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SCOPE OF WORK

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					Board Meeting                                                                                 Agenda Item 8
September 19-20, 2000                                                                          Attachment 1

                                         SCOPE OF WORK

Date:                            April 11, 2001
Location:                        Sacramento Convention Center, Sacramento, CA
                                 Exhibit Halls C, D, and E

Expected Attendance:             175 Exhibitors
                                 1500 Attendees

Contract Number:

Contract Funding:                $150,000


BACKGROUND AND PURPOSE FOR INVITATION FOR BID (IFB)

The California Integrated Waste Management Board (CIWMB) is looking for a trade show manager to
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oversee and produce the 2 Annual Recycled Product Trade Show as part of the efforts being taken for
the State Agency Buy Recycled Campaign (SABRC). The SABRC is a mandated requirement for state
agencies to purchase recycled content products (RCPs), attain mandated goals for RCP purchases, and
report those purchases annually to the CIWMB. The contractor will need to provide (or arrange for) the
booth furniture, make all necessary arrangements for the move-in, set-up, and tear down for the Show, as
well as be the point person for the organization and management of the event between the exhibitors,
Sacramento Convention Center staff, and CIWMB staff.

The purpose of this Trade Show is to assist state and local government agencies identify RCP suppliers.
This will be a one-day show to provide an opportunity for suppliers to exhibit their RCPs to potential
buyers. The goal is to provide an opportunity and setting for RCP suppliers to present and promote their
products to numerous state, local, federal, and private company buyers resulting in significant RCP
purchases by those buyers.

The Trade Show is designed to directly increase RCP purchases by all attendees, specifically state and
local government buyers. The increased exposure to RCP’s will increase buyers awareness of the wide
range of quality RCPs. Increased RCP purchases will assist agencies attain their mandated procurement
goals. Those purchases, in turn, will improve markets for secondary materials being diverted by local
jurisdictions throughout California.

All design and development of deliverables (signs, banners, badges, exhibitor packets, door prizes, etc.)
shall be done in close concert with CIWMB staff. Final approval MUST be received from the CIWMB
Contract Manager on any deliverable prior to its printing, duplication, distribution or use.
The Sacramento Convention Center (SCC) has been reserved and paid for by the CIWMB. The event will
be held on Wednesday, April 11, 2001 with move-in scheduled for April 10, 2001. CIWMB staff are
planning to mail a “save-the-date” announcement by the end of November, 2000. CIWMB staff will also
develop and mail the registration brochures to potential attendees and exhibitors.

The contractor will be expected to organize and manage all aspects of the Trade Show, including providing
a decorator, arranging the labor for and overseeing the move-in, set-up, tear-down, and clean-up. The
Contractor will also arrange and pay for refreshments using funds collected from exhibitor registration fees.
The contractor must also make all the necessary arrangements for the exhibitors (packet, floor plan,
layout, travel information, lodging assistance, etc.) handle and manage registration fees, and work closely
with CIWMB staff to decide what stage decorations, plants, music, art pieces, or other decorations will be
beneficial for the show. Particularly when it comes to the interaction required between the show
decorators, union labor, movers, SCC site staff, and the exhibitors, CIWMB will rely on the contractor to
negotiate and finalize the arrangements, and to resolve any issues and conflicts that may arise.



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Board Meeting                                                                                  Agenda Item 8
September 19-20, 2000                                                                           Attachment 1

General Requirements
The CIWMB wants to make sure that this event is as “green” and environmentally sensitive as possible.
The contractor should, at a minimum, ensure that the following issues are addressed:

Recycled-Content Products
All products purchased and charged/billed to the CIWMB to fulfill the requirements of this contract should
be RCPs or used (reused, remanufactured, refurbished) products. All purchases of materials, products,
goods, and supplies should be discussed with CIWMB prior to their purchase. For instance, plastic and
glass products should contain at least 50 percent recycled material, of which at least 10 percent must be
postconsumer material.

Paper Products
The paper used for nametags, badges, letters, memos, envelopes, and the brochures must contain at
least 30 percent postconsumer fiber.

Soy-based Printing Ink
To the greatest extent possible soy ink instead of petroleum based inks should be used to print all
documents needed for the Trade Show.

Left-over Food/Beverage Donations
Arrangements must be made prior to the date of the Trade Show to ensure that an established food
donation outlet will collect any leftover food or beverages. CIWMB staff will provide the contractor with a
listing of acceptable organizations if needed.

Union Requirements
Because the SCC is a union facility, the contractor must ensure that it complies with all applicable labor
rules, laws, and agreements.

In addition, the contractor shall take any other steps to make sure that the Trade Show is a model for
future recycling, source reduction, buy recycled, and waste management events.


                             TASK I – MARKETING AND ADVERTISEMENT

Mailing Notices and Pre-Registration
CIWMB staff will have already done a “save the date” mailing to potential exhibitors by the end of
November, 2000. CIWMB staff will also develop and mail the registration brochure to potential exhibitors
and attendees soon thereafter. CIWMB staff will conduct follow-up mailings to register exhibitors and
attendees. The contractor will be expected to review the mailings and consult with CIWMB staff to provide
their expertise in securing the exhibitors and attendees desired.

