and amounts of equipment that would need to be outsourced?
  3. Can the company can meet the event’s specific staffing requirements with its own staff?
  4. If No, supplemental staff is supplied by:
  5. Can the company meet the other specific requirements outlined in the RFP?

Additional Personnel Information

  1. Does the company have an office in the city where the event is being held?
  2. If No, staff would travel from:
  • City:
  • State/Province:
  • Country:
  • No. of Staff from this location:
  1. What is the number of staff that would work the event?
  2. Please list all staff members, responsibilities, and years of experience.
  3. Provide an estimate of what charges, if any, will be charged to the event organizer for travel expenses, including number of guestrooms required, if any.

Labor

  1. What is the minimum number of hours that are charged per person working (e.g., four-hour minimums)?
  2. Does the company use union labor?
  3. If No, indicate why and in what areas union labor is not used:
  4. What is the company’s experience with the unions in the city where the event is being held?
  5. Hourly rate for supervisors:  (indicate currency type)

Describe the anticipated responsibilities of each supervisor:

  1. How is overtime calculated?
  2. When does overtime begin and end?

Planning the Event

  1. How would the company and its staff participate in planning meetings?
  2. Who would accompany the event organizer on site visits? (Full Name, Job Title)
  3. What is the charge, if any, for staff to accompany the event organizer on site visits? (indicate currency type)
  4. How many months in advance of an event does the company customarily participate in site visits?
  5. Who would be responsible for travel costs to a location for planning purposes more than 12 months prior to the event?

Planning Comments:

Equipment

  1. What percentage of the equipment to be used for this event is owned by the company?
  2. What percentage of back-up equipment does the company customarily take to the event site?
  3. List all other companies with which the company customarily subcontracts:
  4. Is the company currently contracted to provide service in the facility(s)?

Costs & Services

  1. Explain the company’s method for discounting equipment and/or labor:
  2. Explain all other costs you foresee as part of this event:
  3. Describe other services the company provides, addressing the method of billing for these services.
  4. Describe the company’s payment policy, including any deposits required and how any discrepancies are handled.
  5. Describe any incentives offered for paying the total bill on-site.

Insurance Coverage

  1. Indicate the types and levels of insurance the company carries:
  • Errors & Omissions Insurance.
  • Workers Compensation Insurance
  • Commercial Liability Insurance
  • Commercial Automobile Liability Insurance

References

Provide three references for events similar in size and scope of this event.

Attachments

Please attach the following to this proposal:

  • Standard sales kit for the company
  • An equipment list indicating the number available of each type of equipment, the cost of rental, and any discounts that can apply
  • A labor rate sheet indicating rates for straight time, overtime, and double-time

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