Description

REQUEST FOR PROPOSALS

Conference Planning & Production, Trade Show & Event Management Services

Issued by         Washington Health Care Association (WHCA)

Terms               Initial one-year term, with renewal options

Key Dates

October 22, 2026 - RFP Issue Date

November 20, 2026 - Proposal Deadline

On or before January 1, 2027 - Anticipated Contract Start

Please review complete RFP here: https://www.whca.org/wp-content/uploads/2026/10/WHCA_Events-RFP_Oct-22-2026.pdf 

ORGANIZATION OVERVIEW

The Washington Health Care Association (WHCA) is a nonprofit trade association representing skilled nursing and assisted living providers throughout Washington State. WHCA provides advocacy, education, regulatory expertise, and resources to support its members and the residents they serve. Our members care for seniors and individuals with disabilities, helping improve quality of life, independence, and well-being.

WHCA hosts two major in-person educational conferences annually, providing professional education, networking, industry engagement, and trade show opportunities for long-term care professionals and business partners.

WHCA seeks an experienced event management and production company to assume primary responsibility for the operational planning, coordination, and execution of our conferences. The selected contractor will share our commitment to hospitality, professionalism, and thoughtful event experiences while making effective use of available resources.

PARTNERSHIP OBJECTIVES AND RESPONSIBILITIES

The primary objective of this partnership is to engage a professional conference production company that assumes responsibility for event operations while allowing WHCA staff to focus on member engagement, relationship building, educational programming, and other association priorities.

The selected contractor will be expected to:

• Assume operational responsibility: Manage conference logistics, coordination, registration services, vendor relationships, and onsite production and execution.
• Maximize WHCA staff engagement: Reduce the need for WHCA staff to manage routine transactional and production activities, allowing them to prioritize meaningful interactions with members, exhibitors, sponsors, speakers, and industry partners.
• Provide proactive project management: Maintain effective communication, clear accountability, established timelines, and timely coordination with WHCA staff and partners.
• Deliver an exceptional guest experience: Create welcoming, well-organized, and engaging conferences with responsive customer service for attendees, speakers, exhibitors, and sponsors.
• Manage resources efficiently: Identify cost-effective solutions, appropriately staff event operations, and recommend opportunities for continuous improvement.
• Maintain accurate records and reporting: Ensure reliable registration information, financial reporting, and event documentation.
• Establish sustainable processes: Develop efficient, repeatable systems and procedures that support consistent execution of both conferences.
   

A. Division of Responsibilities

WHCA seeks a collaborative partnership in which the contractor assumes primary responsibility for conference production and operational execution while WHCA retains strategic direction, program content, member relationships, and financial authority.

Please review the complete RFP here for a comprehensive breakdown of the division of responsibilities: https://www.whca.org/wp-content/uploads/2026/10/WHCA_Events-RFP_Oct-22-2026.pdf 

SCOPE OF SERVICES

A. Project Management and Communication

The contractor will provide comprehensive project management and maintain close, proactive communication with WHCA throughout planning, execution, and post-event activities.

• Assign a designated project manager as WHCA’s primary point of contact
• Maintain event timelines, milestones, task lists, production schedules, and shared project documentation
• Participate in regular planning meetings
• Provide timely responses, progress updates, documented decisions, and early notice of concerns
• Coordinate with WHCA staff, vendors, and partners as appropriate; offer practical recommendations

Routine planning meetings, coordination calls, emails, project updates, and other communication reasonably necessary to fulfill the contracted scope must be included in the proposed management fee. The use of project management tools that facilitate effective communication, collaboration, task tracking, and accountability is encouraged.

