REQUEST FOR PROPOSALS
GENERAL EXPOSITION SERVICES FOR THE SOUTH CAROLINA ENVIRONMENTAL
CONFERENCE (2016-2018)
The South Carolina Section of the American Waterworks Association (SCAWWA) and the Water
Environment Association of South Carolina (WEASC), the co-sponsors of the South Carolina
Environmental Conference (SCEC) seek to award a multi-year agreement for General Exposition
Services for this annual conference and exposition event.
The SCAWWA and the WEASC are non-profit organizations in South Carolina representing all
facets of the water and environmental industry, including those involved in the sale,
manufacturing, and distribution of water and environmental-related goods and services. This
annual conference draws attendees and exhibitors from across the southeast to exchange ideas
and provide training on water and environmental-related topics. Certified professionals and
operators also use this event to obtain continuing education units (CEUs) or professional
development hours (PDHs).
EVENT INFORMATION
The South Carolina Environmental Conference (SCEC) will be celebrating its 25th anniversary in
2015. The conference has grown to an annual event drawing approximately 180 exhibitors and
1,500 attendees. The conference includes approximately 145 technical sessions along with
approximately 1.5 days of exhibition time at the Myrtle Beach (SC) Convention Center (MBCC).
The SCEC utilizes the entire MBCC Exhibit Hall area, which is comprised of 100,800 square feet
of floor space. Exhibit areas comprise 2/3 of the Exhibit Hall with the remaining area used for
luncheons and competitions. The majority of exhibit booths are 10’x10’. There are generally 2
large exhibit spaces that are 40’x30’ along with an Exhibitor Classroom area (freestanding
hardwalls) that is 50’x30’. Four lounge areas are scattered throughout the Exhibit Hall and are
comprised of either high top tables or standard 8’ round tables with chairs. A draft Exhibit Hall
layout for the 2015 SCEC is included with this RFP.
The participating exhibitors represent for-profit organizations and individuals who derive revenue
from water and environmental-related products, services and technologies. There are some
exhibit booths (usually fewer than 5) that are provided at no charge to affiliated non-profit
organizations. Information on the 2014 and 2015 SCEC can be found at www.scecwater.com
The following is an example schedule for the Exhibit Hall (final schedule subject to minor changes):

Move-in/Set up
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


Saturday – Sunday
Saturday is set up for Exposition Services Company with Exhibitors move in beginning at
7am on Sunday. All Exhibitors must be set up by 4pm on Sunday.
Exhibit Hall Hours
Sunday 4 – 7pm; Monday 7am – 6:30pm; and Tuesday 7:30am – 1:30pm
Tear-down
Beginning at Tuesday 1:30pm
The SCEC concludes with all functions on Wednesday morning at 10am
SCEC Dates
March 12-16, 2016 to be held at the MBCC – Myrtle Beach, SC
March 11-15, 2017 to be held at the MBCC – Myrtle Beach, SC
March 10-14, 2018 to be held at the MBCC – Myrtle Beach, SC
SUPPORTING EFFORTS FOR EXPOSITION SERVICES CONTRACTOR

Provide all general exposition services requested within this Request for Proposal if awarded.

Provide for coordination with the City of Myrtle Beach Fire Marshall for inspection prior to
opening of the Exhibit Hall.

Supplement and enhance all equipment and accessories as well as, provide competent labor
for installation, operation and dismantle.

Provide for changes or substitutions in equipment and services are expected should the
requested items not be available. Requested equipment and services are in no way to be
considered final.

Provide all equipment (see Addendum A) and setup/teardown services to show management
at a discount. All proposals must show labor rates and advance and on-site discounts/prices
(see Request for Proposal section).

Provide an Exhibitor Manual (with all necessary order forms and contracts) by September of
each contracted year. Order forms must state the event, event dates, advance and on-site
order prices, along with ALL rates which must be clearly shown (including drayage fees and
on-site fees, such as spotting and equipment moving). This manual and order form must be
approved prior to distribution to exhibitors. These should be available in both hard and
electronic format. Pricing for both should be detailed in proposal.

Cross renting of any equipment not in contractor inventory will be provided to the SCEC at
cost.
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Provide a post-event report by April 1 of each contracted year. The report should cover: total
sales, volume rented, location and type(s) of equipment used, total freight (specialty and
crated), and labor. Invoices should be submitted along with the SCEC Exposition Services
report.

Designate a liaison to work directly with the SCEC Conference Management Committee and
Association staff. The assigned team leader must be available for site visits, meetings,
conference calls or travel related needs. All contractor personnel assigned to the show must
be available during setup and teardown. While onsite, the assigned liaison must maintain
contact with all contractor personnel, their central command post and show management
contact.

