Conference Planning and Event Management Services: County Treasurers Association of Ohio

The County Treasurers Association of Ohio (CTAO) is seeking proposals from qualified firms to provide conference planning, coordination and onsite event management services for its conferences and related meetings.

The selected firm will work collaboratively with the CTAO Conference Planning Committee, Executive Committee and executive director to plan and execute CTAO events while providing exceptional service to attendees, sponsors, speakers, exhibitors and vendors.

Scope of Services

CTAO conducts two conferences annually, generally in May and November, along with monthly committee meetings, some of which are held in person and require meeting facilitation.

The selected firm will provide comprehensive event management services, including:

Conference Planning:

• Participate in Conference Planning Committee meetings.
• Develop and maintain a conference planning timeline and project schedule.
• Coordinate conference logistics and planning milestones.
• Assist with agenda development and food and beverage planning.
• Provide written status reports to CTAO on a monthly basis, delivered by email to the executive director and the Conference Planning Committee.
• Each monthly written status report shall summarize work completed during the preceding reporting period, work currently in progress, upcoming deadlines, outstanding decisions or approvals needed from CTAO, anticipated issues and any other information reasonably necessary to keep CTAO informed of conference planning activities.
• Monthly reports shall be provided no later than five (5) business days following the end of each calendar month, unless a different reporting deadline or schedule is established during a CTAO meeting.
• If a CTAO conference is scheduled to occur less than thirty (30) calendar days, the reporting schedule shall automatically transition to weekly written status reports. Weekly reporting shall continue until the conference has concluded, unless CTAO and the selected firm mutually agree in writing to return to a monthly reporting schedule.

Venue and Vendor Coordination:

• Coordinate logistics with hotels, meeting facilities, transportation providers, audiovisual vendors, decorators and other service providers.
• Assist with venue contract review (CTAO retains final approval and execution).
• Coordinate meeting space, room layouts, audiovisual needs, food and beverage and event schedules.
• Serve as the primary logistics contact for venues and conference vendors.

Registration Management:

• Manage online registration for attendees, speakers, sponsors, exhibitors and guests.
• Coordinate registration communications, confirmations, reminders and event information.
• Provide registration reports to CTAO Executive Committee and executive director.
• Manage onsite registration and attendee check-in.

Sponsor, Exhibitor and Speaker Support:

• Coordinate sponsor and exhibitor registration, communications, booth assignments, setup and fulfillment of sponsorship benefits.
• Assist with sponsorship opportunities and promotional materials.
• Coordinate speaker communications, presentation materials and biographies in collaboration with the executive director.

Conference Communications:

• Draft conference communications for CTAO review and approval.
• Maintain conference information on the registration platform or designated event webpage.
• Communicate conference logistics to attendees, speakers, sponsors and exhibitors.

Onsite Event Management:
Serve as the primary onsite event management contact and provide:

• Registration and attendee assistance.
• Speaker, sponsor, exhibitor and vendor support.
• Hotel and venue coordination.
• Room setup coordination and schedule management.
• Directional signage and registration materials.
• Resolution of onsite logistical issues.

Conference Materials:
Coordinate or provide conference materials as needed, including:

• Name badges and badge holders.
• Registration supplies and equipment.
• Directional, sponsor and exhibitor signage.
• Printed conference materials approved by CTAO.

Post Conference Services:

• Develop and distribute conference evaluations.
• Compile attendee feedback.
• Prepare a post-conference report summarizing attendance, sponsor and exhibitor participation, evaluation results and recommendations for future conferences.
• Deliver the post-conference report to CTAO executive director and Executive Committee in writing by email no later than thirty (30) calendar days following the conclusion of each conference, unless a different deadline is established during a CTAO meeting.

Proposal Requirements
Proposals should include:

1. Company background and relevant experience.
2. Qualifications of key personnel.
3. Experience managing association conferences of similar size and scope.
4. Project management approach.
5. Experience supporting sponsors, exhibitors and vendors.
6. References from comparable clients.
7. Proposed fee structure, including planning fees, onsite management fees, reimbursable expenses and optional services.
8. Sample conference planning timeline.
9. Sample event management plan.

General Information
CTAO reserves the right to:

• Reject any or all proposals.
• Request additional information.
• Interview selected firms.
• Negotiate the final scope of services and fees.
• Award a contract in the best interest of the association.

The selected firm will operate as an independent contractor.

Deadline for submission: October 2, 2026

Submit proposals to:

Kathy Kelich, President
County Treasurers Association of Ohio
kkelich@belmontcountyohio.org