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									                                            REQUEST FOR PROPOSALS

                                                      October 15, 2010




        NGAUS is seeking proposals for exhibit booth sales and marketing services in
           conjunction with the Association’s Annual Conference and Exhibition

                     Proposals due on or before Monday, November 15, 2010

                                            REQUEST FOR PROPOSALS




Table of Contents
Introduction.......................................................................................................................3
  Association Background ..................................................................................................3
    NGAUS Annual Conference ..........................................................................................3
   Facts ...............................................................................................................................3
Project Specifications ......................................................................................................4
  Project Purpose ...............................................................................................................4
  Project Description and Requirements ............................................................................4
         Contract Period .......................................................................................................4
         Revenue Goals .......................................................................................................4
         Sales Experience ....................................................................................................4
          Customer Service and Quality Assurance ............................................................5
         Strategic Planning ...................................................................................................5
         Additional Requirements .........................................................................................5
         Vendor Questionnaire ..............................................................................................6

Deadlines and Evaluation Process .................................................................................7
  Schedule for Evaluation Process and Contract ...............................................................7
  Proposal Shipment Instructions ......................................................................................7


Basis of Award .................................................................................................................8
  Termination of Contract ...................................................................................................8




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                                    INTRODUCTION

ASSOCIATION BACKGROUND
The National Guard Association of the United States, Inc. (NGAUS), a nonprofit
organization comprised of 45,000 members that was formed in 1878, is focused on
influencing the procurement of better equipment, standardized training and a more
combat-ready force by petitioning Congress for resources for the Army and Air National
Guard.
The association’s vision is to maintain the freedom and security of this nation by
guaranteeing a strong national defense through the provision of a vital and dynamic
National Guard as part of the Total Force. Therefore, to fulfill this mission NGAUS
educates the public, Congress, the Department of Defense, the departments of the Army
and Air Force, the National Guard Bureau, and other congressional and governmental
agencies.

ANNUAL CONFERENCE AND EXHIBITION
The NGAUS Annual Conference and Exhibition is the association’s annual business
meeting. More than 3,000 Guard officers and their families from all 50 states, Guam,
Puerto Rico, the U.S. Virgin Islands and the District of Columbia gather to exchange
information, set their legislative agenda and select representatives for their governing
board. The event also includes presentations by some of America’s top military and
civilian leaders, professional development sessions, and a large trade show that features
exhibits on the latest military and homeland security products and services by companies
large and small.
ANNUAL CONFERENCE STATISTICS
                           Booths        Booth        Exhibitor      Add         Conf.
Year         Exhibitors     Sold        Revenue         Ads        Revenue     Attendees

2003            339         590        $1,387,390        25        $27,655       4,076
2004            438         798        $1,759,503        33        $35,011       4,440
2005            362         647        $1,557,466        34        $36,113       3,980
2006            444         800        $1,872,835        47        $48,923       4,039
2007            325         562        $1,435,904        37        $40,755       4,276
2008            409         772        $1,892,056        36        $37,424       4,672
2009            391         905        $2,172,607        30        $32,669       5,060
2010            392         850        $2,110,051        25        $28,281       4,646




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                           PROJECT SPECIFICATIONS

PROJECT PURPOSE
NGAUS is seeking proposals for exhibit sales from vendors with demonstrated success
with conference exhibit sales and marketing as well as aptitude for customer service. In
short, NGAUS is seeking a vendor that will:
       Develop and implement a marketing plan to increase exhibit space sales revenue
       for the NGAUS Annual Conference.
       Have a dedicated support team and/or infrastructure that will enable NGAUS to be
       the focal point for exhibitors who specialize in providing military and homeland
       security products and services.
       Develop a conference exhibit guide that includes advertising that generates
       revenue.
       Will assist and support NGAUS in the support of the overall conference goals.
       Establish professional relationships with all existing exhibitors and service
       providers and identify and cultivate relationships with new and prospective
       conference exhibitors while paying special attention to NGAUS prime members
       and/or other important constituents.
NGAUS solicits competitive bids as part of its contract renewal process. NGAUS
assumes no liability for costs incurred by vendors in the preparation of their proposal or
prior to issuance of a contract. This RFP does not commit NGAUS to award, contract or
any other service obligation.

PROJECT DESCRIPTION AND REQUIREMENTS
Please base your bid proposal on the following specifications:
   Contract Period
   The contract period will cover exhibit sales related to the NGAUS 2012 thru 2014
   annual conference. There will be a potential option for the continuation of the services
   outlined in this RFP for the NGAUS conferences held in 2015 and 2016. Conference
   related fiscal and managerial activities are to be completed no later than October 31,
   of the conference year.
   Revenue Goals
   NGAUS expects no loss of our net revenue for the conference exhibitor’s. Our goal is
   to continue to increase exhibitor revenue by an average of 8% annually. Our gross
   exhibit revenue in 2010 was approximately $2,110,051.
   Sales Experience
   The vendor shall have demonstrated experience in exhibition marketing and sales.
   The vendor should also be capable of developing new and maintaining existing
   exhibitors. The vendor should keep in mind NGAUS’ goals and reputation when
   conducting business on our behalf. As a reminder, NGAUS shall always reserve the
   right to accept or reject any potential exhibitors if it does not meet its Board of
   Directors standards and/or requirements.



                                             4
Customer Services and Quality Assurance
NGAUS seeks a vendor that has demonstrated exceptional customer service, as well
as quality assurance in the sales to production process. NGAUS expects the selected
vendor to manage all inquiries from potential exhibitors, process all exhibitor
registrations (subject to NGAUS approval), provide monthly (or when requested)
reports to NGAUS on the exhibitor space sold and to distribute promotional materials
and exhibitor guide in order to market the exhibition to current and potential exhibitors.