Contractor is responsible for all travel related expenses including transportation, housing,
meals or supplemental receipts.
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REQUEST FOR PROPOSALS
Please be sure to respond to each question explicitly when asked for information requested within
this Request for Proposal.
For purposes of submission, answer questions according to the
numerical order listed below. Submission not formatted correctly will not be considered.
1.
Has your company supported any events at the MBCC in the last 12 months? If yes,
please describe.
2.
Describe offices or additional labor/support in cities near Myrtle Beach, SC. What is the
distance of your company's closest office and/or warehouse to the MBCC?
3.
Does your company have a current City of Myrtle Beach Business License?
4.
How long has your company been in operation? Number of full-time employees.
5.
List the total number of shows currently produced as exclusive (not subcontracted).
6.
Describe the services your company offers as it relates to Exposition Services equipment
and support functions.
7.
Describe duties and roles of assigned staff/team AND the number of events concurrently
assigned to them.
8.
Describe the number of graphics, CAD and production personnel to be assigned and the
number of events each team is concurrently assigned.
9.
Indicate any special charges or fees that apply such as: account executive/coordinator/
supervisor/ manager fees; delivery and pick-up fees, shipping and drayage fees and
minimum order fees.
10. Provide for quantity and labor pricing for each item listed in Addendum A. Indicated any
areas/items that are discounted or provided on a complimentary basis. Include setup &
teardown, labor rates and OT rates.
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11.
Describe all labor and service support, city locations and number of pooling members
from which to draw.
12. Provide complete labor and drayage rates along with list of equipment with rates to
include labor. Labor rates should include the following considerations and definitions for
each:

Straight, discount, overtime (indicate if OT rates are 1½, double time or a flat rate)