B. Venue Selection and Hotel Coordination

• Identify venue options, solicit competitive proposals, and present comparative cost-benefit analyses addressing space, room blocks, catering minimums, AV, accessibility, location, attendee experience, and contractual risks
• Recommend venues and support negotiations; coordinate approved venues, room blocks, commitments, meeting space, and hotel logistics
• Serve as primary logistical liaison with venue personnel

C. Registration and Attendee Services

• Recommend or use WHCA-approved registration technology; configure categories, prices, discounts, and payment options as directed
• Manage registration, confirmations, reminders, changes, attendee inquiries, badges, onsite check-in, and attendee support
• Maintain accurate registration records, reports, and reconciliation support

D. Trade Show, Exhibitor and Sponsor Logistics

• Manage trade show floor plans and coordinate exhibit assignments
• Prepare exhibitor information, deadlines, and logistical instructions; coordinate setup, teardown, freight, electrical, and AV needs
• Track sponsor and exhibitor benefit fulfillment
• Serve as primary logistical contact for confirmed exhibitors

E. Conference Marketing and Communications

• Develop conference marketing and communications production schedules
• Monitor assigned campaigns and ensure timely updates to conference schedules and logistics

F. Food, Beverage, Audiovisual and Event Production

• Coordinate catering recommendations, quantities, dietary accommodations, and service schedules
• Obtain AV proposals and coordinate staging, lighting, sound, presentations, layouts, seating, and room utilization
• Manage signage, printed materials, supplies, vendor delivery, setup, teardown, production schedules, and issue resolution
• Collaborate with WHCA to create a warm, welcoming, professional atmosphere that enhances comfort, engagement, and connection

G. Speaker and Educational Session Logistics

• As assigned, coordinate speaker schedules, room assignments, AV needs, instructions, and deadlines
• As assigned, collect speaker materials, biographies, photographs, and presentations
• Coordinate attendance tracking and required documentation 

H. Onsite Conference Management

• Direct event setup, daily operations, and breakdown
• Manage registration operations, attendee check-in, registration questions, and onsite customer service
• Coordinate trade show setup, exhibitor logistics, and teardown
• Serve as the primary onsite liaison with hotel, catering, audiovisual, and other vendors
• Oversee meal service preparation, meeting room configurations, room transitions, and production schedules
• Manage attendee navigation, wayfinding signage, and information resources
• Conduct operational briefings
• Respond promptly to attendee needs
• Ensure event spaces are prepared, welcoming, and functional

I. Budget Management and Financial Coordination

• Develop line item event operating budgets; track projected and actual expenses and report regularly
• Identify cost savings; maintain transparent vendor pricing, invoices, and financial documentation
• Track contractual commitments and deliverables
• Assist WHCA Finance with timely post-event reconciliation

J. Post-Event Reporting and Evaluation

• Final registration and attendance reports and exhibitor/sponsor fulfillment summary
• Vendor performance assessment, expense reconciliation, and outstanding obligations
• Attendee feedback summary
• Recommendations for operational and guest-experience improvements and updated planning documentation
   

BUDGET AND PRICING EXPECTATIONS

WHCA anticipates an annual professional services budget of approximately $60,000 for both conferences combined. The management fee should include routine project management, planning, communication, coordination, and may include onsite staffing. Professional management fees and required contractor expenses are distinct from separately budgeted direct event costs.

Additional services or expenses outside the agreed scope require prior written WHCA approval. These should be disclosed in the proposal.

A. Cost Efficiency and Vendor Relationships

WHCA encourages respondents to leverage their established vendor relationships, industry networks, purchasing expertise, and creative approaches to identify cost savings and operational efficiencies while maintaining or enhancing service quality and the overall guest experience.

WHCA is interested in understanding how the selected contractor's relationships and expertise may provide added financial value to the association. Any proposed savings must be transparent and should not compromise the quality of conference services or attendee satisfaction.

CONTRACTOR QUALIFICATIONS AND EVALUATION

WHCA seeks a contractor experienced in comparable association conferences and trade shows, preferably serving nonprofits or membership organizations, with strong registration, hotel, catering, AV, exhibitor, project management, communication, customer service, staffing, and financial controls.

Proposals will be evaluated for relevant experience, service model, staffing, communication, guest experience, technology, cost and value, financial accountability, references, and ability to partner effectively with WHCA.

PROPOSAL SUBMISSION REQUIREMENTS

Please review the complete RFP here for instructions on how to submit a proposal, including timeline expectations and contact information: https://www.whca.org/wp-content/uploads/2026/10/WHCA_Events-RFP_Oct-22-2026.pdf

Proposals that do not follow the guidelines in the complete RFP will not be considered.