Contract starting June 2025. Prior to this timeframe a few calls will transpire to discuss call for proposals which will be done in June.

Overview

The American Society on Aging (ASA) is the nation's largest multidisciplinary association in aging, representing over 5,000 professionals across the country. ASA engages advocates, practitioners, researchers, policymakers, business and faith leaders, social workers, educators, caregivers, healthcare providers, technologists, and legal experts. Members come from nonprofits, healthcare, senior living, government, academia, private industry and the tech sector, ranging from newcomers to seasoned leaders dedicated to improving the lives of older adults.

ASA seeks a qualified event management partner to support the comprehensive planning and on-site execution of the ASA On Aging 2026 Annual Conference, which will take place April 20-23, 2026. This will be a fully in-person event, with the selected partner working closely with ASA staff, vendors, and hotel personnel from initial planning through post-event wrap-up.

• In 2025, ASA hosted 1,600 attendees and 400 sessions. For 2026, ASA is committed to:
• Hotel Room Block: 4,955 room nights (2,477 required to avoid attrition fees)
• Food & Beverage Minimum: $100,000
• Timeline & Hours:
  • June 2025-December 2025: 40-80 hours/month
  • January 2026-May 2026: Up to 80+ hours/month, increasing as the event approaches
• Pre-Conference Site Visit: June 15-18, 2025

Submission Requirements

Firms submitting proposals are requested to include the following information:

A. Firm Information

• Name of firm
• Contact information (address, phone, email)
• Number of years in business
• Qualifications and experience of firm and its staff in managing an event the size and scope of On Aging
• List of recent clients similar in mission, event size and scope of responsibilities (including references)
• Work samples or case studies (1-3 examples of similar projects or work that demonstrate your team's capabilities, creativity, and results.)

B. Approach and Methodology, acknowledging ASA is 100% remote and all files are electronic

• Proposed plan and timeline
• Description of the firm's workflow and communication process with clients to ensure deadlines and objectives are met
• Identification of proposed team member(s), their roles, and qualifications

C. Fee Proposal

• Proposed fee structure (hourly rates and/or total cost estimate), understanding ASA would prefer to engage in a multi-year partnership
• Additional fees or expenses that may apply

D. Additional Information

• Proof of licensure and professional certifications
• Evidence of professional liability insurance
• Explanation of any disciplinary actions or litigation against the firm within the last five years

Selection Criteria

ASA will evaluate proposals based on the following criteria:

• Relevant experience and qualifications of the firm and key personnel
• Understanding of "soups to nuts" event planning and management, including onsite management
• Ability to meet deadlines and provide responsive communication
• Reasonableness of fees and overall cost-effectiveness
• References from clients with events of similar scope and size

Timeline

• RFP Issued: no later than May 16, 2025
• Deadline for Submission: May 30, 2025
• Selection of Firm: Week of June 9th, if not sooner
• Work to Begin: June 18, 2025, if not sooner

Scope of Work

General Event Oversight & Planning

• Attend weekly strategy and production meetings.
• Collaborate with the ASA Conference Director on a master production timeline and deliverable tracking.
• Participate in the pre-conference site visit to walk through all spaces, confirm room assignments, signage, accessibility, catering needs, and safety procedures.

Program Development & Session Management

• Manage daily run-of-show and schedules for general sessions, summits, pre-conference workshops, and special programs.
• Support creation of hour-by-hour production schedules and logistics assignments.
• Track program of events (POE) updates, session/speaker changes, and room needs.
• Coordinate with ASA teams to ensure the correct room size for breakout sessions and keynote events.
• Confirm and manage onsite rehearsals for major sessions in collaboration with AV staff and speakers.
• Oversee poster session logistics (100 posters), including presenter assignments and onsite display layout.

Speaker Coordination

• Serve as the primary point of contact for all speakers.
• Oversee registration, materials collection, travel/hospitality (for VIPs), and A/V needs.
• Manage scheduling, tech checks, and onsite support.
• Provide speaker training and briefings where needed.

AV & Technical Production

• Partner with the AV team to develop and execute session production plans.
• Manage technical elements: lighting, sound, visuals, music, and rehearsals.
• Ensure all sessions and special events meet technical requirements and stay within budget.

Registration & Attendee Experience

• Build and manage registration, badge materials, communications, and attendee tracking utilizing ASA's chosen event management platform.
• Map attendee journey and enhance experience from registration to onsite arrival.
• Manage shared inboxes for registration-related communications.

Marketing & Communications Support

• Assist with speaker communications and sponsorship/exhibit sales packets.
• Draft or edit content for the website, app, off-site events, and special session promotions.
• Work with ASA marketing team on signage and branded materials.

Hotel Room Block Management

• Track room block pickup and report weekly starting October 2025.
• Maintain rooming spreadsheets for ASA-covered rooms, suites, and staff assignments.
• Track and apply all concessions.

Food & Beverage Coordination

• Communicate with the hotel catering to manage daily breakfasts, lunches, and coffee breaks.
• Coordinate all receptions and evening events, ensuring alignment with the $100,000 F&B minimum.
• Maintain a detailed F&B tracker with spend updates.

Vendor Management & Sourcing

• Develop and manage RFP processes for key vendors (AV, GSC, security, ancillary).
• Evaluate proposals, manage contracts, and monitor performance.
• Source local vendors for tours, receptions, or off-site support as needed.

Budget Management

• Identify cost-saving opportunities and negotiate with vendors when possible.
• Assist with final reconciliation and invoice review post-event.

Exhibit Hall Management

• Work with Alliance to coordinate ~70-100 booths, including move-in/out and security schedules.
• Serve as onsite liaison with vendors for issue resolution.
• Collaborate with ASA to manage exhibitor fulfillment and onsite service needs.
• Partner with ASA Conference Director to design exhibit hall floor plan.

Exhibit Sales Support

• Assist with prospecting and securing exhibitors.

Staffing & Volunteer Management

• Develop plans for temp staff and volunteer roles.
• Coordinate travel, draft briefings, and manage onsite operations.
• Provide training and respond to scheduling changes during the event.

Off-Site Event Coordination

• Support planning and onsite logistics for all off-site events.

Bookstore & Book Signings

• Coordinate bookstore logistics.

Promotional Items, Awards & Printing

• Source vendors and manage ordering of badges, lanyards, signage, and awards.
• Create and oversee a system for managing print jobs before and during the event.

Post-Event Wrap-Up

• Provide event debrief and documentation of lessons learned.
• Assist with closing out budget, final invoicing, and reporting.

Site Selection 2030 & 2031

• Ideation discussions with ASA leadership for 2030-2031 venue goals and detailed RFP development.
• Destination research and RFP distribution, discussions, and follow-up.
• Proposal vetting and comparison; Presentation to ASA with final recommendations.

Pre-Conference Site Visit (June 18-20, 2025)

Activities will include:

• Full venue walkthrough and confirmation of program room assignments.
• Meeting with hotel catering team for F&B logistics and late add-on planning.
• Review of safety/security protocols with hotel personnel.
• Review of conference timeline with ASA Conference Director.
• Walkthrough and signage planning with ASA and Alliance (trade show vendor).
• Confirm accessibility features throughout the venue.