Show management rates

Hourly parameters for each rate schedule

If daily rate applies, specify the daily time parameters
13.
State if your company will provide complimentary equipment and services and be
specific in the conditions that apply. Such as items that are not in stock and available
specialty items and labor support services – see Addendum A.
14. State discounts on management services, based on net square feet of exhibit space.
Provide for discount/price structure for items not included in the agreement – see also
Addendum A.
15.
Provide an example of an Exhibitors Manual with order form and contract information.
16. Submit three references that most accurately reflect the size event listed in the Event
Information section of this proposal.
17. Describe any particular features of your organization that have not been addressed or
you would like to elaborate upon.
SCAWWA/WEASC CONSIDERATIONS
1.
Select the Contractor as the official General Exposition Services Contractor for the South
Carolina Environmental Conference for 2016, 2017 and 2018. As the official supplier,
Contractor will supply and provide equipment, products and services to SCEC
management and exhibitors.
2.
Provide Contractor with contact information of all current exhibitors to enable the
contractor to market and provide their services and support to all exhibitors. The SCEC,
SCAWWA or the WEASC will not be liable for any exhibitor order.
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3.
Provide floor space during SCEC to be used as an information and service counter for
exhibitors.
4.
Designate a liaison through whom communications between the selected contractor and
SCEC may be conducted prior to and during the event.
5.
Promote and recommend Contractor's services through the Exhibitor Manual as the
Official General Exposition Services Contractor.
6.
Allow the Contractor’s representative to attend the 2015 SCEC in order to adequately
prepare for the 2016 SCEC.
LEGAL INFORMATION FOR SELECTED CONTRACTOR
1.
Maintain as proprietary and confidential all information concerning the SCEC and its
affiliated groups including any intellectual or trademarked information. In addition, this
Request for Proposal or any resulting contract shall not be copied, reprinted, quoted or in
any way transmitted or displayed, except where required by law, without the written
permission of the SCAWWA and the WEASC.
2.
Obtain and maintain in force during performance of Contractor's duties hereunder all
required licenses, permits or governmental approvals to lawfully provide services.
3.
After award of contract, should either party wish to cancel any part of the multi-year
agreement they may do so in writing and by confirmation of the SCAWWA and the
WEASC no less than 30 days past the close of any year’s event.
4.
Be solely responsible for all fines, penalties, damages and/or judgments occasioned by
Contractor's violations of statutes, ordinances, rules and regulations and shall indemnify
and hold the SCEC, SCAWWA and the WEASC harmless therefrom.
5.
Not be construed as a partner, employee or agent of the SCEC, SCAWWA or the
WEASC, nor shall either party have any authority to bind the other in any respect, it
being intended that each shall remain an independent contractor responsible for its own
actions. The Contractor shall have sole and exclusive control over the manner in which
Contractor and its employees perform the services provided for and Contractor shall
engage and employ such individuals as it may deem necessary to perform its duties, it
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being understood and agreed that such individuals shall be considered employees of
Contractor only and shall be subject to employment, discharge, discipline and control
solely and exclusively by Contractor, who shall indemnify and hold harmless the SCEC,
SCAWWA and the WEASC for any claims or actions against the SCEC, SCAWWA and
the WEASC brought by Contractor's employees.
6.
Contractor shall purchase and maintain in force at all times adequate public liability and
property damage insurance with reliable insurance companies. Contractor agrees to
indemnify and save harmless the SCEC, SCAWWA and the WEASC from any and all
claims for death and injury to persons and loss or damage to property of any nature
whatsoever that arise in connection with acts and omissions of Contractor in performance
by Contractor of its contractual duties. In any event, such insurance shall be maintained
in amounts of not less than the following:
 Workers Compensation as required by law
 Public Liability and Property Damage - comprehensive general liability in a
combined single limit of $1,000,000
 Certificates evidencing such insurance coverage accompanying Contractor's
proposal to provide service. Copies must be on file with SCAWWA/WEASC within
60 days prior to setup.
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SUBMISSIONS
All information provided in this RFP is proprietary for this purpose only. Information cannot be
released without written permission from the SCAWWA and the WEASC. Direct all questions and
requests for additional information regarding this RFP to the contact person designated below.
PROPOSAL PREPARATION
1. Each contractor responding to this RFP must include the information requested in numerical
order listed under the REQUEST FOR PROPOSAL section. Feel free to expand upon on any
answer.
2. It is HIGHLY recommended that bidders submit samples of graphic renderings or
photographs of key areas: registration, cyber cafes, and signage – anything that will
show the creative aspects of your designers.
3. The proposal with the lowest dollar amount will not necessarily be considered the best
proposal.
4. Late responses will not be considered – no exceptions.
5. Missing or incomplete information will render your proposal void.
6. Expenses related to the preparation and completion of a response to this RFP is the sole
responsibility of the bidder.
7. Bidders must submit one (1) original bid package and one electronic copy (CD, flash drive,
etc.).
8. Submissions only by e-mail will not be accepted.
Proposals are due no later than 5 pm on October 3, 2014 to:
Ms. Heather Beard, Executive Director
Ms. Angela Mettlen, SCAWWA Chair-Elect
SCAWWA/WEASC c/o WK Dickson & Co., Inc.
1320 Main Street, Suite 400
Columbia, SC 29201
Phone: 803-924-7331
For questions, please e-mail: [email protected] or [email protected]
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ADDENDUM A
The following list is not inclusive of all areas of the SCEC. However, each area does require
products or services from the General Exposition Services Contractor. A brief description of type,
quantity, and design is provided to aid in answering any questions. This list is not to be
considered final. This list is directly referenced to Question #10 under REQUEST FOR PROPOSAL.
1.
2.
Student Poster Presentation - This event is typically either outside the Exhibit Hall or in an
area toward the back of the Exhibit Hall (near luncheon area). There are generally
between 10-14 submissions. Double-sided 4’x8’ freestanding poster display boards
(cork) will be required.
Registration Area - Consists of three modular counters with graphic headers, background
drape, work tables, chairs and waste baskets.
3.
4.
Recycling Bins – $ per bin, including number provided complimentary.
Hanging Banners – $ to hang 7 banners in Exhibit Hall (MBCC has lift to rent).
5.
6.
Booth Draping - exposed backwalls.
Carpet - $ per square yard aisle & area carpet for 10’; includes daily cleaning/labor to
install & remove.
COMP and Non-Profit Booth Package
Drayage - discounts, rates, OT, time and a half, etc.
Drape Masking Drape - $ per 3’, 8’, 12’, 16’ rates.
Standard Exhibit Booth Package - $ per 10’x10’ booth (pipe/drape, tables, chairs, waste
basket, signage, setup, dismantle).
Hardwalls - $ per linear foot including installation.
Exhibitor Service Manuals - mailing, production, electronic dissemination.
General Assembly
Labor – show management: base rate, discounted, assigned and complimentary.
Lounges Areas (high tops, 8’ rounds, chairs)
Motorized Carts - QTY
Rope and Stanchion - $ per linear foot (rope); $ per stanchion.
Shipping/Freight - show management allowance, discounts.
Signs - aisle, meters, banners, sponsorships, directionals, standards - allowance,
discount rate.
Exhibit Facility Cleaning
Itemized Price List for other services, furnishings, etc. not listed.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
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