REQUEST FOR PROPOSAL PINEAPPLE ASSOCIATION Profile National professional association two-day annual hybrid meeting for 300 attendees that brings together representatives for plenary (general)...

Sustainability

REQUEST FOR PROPOSAL PINEAPPLE ASSOCIATION Profile National professional association two-day annual hybrid meeting for 300 attendees that brings together representatives for plenary (general) discussions, professional development, and networking. Type of Host Org./Scope National Association Culture Diverse population, most meet annually and some have never met Goals Professional development for members Business Plan Revenue generation beyond covering the cost of meeting Attendee Profile Ages range from 25-65; 50 percent male/50 percent female; English is the spoken language First Time or Repeat Annual meeting with revolving locations each year Size and Location • 300 attendees – expecting 200 in-person and 100 virtual • A large, center city hotel with easy transportation access and ample event space and technology • One additional hotel for sleeping rooms at a lower price Financial Parameters • Attendees complete individual reservation paying the hotel directly • No expenses reimbursed by the association • Registration fees are standard price and collected in advance: o Fees – in-person and virtual PLANNING DETAILS Hotels • Large host hotel –accommodate most, if not all attendees • Secondary hotel within walking distance at a lower price point, required Event Space • Registration area • Plenary (general) space (theatre-style) for 200 attendees • Breakfast, lunch, dining/gala space (rounds of eight, high-top tables) • Four (4) breakout rooms (75 attendees per room, theatre style) • Focus on safety protocols, risk management, and sustainability Exhibit space • 20 poster presentations/exhibits - combined with dining space Audiovisual/Technology Hybrid • All plenary (general) space and break-out rooms – include hybrid technology requirements Food and Beverage • Menus featuring local cuisine of host region • Repeating food events must include different menu items for Day 1 & 2 • Include items for attendees with food sensitivities and allergies BREAKFAST • Breakfast buffet with proteins (Day 1 and Day 2) BREAK • Mid-morning and mid-afternoon breaks (Day 1 and Day 2) LUNCH • Custom menu lunches (Day 1 and Day 2) EVENING DAY 1 - Opening reception with hot and cold hors d’oeuvres and cash bar DAY 2 - “Themed” closing gala - food stations including wine and a cash bar Consider this article "How to Plan a Sustainable Event": https://www.eventbrite.com/blog/plan-a-green-event-ds00/ EVENT DETAILING POINTS Professional 10 Fully Detailed 20 Costs/Tables/Plan/Etc. 20 TOTAL 50 WEEK 12 SUSTAINABILITY 50 POINTS DUE: Friday, April 8, 2022 · REMEMBER: Follow your budget and the amount allotted for sustainability. · Develop a sustainability plan that focuses specifically on the Pineapple Association event. · Detail and explain each area of the plan. · The sustainably plan must be for the entire event. · Develop a sustainability statement. · Explain sustainability initiatives and practices. REQUIRED · Food and beverages · Service materials · Event materials · Carbon footprint Consider this article "How to Plan a Sustainable Event": https://www.eventbrite.com/blog/plan - a - green - event - ds00/ EVENT DETAILING POINTS Professional 10 Fully Detailed 20 Costs/Tables/Plan/Etc. 20 TOTAL 50 WEEK 12 SUSTAINABILITY 50 POINTS DUE: Friday , April 8 , 2022 · REMEMBER: Follow your budget and the amount allotted for sustainability. · Develop a sustainability plan that focuses specifically on the Pineapple Association event. · Detail and explain each area of the plan. · The sustainabl y plan must be for the entire event . · Develop a sustainability statement . · Explain sustainability initiatives and practices . REQUIRED · Food and beverages · Service materials · Event materials · Carbon footprint Consider this article "How to Plan a Sustainable Event": https://www.eventbrite.com/blog/plan-a- green-event-ds00/ EVENT DETAILING POINTS Professional 10 Fully Detailed 20 Costs/Tables/Plan/Etc. 20 TOTAL 50 WEEK 12 SUSTAINABILITY 50 POINTS DUE: Friday, April 8, 2022  REMEMBER: Follow your budget and the amount allotted for sustainability.  Develop a sustainability plan that focuses specifically on the Pineapple Association event.  Detail and explain each area of the plan.  The sustainably plan must be for the entire event.  Develop a sustainability statement.  Explain sustainability initiatives and practices. REQUIRED  Food and beverages  Service materials  Event materials  Carbon footprint