Description

 Conference Management Firm – ACG Great Lakes Capital Connection (GLCC)
 

Location: Remote + On-site at Annual Event (Midwest-based cities)

Contract Term: Rolling 3 Years, beginning in 2027 (2027–2029)

Proposal Deadline: September 30, 2025

The ACG Great Lakes Capital Connection is seeking a full-service conference manager to oversee planning, coordination, and execution of its premier annual M&A conference, drawing 1,200+ professionals across private equity, investment banking, and advisory sectors.

Requirements

ACG Great Lakes Capital Connection Conference Management RFP 

Framework and Proposal 

1. Event Summary / Scope of Work
Refer to the attached “DRAFT Scope of Services GLCC” document for comprehensive list of responsibilities. This includes full-service management of the GLCC annual conference such as:

- Strategic planning and execution
- Financial oversight and accounting
- Website and technology management
- Sponsorship sales and fulfillment
- Committee coordination
- National benchmarking and data analytics
- Vendor coordination (as necessary)

2. Contract Length
Contract term: [3] years. 

Contracted Event Locations & Dates

      Detroit, Michigan, September 8 & 9, 2027

      Columbus, Ohio, September 6 & 7, 2028

      Pittsburgh, PA, September 5 & 6, 2029

3. Expectations
a. Milestones & Goals
      Budget draft presented 10 months prior to Event

      Venue contracts secured at least 24 months in advance, ideally 36 months in advance -> Event Year Chair executes contract on behalf of Committee 

      Registration system launched 7 months prior to the event

      Post-event reports finalized and submitted within 60 days

b. Communication Cadence
      Monthly meetings with GLCC Executive Committee (Regional host committee members + 2 members of host chapter + management company)

      Quarterly meetings with the full GLCC Regional Committee

      Local meetings with the Host City Committee (TBD)

      Additional working group or sub-committee sessions as needed

4. Proposed RFP Timeline
      RFP Released: July 15, 2025

      Submission Deadline: September 30, 2025

      Evaluation Period: October 1– October 10, 2205

      Interviews (if applicable): October 13, 2025 – November 7,2025

      Decision Date: November 14, 2025

      Public Announcement: December 1, 2025

5. Evaluation Criteria
      Demonstrated experience managing national-scale conferences

      Effective communication and marketing strategy

      Understanding of ACG, its membership, and mission 

      Experience managing multi-stakeholder committees

      Technical capabilities including CRM and website hosting

      Ability to deliver most services in-house, with outsourcing as needed

      Transparent and detailed cost proposal

6. Submission Requirements
      Proposal narrative outlining management plan and strategy

      Detailed cost proposal for the services your firm would provide to manage and execute the conference (not the event budget itself)

      Overview of organizational structure and team bios

      Examples or portfolio of past relevant work

      Vision statement for GLCC execution and future growth

      For questions or clarifications, please reach out to Eric Kamstra at [email protected] and Ian Szejko at [email protected]. 

      Please send your complete proposal to Eric Kamstra at [email protected] by submission deadline.

ACG Great Lakes Capital Connection Annual Conference Management 

Scope of Services

Scope of Services
A. Strategic and Executive Management
      Develop overall event strategy in collaboration with GLCC leadership. 

      Regional Committee & Regional Executive Committee

      Maintain frequent communications and provide status dashboards on budget, registration, sponsorships, and logistics.

      Work with Host City to identify and reserve appropriate event venues and hotel room blocks per the GLCC schedule with host city in advance (typically 3 years).

      Conduct research and strategic analysis of other ACG Capital Connection events nationwide to benchmark GLCC’s ticket pricing, sponsorship models, and attendee experience.

      Present findings and proposed adjustments to ticketing, sponsorship structures, and event offerings to the Regional Committee for review and approval, ensuring GLCC remains aligned with national trends and best practices.

B. Committee Management
      Coordinate all GLCC-related committees, including scheduling meetings, tracking participation, and meeting minutes / action items.

      Including coordination with speakers/keynote speakers

      Coordinate task execution across multiple committees to ensure deadlines are met.

      Provide administrative and logistical support to the Host City's GLCC Executive Committee, Programming Committee, DealSource Committee, and Sponsorship Committee.

      Serve as the primary liaison between GLCC leadership and committees to maintain alignment on strategic goals and event planning.

C. Financial Management
      Prepare and manage the event budget with GLCC Regional Committee

      Manage invoicing and payment collection for all sponsors and exhibitors (accounts receivable).

      Handle all accounts payable for venue and vendors (accounts payable)

      Provide timely financial reporting and manage GLCC finances and maintain a bank account 

      Prepare summary reports for dissemination from GLCC Regional Committee to Chapter leadership.

D. Marketing & Communications
      Maintain a consistent and professional brand presence across platforms.

      Develop and execute all marketing campaigns and promotional strategies.

      Manage creative assets (print and digital).

      Manage PR efforts and coordinate with GLCC Regional Committee and ACG chapter teams.

E. Technology
      Design, host, and maintain the GLCC website, including a secure email server and domain.

      Provide integrated online event registration and CRM tools.

      Manage and understand set-up and support of ACG’s 1:1 Meeting Scheduler, ACG Access via MeetMax events

      Provide on-demand attendee name-badge printing onsite. 

      Ensure responsive tech support before, during, and after the event.

F. Customer Service
      Manage inquiries from sponsors, attendees, exhibitors, and speakers.

      Provide high-touch relationship management for DealSource, sponsors, and VIPs.

G. Sponsorship & Exhibitor Management
      Develop sponsorship prospectus and sales plan.

      Manage all sponsor fulfillment and asset collection.

      Facilitate all exhibitor logistics and communications.

H. Day-of-Event Operations
      Provide at least three on-site staff with coverage including registration, logistics, and customer service.

      Deliver an on-demand check-in and walk-up registration process.

      Handle any contingency planning and issue resolution.

      Oversee correct set up event spaces (signage, furniture, technology, decor, etc.) 

I. Data Management, Tracking, and Analytics
      Collect, store, and manage comprehensive data on firm types, attendee types, sponsor categories, and historical participation.

      Analyze trends to support data-driven decision-making and event planning.

      Use attendee and sponsor history to inform targeted outreach and marketing strategies.

      Maintain secure and compliant data practices to protect participant information.

J. Vendor Management
      Identify and evaluate potential external vendors for services that cannot be provided in-house.

      Negotiate contracts and manage relationships with approved third-party vendors, ensuring alignment with event goals and budget.

      Coordinate vendor deliverables, timelines, and on-site execution as needed.

      Ensure quality control, consistency, and cost-effectiveness of all outsourced services.

      Collaborate with the Host City Committee to develop content programming and plan special events that reflect regional strengths and interests.