The contractor will be expected to register attendees and exhibitors and collect the fees from exhibitors.
The contractor will supply CIWMB with Excel files of registrants on a regular basis to keep up with both
registered exhibitors and attendees.

Name Tags, Awards, Door Prizes
The contractor must use the attendee and exhibitor lists established by CIWMB staff to create and
provide a button-type, reusable badge for all exhibitors, reusable name tags for all attendees, and 10
exhibit awards to be provided to some of the more creative, effective, and interesting exhibits. The
contractor must obtain a minimum of 10 RCP door prizes, with a value of at least $250.00 each, to give
away during the Trade Show to stimulate interest and attendance throughout the day. The door prizes
must be RCPs; the badges and nametags should be RCPs if at all possible.




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Board Meeting                                                                                   Agenda Item 8
September 19-20, 2000                                                                            Attachment 1

Floor Plan
The contractor must supply the CIWMB with an enlarged floor plan, similar to what was provided last
year, that can be kept current with the exhibitor booth space reservations.

Signs and Banners
The contractor must design and provide a large banner, advertising the Trade Show, and at least four
smaller banners to be used inside. Company signs must be provided for each exhibitor booth space.
The signs should be two-color, made from a durable Mylar or Centra type material. Approximate
dimensions for the exterior sign should be 5’ x 20’. Approximate dimensions for the inside banners
should be 4’ x 12’. These signs should be RCPs if at all possible. These signs must be designed and
obtained in close concert with CIWMB staff.

Trade Show Program
The contractor must layout, print and distribute a Show Program, similar to the one that was provided last
year, to each attendee on the day of the Show.

Co-Sponsors
The contractor should make every effort to maximize the sales of co-sponsorship opportunities such as
exhibitor contributions to the breakfast, lunch, stage decorations, advertising in the Show Program,
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signage, April 10 exhibitor mixer, etc. These co-sponsorship opportunities should be highlighted in all
correspondence with potential exhibitors.

Exhibitor Packet
The contractor must use the exhibitor list established by CIWMB staff to create and distribute the exhibitor
packet to each exhibitor (approx. 175). This packet shall include, but not be limited to, a floor plan, booth
number, shape, and location of their exhibit area, color scheme, the logo and theme of the show (if any),
booth furniture rental information, lighting and electrical availability, the type and amount of moving
assistance they can expect, any applicable union rules or guidelines, freight information and charges, the
move-in and set-up fees, schedules, parking and hotel accommodations, directions and map of the area.

The contractor should provide any information that will make the show more productive, beneficial, and
successful for the exhibitors. The contractor must include all the materials and information that is typically
included in any other professional exhibitor packet. The contractor must distribute the packet in a
timeframe that allows the exhibitors ample time to make whatever arrangements they must make.

Survey/Evaluation
Contractor shall assist CIWMB staff to develop and distribute a survey or some other tool to evaluate the
effectiveness of the Trade Show from both the exhibitor and the attendee’s perspective. The contractor
shall provide CIWMB with a written summary and analysis of the evaluation results including
recommendations for next year’s event.

Hotel Accommodations
Contractor must obtain a group rate with at least two convenient and reputable hotels that can be offered
to exhibitors or attendees for overnight accommodations.


                                TASK II – TRADE SHOW ORGANIZATION

The contractor shall be responsible for the coordination of all aspects of the Trade Show. The contractor
shall provide and pay for all of the services needed to put on the Trade Show, except the rental of SCC
exhibit halls. The refreshments are to be paid for using the exhibitor registration fees and co-sponsorship
monies. The contractor shall ensure that all arrangements are made with SCC staff, decorators, movers,
caterers, security, entertainment, exhibitors, attendees, and any other parties that are involved and
respond to all inquiries from these persons.




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Board Meeting                                                                                  Agenda Item 8
September 19-20, 2000                                                                           Attachment 1

Move-in and set-up will take place on April 10, 2001 from 7:00 AM until 11:59 PM in Exhibit Hall C, D,
and E, at the SCC. Move-out will take place April 11, 2001, from approximately 3:00 PM until 11:59 PM.


Because the SCC is a union facility, the contractor must ensure that it complies with all applicable labor
rules, laws, and agreements. The contractor shall:

   Provide an experienced professional decorator to supply matching and color coordinated booth
    furniture and equipment. The decorator must have at least five years of experience and have done a
    show very similar to this Trade Show within the past twelve months.

   Provide adequate computers, printers, and staff (from 7:00 AM - 2:00 PM) for attendee registration on
    the day of the show, April 11, 2001. A minimum of eight staff and computers should be on duty
    during the morning hours.

   Assign the registered exhibitors to booth spaces and create a floor plan.

   Develop the schedules for move-in, set-up, tear down, and clean up.

   Provide the staff and/or labor at the prevailing wage and make all necessary arrangements for move-
    in, set-up, tear down, and clean up.

   Ensure that the atmosphere at the Trade Show is professional and of a high quality, while also being
    festive, upbeat, colorful, and lively.

   Solicit a minimum of 10 RCP door prizes, valued at a minimum of $250 each, such as a park bench,
    office furniture, worm bin, patio furniture, latex paint, etc.

