Proposal Due Date: November 20, 2009

Eligibility: This procurement is open to those Event Rental Companies that are members of the Fort Collins Area Chamber of Commerce and available for work in Colorado.

Introduction
The purpose of this RFP is to select an Event Rental Company to provide pipe and drape and tables and chairs for the Chamber’s Annual Spring Showcase tradeshow event on Wednesday, April 14, 2010.

General Information for Bidders

Contact
Haley Katz, Events Coordinator, will be the main point of contact for the RFP. All communication should be with Haley.

Estimated Schedule
Proposals due to the Chamber November 20
Chamber reviews proposals December 4
Chamber announces successful bidder December 18

Proprietary Information
Materials submitted in response to this competitive process become the property of the Fort Collins Area Chamber of Commerce. All proposals received will remain confidential. As well, any materials provided to prospective bidders during the RFP process will also remain confidential.

Event Background Information
This 2010 Spring Showcase will the event’s 14th year. This event is always held at the Hilton Fort Collins because this is currently the only available venue that is large enough to house this event. There were 50 booth vendors in 2009 and a larger number of vendors are expected for 2010. The layout of the vendor map usually changes every year and a meeting between the Chamber, the venue and the event rental company determines the vendor map layout. All booths come in small, (6x8’), large, (8x10’) or extra large (10x20’) size and include one 6’ banquet table with applicable linen and two folding chairs.
The 2009 event map is included for your reference.

Scope of Work
Services to be provided:
• Provide pipe and drape to make vendor booths. Pipe and drape should be 90 x 156” linens.
• One 6’ banquet table per booth.
• Two folding chairs per booth.
• One small trash can per booth.
• Pre-meeting with Chamber and event venue to determine the layout of the booths that will be created with the pipe and drape.
• Company representative on call and/or at the Hilton during the evening before and morning of event.

Proposal Contents
Proposals should include the following:

1. Letter of Submittal
2. Proposal for Services, including acknowledgement of fees for services provided.
3. Proposal of any sort of trade for sponsorship or for booth cost.
4. Additional Materials Deemed Relevant

*If this event location or date should change the Fort Collins Area Chamber of Commerce will not be held in violation of any contract or agreement and may freely work with another company for all pipe and drape.