EQCON18 Merchandise RFP
Frequency of Meeting: 2nd Annual Event
Event Dates: October 28-31, 2018
Estimated Attendance: 3500-5000
Local residents: 55%
US (non-local domestic): 40%
Target Audience: Equestricon was formed with the mission of being an all-inclusive and all-encompassing industry event. Attendees will include owners, trainers, jockeys, representatives from farms, sales companies and innovators from across all spectrums of the racing industry.
Major Events: Exhibit Hall, educational program and seminars will all take place in the Kentucky International Convention Center. Fan tours, hospitality, experiences, and events to take place in and around Louisville
Description of Service Requirements
Equestricon 2018 is soliciting responses to this Request for Proposal (“RFP”) for an agency to service the merchandise and apparel needs of its convention. The organization is looking for a company to outfit staff and volunteers, produce merchandise for sales and promotional items for Equestricon 2018.
Equestricon is the first and only of its kind premiere horse racing lifestyle event designed to celebrate the sport of racing with its fans. Equestricon is a national horse racing convention that will be held from October 28-31, 2018 in Louisville, Kentucky, with October 28th and 31st serving as “add-on experience” days with events in and around Louisville, and October 29-30 as the general session to be hosted at the Kentucky International Convention Center. The convention will bring together fans, bettors, industry insiders, personalities, major racing organizations, racing product and service providers, 100+ vendors and more, in a lively atmosphere of engagement, discussion, and entertainment. Equestricon is being organized by Justin Nicholson and Kathryn Sharp and Dan Tordjman.
Proposal Deliverables and Timelines
Submissions of proposals must be received no later than Wednesday, May 30, by 5:00 pm EST. Submission by email is acceptable. Each proposal must contain detailed information on the functions as outlined above as well as detailed information on the financial remuneration for services that is expected from Equestricon. In certain circumstances additional information may be requested.
Proposals will be evaluated based on the overall value of the deliverables, the competency and background of the organization, and the viability of the remuneration presented.
Companies must submit detailed, firm price proposals including any additional costs expected. These prices are to be inclusive of all costs.
Submission & Selection
Proposals must be submitted by Wednesday, May 30, at 5:00 p.m. EST. Company may email photo examples and any other supplemental information to Kathryn Sharp. You will be notified if any further questions arise. Unless further conversations are required, final selection will be made by Monday, June 4, 2018.