Catering
CIWMB staff will work closely with the contractor and the catering staff to determine the breakfast buffet
and a buffet lunch menu to be provided at the Show. The contractor must coordinate with CIWMB staff
and SCC staff to ensure that the food and beverage service is professional and satisfactory. The
contractor must ensure that any leftover food or beverages are donated to an appropriate organization.

Eating area
A number of large eating areas should be set off to the sides of the rooms to accommodate all of the
attendees that may be eating at one time. The three or four areas should be separate (not just one large
area) to spread out the flow of people.

Registration
The contractor must register and collect the exhibitor fees prior to the date of the Trade Show.
Registration of attendees will also occur ahead of time; however, many walk-in attendees are also
expected. The contractor shall ensure that at least eight people are at the registration table from 7:00 AM
until 2:00 PM during the morning of the Show and at least two staff are at the registration table from 2:00
PM until 3:00 PM. Additional staff may be needed during the busiest times. These staff should be
professional, polite, and courteous at all times.

When registering attendees, the contractor shall use at least eight computers and two printers to register
walk-in attendees. Contact information will be input into the computer to produce an MS-Word (6.0 of
higher) or Excel file. Contractor shall make a nametag for each attendee including the person’s name
and company/agency name, and title. While most of the work should be completed for the exhibitors by
the morning of the show, the contractor must have staff available to make any last minute arrangements
for the exhibitors as well.




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Board Meeting                                                                                  Agenda Item 8
September 19-20, 2000                                                                           Attachment 1

Booth Space
The contractor shall provide, at a minimum, for each booth space:

       Pipe and drape                            signage
       Six-foot table                            electricity
       2 chairs                                  carpet in the booth space
There are to be no charges from the contractor to the exhibitors for these services. The color of the pipe
and drape and carpet should be chosen by CIWMB staff.

Aisle Carpeting
The contractor must provide carpeting for the aisles and walking space around the end booths. The use
of recycled content carpet is strongly encouraged. CIWMB will assist the contractor find recycled content
carpet for this purpose.

Break Area
The contractor must provide an area away from the booths with tables and chairs for people to eat or to
meet in small groups throughout the event. These areas are to be a combination of small tables with four
chairs at each or just a couple of chairs. Estimated cost for SCC to provide tables and chairs - $250.00

Master of ceremonies
The contractor must make arrangements for an experienced announcer to emcee the Show, make short
and concise announcements, do the prize drawings, and introduce dignitaries that may wish to make
short presentations or present awards.

                                        TASK III - STAFF/SUPPORT

The contractor shall be responsible for providing and coordinating all staffing and labor required for the
Trade Show. The contractor shall ensure that all arrangements are made with the SCC site staff,
decorators, movers, set-up and tear-down labor crews, security, entertainment, exhibitors, and attendees
or any other parties that are involved and respond to all inquiries from these persons. Because the SCC
is a union facility, the contractor must ensure that it complies with all applicable labor rules, laws, and
agreements.

The contractor shall provide staff or labor for:

   Move-in - The contractor must have staff or labor available to greet the exhibitors on Tuesday, April
    10, 2001 from 7:00 AM until 11:59 PM, move their belongings and materials to their booth space, and
    assist them in any way possible to make the move-in easy and smooth.

   Set Up – The contractor must have adequate staff or labor available on Tuesday, April 10, 2001 from
    7:00 AM until 11:59 PM, to set up the exhibitor booths and exhibits, and to coordinate between SCC
    staff, labor, CIWMB, exhibitors, security, and anyone else who may be involved.

   Break down - The contractor must provide adequate staff or labor to ensure that all the exhibitors are
    safely and carefully moved out of Exhibit Halls C, D, and E by 11:59 PM on Wednesday April 11,
    2001. At least one manager must be on site during those hours to oversee and assist with the
    breakdown and moving of all exhibitors.

   Clean-up - The contractor shall ensure that Exhibit Halls C, D, and E is “broom clean” at the
    conclusion of the set-up and prior to the beginning of the show by sweeping, removing boxes and
    shipping materials, and generally making the area clean and ready for the Trade Show.

   Registration - The contractor must have at least eight staff at the registration tables from 7:00 AM
    until 2:00 PM on Wednesday April 11, 2001, and at least two staff from 2:00 PM until 3:00 PM. The
    contractor must ensure that all attendees sign-in, get nametags, and are put into the electronic files.



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Board Meeting                                                                               Agenda Item 8
September 19-20, 2000                                                                        Attachment 1

   Trade Show – The contractor must ensure that adequate staff and managers are available throughout
    the duration of the Show to coordinate events and address any issues that may arise among the
    various activities and facets of the Trade Show. At a minimum, one person (not counting the
    registration staff) and one manager must be in Exhibit Halls C, D, and E at all times during the Show.

   Security – The contractor must provide and pay for security in Exhibit Halls C, D, and E, either by
    SCC staff when they are on site or by arranging and paying for security, from 7:00 AM Tuesday, April
    10, until 11:59 Wednesday April 11, 2001. Estimated cost for SCC security - $1,100.00




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