REQUEST FOR PROPOSALS WV TRANSPORTATION PLANNING CONFERENCE SUPPORT SERVICES Issue Date: September 16, 2025 Proposal Due Date: 4:00 p.m. EST, September 30, 2025 Contact: Chris Chiles, Executive Director, KYOVA Interstate Planning Commission Email: [email protected] Phone: 304-523-7434 For an electronic copy of this document, please visit www.wvampo.org/Conference-RFP. I. Introduction The West Virginia Association of Metropolitan Planning Organizations (WVAMPO), in partnership with the West Virginia Local Technical Assistance Program (WVLTAP), is seeking proposals from qualified firms to assist with planning and coordination of the upcoming WV Transportation Planning Conference. This conference serves as a statewide forum for transportation planners, engineers, local government officials, and other stakeholders to engage in professional development, collaboration, and strategic planning. Please note: This engagement is unpaid; the selected firm will receive recognition as a conference sponsor, commensurate with the value of staff time and services in-kind. II. Scope of Work The selected firm will work closely with the WVAMPO Chair and designated planning committee to provide support services, which may include: Logistics Coordination: Assist in venue selection and coordination; manage registration platform and attendee communications; coordinate catering, audiovisual needs, and room setups. Agenda Development: Help identify and confirm speakers and panelists; develop a draft conference schedule and materials; coordinate with presenters for session needs and deadlines. Marketing and Promotion: Design promotional materials; assist with outreach to stakeholders, exhibitors, and attendees; coordinate sponsor recognition and branding. Onsite Support: Provide staffing for check-in and coordination during the event; troubleshoot logistics and support speaker needs onsite. Post-Conference Support: Coordinate post-event surveys and evaluation summaries; assist in compiling a final conference report. III. Proposal Requirements Proposals should be no more than 5 pages and must include the following: 1. Firm Profile: Brief overview of the firm, relevant experience, and staff qualifications. 2. Relevant Experience: Summary of past conference or event planning engagements, especially with public agencies or transportation-related events. 3. Approach and Capacity: Description of your approach to delivering the requested services and availability of key staff. 4. Acknowledgment of Unpaid Status: A statement confirming understanding that this contract is in-kind and that no monetary compensation will be provided. 5. Sponsorship Recognition Expectations: Brief description of how the firm would like to be recognized (logo placement, speaking opportunity, etc.). IV. Submission Instructions Please submit proposals via email to: Chris Chiles, Executive Director, KYOVA Interstate Planning Commission Email: [email protected] Subject: RFP – WV Planning Conference Deadline for Submission: 4:00 p.m. EST, September 30, 2025 Late submissions will not be considered. V. Disclaimer WVAMPO reserves the right to reject any or all proposals, to waive any informality or irregularity, and to make the final decision in the best interest of the conference and its participants. LC-348139 09-16;2025
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