Strategic Planning
The selected vendor will be required to develop a long-range plan (three to five years)
to include an implementation process and schedule in order to increase the exhibitor
revenue and to identify alternative revenue sources for the exhibit hall. NGAUS
expects the selected vendor’s overall strategy to develop potential new market options
while maintaining the integrity of the exhibition and ensuring that any potential
exhibitors complement the association’s goals and reputation.


Additional Requirements
To help us better understand the operations of your company and the services you
offer, please respond to the Vendor Questionnaire on page 6.




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                                   VENDOR QUESTIONNAIRE
1.    Please provide a company history to include how long it has been in business, the primary
      focus of the business, and any expansion plans.
2.    What is the name, title and contact information of the senior point person on this proposal?
3.    What is the company’s experience with the defense, military, non-military and related
      industries, if any, and how will that experience affect the ability to sell exhibit space for the
      NGAUS annual conference?
4.    Please provide a list of the client companies that contract with you for exhibit and
      sponsorship sales. Include (a) the services provided (exhibit and/or advertising sales), (b)
      the typical number of exhibitors and/or sponsors at their educational meetings, (c) the
      length of time you have worked with them, and (d) the name and contact information of a
      person at the company we may call for a reference. Also, please bold or otherwise
      highlight those clients that are military or defense associations, if any.

5.    How many staff members do you have dedicated to exhibit sales? Briefly describe the
      qualifications and experience of these staff members. Briefly describe the roles they
      would play for our clients?

6.    What is your sales approach for current exhibitors?

7.    NGAUS’ goal is to increase exhibit space revenue by an average of 8% annually.
      Describe your strategy for growing exhibit booth sales.

8.    What expectations, if any, do you have for the involvement of our staff and/or the leaders
      of our client organizations in your activities?

9.    How often do you report to the client organizations on the status of your activities,
      particularly the progress of your sales efforts? What specific information do you include in
      the report?

10.   What role do you have on-site during the annual conference in regard to exhibitors?

11.   How would you enforce NGAUS’s rules governing exhibitor rules and regulations?

12.   If targets for exhibit sales are not met, do you adjust your charges? If so, how?

13.   How will you process payments from exhibitors?

14.   What is your commission/service fee? What services (travel, marketing materials, printing,
      etc.) are included in this fee?


15.   Plan to develop an exhibitor guide brochure that includes advertising for conference
      attendees?



                                                  6
                      DEADLINES AND EVALUATION PROCESS

SCHEDULE FOR EVALUATION PROCESS AND CONTRACT
NGAUS’ current exhibit contract concludes with the culmination of the August 2011,
conference held in Wisconsin. The new contract shall begin on August 1, 2011, for 3
years with 2 year NGAUS options. We may entertain a longer contract term if savings will
result. The expected timeframe for the evaluation and decision-making process follows:

RFP Distributed to Vendors                            October 15, 2010
Proposals Due to NGAUS                                November 15, 2010
Proposal Review Process                           November 16 – December 15, 2010
Presentations to NGAUS by selected vendors            January 15 – 30, 2011
*Begin Awardee Contract Negotiation                   April 2, 2011

*Subject to review by the NGAUS Finance Committee and final contract approval by the
NGAUS Board of Directors.


PROPOSAL SHIPMENT INSTRUCTIONS
Letters of intent to bid on this RFP must be submitted and received by NGAUS on
November 1, 2010. Proposals must be received by NGAUS on or before 5:00 p.m.
(EST), Monday, November l5, 2011. Bids received after this time and date will be
returned unopened. Please mail five original copies of your proposal, including all
supporting materials and documentation to:

Mr. Glenn Ross
National Guard Association of the United States
One Massachusetts Avenue NW
Washington, DC 20001

All material submitted becomes the property of NGAUS and may be returned only at
NGAUS’s option. Inquiries pertaining to this RFP may be directed in writing no later than
November 12, 2010, to Mr. Glenn Ross, Exhibit Marketing manager, by e-mail at
glenn.ross@ngaus.org. Any questions submitted to NGAUS must be initiated via email to
the email address above. A response to all inquiries received by NGAUS will be
disseminated to all vendors who are competing for this contract.




                                            7
                                    BASIS OF AWARD
NGAUS shall be the sole determiner of which bidders have met the base requirements of
this RFP. In addition, NGAUS may reject, in whole or in part, any and all proposals,
waive minor irregularities in proposals, allow an offer to correct minor irregularities, and
negotiate with all responsible efforts in any matter deemed necessary to serve the best
interest of NGAUS.

NGAUS reserves the right to reject any and all proposals deemed to be in the interest of
NGAUS. Rejection shall include but not be limited to a bidder who has not met the
prerequisites of the proposal; who has previously failed to perform properly or complete
on time contracts of a similar nature; who is not, in the sole opinion of NGAUS, able to
perform the contract to the sole satisfaction of NGAUS.

Bids shall remain valid for acceptance and may not be withdrawn for a period of one
hundred twenty (120) calendar days after the proposal due date and prior to negotiations.
Negotiated prices shall be offered and accepted in good faith and shall not be withdrawn
prior to the execution of signed contracts.
                                TERMINATION OF CONTRACT
NGAUS reserves the right to terminate any contract entered into as a result of this RFP,
providing written notice has been given to the contractor at least sixty (60) days prior to
such termination date.




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