Request for Proposal – Event Planning Services towards MTERA Annual Meeting

To Whom It May Concern,

The Midwest Tribal Energy Resources Association (MTERA) invites all interested, qualified organizations or individual professionals (event planners) to submit proposals for event planning services for the 2025 MTERA Annual Meeting.

MTERA is a non-profit 501c3 intertribal organization dedicated to promoting sustainable energy development and economic growth for Tribal communities in Minnesota, Wisconsin, Michigan, and Illinois. With a robust portfolio of government contracting, technology, and construction projects, MTERA is instrumental in assisting Tribes in tribal energy/economic development and self-determination. By securing long-term federal contracts and cultivating diverse revenue streams, MTERA plays a central role in enhancing the Midwest Tribe’s energy independence and creating sustainable opportunities for future generations.

Scope of Work

The selected organization will provide services for the planning, development, organization and overall oversight of the 2025 MTERA Annual Event. This will be the first in-person MTERA Annual Event since prior to COVID. MTERA and staff have identified funding and are looking for a two-day event that provides relevant information to our Tribes and partners.

The services required include, but are not limited to, the following:

A. Date Selection

1.Date that works for most Tribes and Partners.

2.Must be before October 30, 2025.

a. This date is driven by funding and does not have too much flexibility.

B. Venue Selection

1. Work with MTERA Tribes to identify 2025 location.

a. Must be in the Midwest

b. Preferably a hotel with conference space

c. 250 people are estimated

2. Work with the venue to set up Hotel Room Blocks and Conference Space.

3. Identify additional contractual needs with venue and/or lodging.

C. Communication

1. “Save the Date” needs to go out by February.

2. Other Announcements will need to be identified and sent through MTERA communication channels. MTERA has a full-time Communication Manager who will assist the contractor in this activity throughout the planning and specifically with communication efforts.

3. There will need to be travel dates communicated with contacts identified for travel arrangements and travel assistance for partners, energy leaders, and Tribal Leaders.

D. Media

1. Projectors, Mics, Speakers, and other media needs will need to be identified.

2. The venue may handle media needs; however, if they do not, the planner will be required to identify media resources and additional contractual needs if necessary.

E. Agenda

1. The MTERA staff will help draft the agenda with Tribes and Event Planner.

2. The agenda must include two days, from 8:30 AM to 4:30 PM. The first day will include an evening event.

F. Evening Event Planning

1. This event will not include alcohol.

2. Cultural events are preferred and must be organized with the Member Tribe’s input and approval.

3. Identification of contractual assistance with Evening Event.

Proposal Submission Requirements: We invite all organizations with the necessary qualifications to submit proposals.

G. Background and Qualifications:

1. Provide an overview of your organization or individual experience with planning.

H. Event Planning Approach:

1. Describe your approach to handling the various tasks outlined in the Scope of Work.

2. Include examples of similar work.

I. Proposed Team or Individual: If submitting as an organization, identify key personnel who will be assigned to this engagement and their qualifications.

1. If submitting individually, provide detailed information on your qualifications and experience.

J. Pricing and Fee Structure:

1. Provide a detailed pricing proposal, including hourly rates, retainer fees, and any other anticipated costs.

K. References:

1. Provide at least three client references for similar work performed.

EVALUATION CRITERIA:

Proposals will be evaluated based on the following criteria:

• Experience supporting similar organizations with event planning services.

• Quality and feasibility of the proposed service approach and methodology.

• Clarity and completeness of the proposal.

• Competitive pricing and value for money.

TIMELINE:

The following timeline outlines the key milestones for the RFP process:

• RFP Issuance Date: January 1, 2024

• RFP will remain open until filled

• Contract Award: Based on when the candidate has been selected.

• Please review the submission contact information below.

CONTACT INFORMATION:

For inquiries or clarifications regarding this RFP, please contact Daniel Wiggins, Executive Director, at Daniel.wiggins@mtera.org with the subject line “MTERA Event Planning Questions.”

For submitting proposals, please submit to:

• Daniel Wiggins, Executive Director, at Daniel.wiggins@mtera.org with the subject line

“MTERA Event Planning Services RFP: Proposal.”

We look forward to receiving your event planning proposals and finding a partner who can support MTERA at this critical stage in our organization’s journey as we work towards our mission of supporting tribal energy development and sustainability.

Sincerely,

Daniel Wiggins Jr., Executive Director

Midwest Tribal Energy Resources Association