Introduction
The International Society of Behavioral Nutrition and Physical Activity (ISBNPA) is seeking proposals from experienced and professional conference organizers to manage our annual scientific meetings for the period of July 2025 to June 2030. The chosen organizer will be responsible for all aspects of conference logistics, including abstract submission and evaluation mechanisms, registration, and other logistical components. Additionally, ISBNPA requires hosting services for its website, preferably on WordPress.
ISBNPA mission and strategic plan
The proposal should be coherent with ISBNPA mission and strategic plan.
Visit www.isbnpa.org to learn more.
Timeline
- RFP Release Date: October 1 ,2024
- Proposal Submission Deadline : December ,15 ,2024
Objectives
- Annual Scientific Meeting: Successfully organize an annual scientific meeting with approximately 800-1000 participants.
- Abstract Submission & Evaluation: Implement a robust system for abstract submission and evaluation.
- Support for the Annual Meeting Committee (AMC): ISBNPA will appoint an AMC to handle all scientific processes (selection of keynotes, abstracts, scientific program). The PCO supports the AMC work.
- Registration Management: Efficiently manage participant registrations.
- Logistics Coordination: Coordinate all logistics related to the conference.
- Web Hosting Services: Host ISBNPA’s website on WordPress.
Conference Details
Schedule
- Annual Meeting Dates: Specific dates to be determined in consultation with ISBNPA (usually in late May early June).
- Rotation of Locations:
- Year 1 (2027): Americas
- Year 2 (2028): Europe
- Year 3 (2029): Asia/Australasia
- Year 4 (2030): Europe
- Year 5 (2030): Other Location
Participant Details
- Estimated Attendance: ±800-1000 participants.
- Most participants are academics, students attendance is about 30%.
Key Responsibilities
1. Venue Selection & Management
- Identify suitable venues in designated regions.
- Negotiate contracts and manage relationships with venue providers.
2. Abstract Submission & Evaluation
- Develop and manage an online system for abstract submission.
- Facilitate peer-review processes and ensure timely evaluations.
3. Registration Management
- Implement an online registration system.
- Manage payments, confirmations, cancellations, and modifications.
4. Annual Meeting Budget and Sponsorship
- Create, manage, and execution of the annual meeting budget.
- Support the search for sponsorship (aiming at about 40.000 USD)
5. Logistics Coordination
- Arrange accommodation options for participants.
- Coordinate travel logistics where necessary.
- Coordinate the travel and stay of the conference keynotes.
- Organize catering services.
- Ensure availability of necessary audio-visual equipment.
- Oversee event setup, execution, and teardown.
6. Marketing & Communication
- Develop a marketing plan to maximize attendance.
- Create promotional materials in coordination with ISBNPA’s communication team.
7. Participant Engagement
- Plan networking events, social activities, and workshops as part of the conference program.
8. Technical Support
- Provide technical support (AV and other) during the event.
9. Website Hosting Services
- Create and manage the Annual Meeting website
- Host ISBNPA’s website preferably on WordPress.
- Ensure regular updates and maintenance of the website.
- Content creation will be handled by ISBNPA.
Proposal Requirements
Interested parties are invited to submit proposals that include:
- Company Profile
- Background information about your company including experience in organizing similar events.
- Key personnel who will be involved in the project along with their qualifications.
- Detailed Plan for Annual Meetings
- Approach to the budget creation
- Approach to the sponsorship support
- Approach to venue selection.
- Abstract submission and evaluation process description.
- Registration management plan detailing tools/software used.
- Logistics management strategy including accommodation, travel, catering etc.
- Marketing Strategy
- Outline your approach to promoting the event effectively across different regions.
- Participant Engagement Plan
- Describe how you plan to enhance participant engagement through networking events or other activities.
- Technical Capabilities
- Describe technical support capabilities during the events including AV requirements and recording sessions if needed.
- Website Hosting Services Proposal
- Detailed plan for hosting ISBNPA’s website on WordPress including maintenance strategy.
- Budget Estimate
- Comprehensive budget estimate covering all aspects mentioned above from July 2025 – June 2030 inclusive of potential contingencies or additional costs that might arise during planning or execution phases across diverse locations worldwide over time period requested .
- References/Case Studies
- Examples/references/case studies showcasing past events managed successfully by your organization similar nature/scale .
Timeline
- RFP Release Date: October 1, 2024
- Proposal Submission Deadline : December, 15, 2024
- Decision: Late June 2025.
Submission Instructions
Proposals must be submitted electronically via email PDF format no later than December ,15 ,2024 at midnight UTC . Late submissions will not accepted .
Please send proposals :
Email : [email protected]; Subject Line : PCO Proposal [Your Company Name]
ISBNPA welcomes questions regarding this RFP until November ,15 ,2024 . Meetings may scheduled upon request proponents during preparation phase proposal drafts between October – November periods ensuring clarity comprehensiveness responses submitted accordingly .
We look forward receiving innovative comprehensive proposals capable delivering exceptional experiences worldwide fostering academic excellence collaboration within field behavioral nutrition physical activity research !
António Labisa Palmeira
ISBNPA Executive Director
