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HomeMy WebLinkAboutContract 26621 CITY SECRETARY CONTRACT No. EventLink International, Inc. Revised Registration Proposal Presented to The City of Fort Worth, Forth Worth International Center, and Strategy 2000 02/16/01 North American International Trade Corridor Partnership Business Summit The Worthington Hotel Fort Worth, Texas May 9-11, 2001 500 Estimated Registrants EventLink International, Inc. is pleased to provide this revised proposal detailing registration services to support the upcoming North American International Trade Corridor Partnership (NAITCP) and 7th summit of Mayors. The staff of EventLink International looks forward to a long-term and mutually beneficial partnering relationship with The City of Fort Worth and the Fort Worth International Center. OVERVIEW The NAITCP Business Summit and 7th Summit of Mayors is a three day conference hosted by the City of Fort Worth, along with the Fort Worth Chamber of Commerce, Fort Worth Hispanic Chamber of Commerce, and the Fort Worth Metropolitan Black Chamber of Commerce. The event will be held in Fort Worth, Texas at The Worthington Hotel on May 9-11, 2001. EventLink International proposes to provide pre-registration tracking, hotel reservation auditing, and on- site registration/hospitality to support the Summit. This proposal is divided into four sections: A. EventLink International Service Recommendations and Summary of EventLink International's Service Recommendations B. Services to be provided by FWIC and Summary of Services to be Provided by FWIC C. Fees, To be provided by FWIC, Payment Schedule D. Services Agreement [ UGL PREPARED BY EVENTLINK INTERNATIONAL, IN Page 1 EVENTLINK INTERNATIONAL SERVICE RECOMMENDATIONS Dedicated Account Manager An EventLink International account manager will be assigned to the NAITCP Summit. This account manager will be FWIC's main contact for pre-registration tracking, hotel reservation auditing and on-site registration/hospitality desk bilingual staffing. The account manager will also be the main driver of all EventLink processes including systems analysis & customization; name badge design and production; registration staff scheduling, training and management; and more. The account manager will provide FWIC and The Maxcel Company with regularly scheduled reports in excel format during the pre-registration process to aid in the planning and management of the event, as well as up to the minute reporting on-site. This account manager as well as all EventLink staff will office at EventLink International headquarters to have full utilization of system and staffing resources. The EventLink account manager will be available via phone, fax, e-mail and will also be on-call 24-hours a day via cell phone. EventLink International Pre-Registration Staffing The staff members of EventLink International will become a valuable extension of your event team. By delegating these labor-intensive tasks to us, you free up your resources allowing you to conduct other business. Prior to pre-registration start, we will ensure that all EventLink staff members assigned to your conference have a thorough understanding of your event. Staff members will also be educated on the profile of your attendees, and the level of customer service expected. The EventLink staff is comprised of professionals who are highly experienced in various aspects of the events/meeting planning/trade show and systems consulting industries. This combined experience allows us to understand the needs of accurate information collection and reporting, and we are able to provide you with the data that you need to host a successful Summit. We also understand that your conference details and processes will evolve and may change frequently throughout the stages of the planning and operation of your event. The combined experience of our staff allows us to know in advance how to handle contingencies and to react immediately to changes, updates and unexpected circumstances. The EventLink team is dedicated to accomplishing the goals of our clients, acting as a true business partner. On-site, EventLink will staff with both English and bilingual (Spanish/English) speaking staff as needed to ensure the highest level of service to your attendees. Our continuing commitment is to offer quality services and exceptional customer service to you, our client, as well as to all attendees of your event. PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 2 Registration Database System Customization The EventLink International account manager will meet with FWIC and Maxcel event staff prior to pre-registration start to determine information and reporting needs. EventLink designs and customizes a database system for each conference to effectively track the information needed. All registration system forms and tables will be customized for the NAITCP Summit to track important information and provide informative management reporting. The registration system customized for your event will be designed to accept both English and Spanish characters. The fields of information that will be tracked for the NA/TCP include the general attendee contact information, the number of registrations and various tickets requested, and whether the attendee has also booked a hotel room (for auditing purposes). The database will NOT be designed to track fees, payment information or any other financial information, business matching data or session sign-up data. The system can be enhanced to include any or all of these items for an additional fee. The software used to build your customized database system has the capability to work in many ways with the entire suite of Microsoft products and other standard AM formats. This software has SQL query capabilities that allow for extremely flexible reporting. The entire system can also be easily transported, making EventLink International a 100% mobile operation. Attendee Change Request Information Exchange Attendees making changes or cancellations to registration information will do so by calling or mailing the FWIC. EventLink will recommend to the Fort Worth International Center a process for relaying this important information to EventLink. Once this information is received from the FWIC, EventLink will document and record all change requests, while updating the records accordingly to ensure the accuracy of all reporting. Fee Collection Information Exchange The FWIC will be processing and tracking all fees associated with the Summit. EventLink understands the importance of collecting these fees, and recommends that a name badge or luncheon/spouse activity ticket not be given to any attendee that has not provided proper payment, or whose payment did not clear. Therefore, it is important that a process be established for the exchange of this important information from FWIC to EventLink. EventLink will recommend to FWIC a process for the exchange of this information. Data Integrity Management EventLink has perfected a process of managing all incoming data and updating records while maintaining the integrity of the data. A comprehensive multi-step proofing process will ensure the accuracy of all information before it is reported. This process guarantees a consistent and reliable exchange of attendee PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 3 information between EventLink and your event staff, The Maxcel Company, as well as any applicable third party vendors. Management Reporting EventLink understands that real-time registration information is important for the successful planning of your event. Database management, customization and reporting are the foundation upon which EventLink International was built. Prior to registration start, our account manager will work with you and The Maxcel Company to determine any special reporting needs. All reports will be custom designed and will distributed via e-mail in the format of a Microsoft Excel Workbook. Following are the recommended reports that will be distributed on a regular schedule: • Database download of all attendee information • Attendee Count by Category • Luncheon Tickets Sold Count • Spouse Activity Tickets Sold Count • Golf Outing Tickets Sold Count FWIC is not limited to the reports listed above. Reports can be designed based on any combination of data fields tracked during the event registration process. EventLink will help you define the type of reports that may be needed based upon the structure the Summit, the information you need for planning purposes, and the information obtained from your attendees. On-site, the same scheduled reporting will be provided to you for not only pre-registered participants, but also for "checked-in"attendees. Hotel Reservation and Registration Auditing EventLink International will audit the hotel reservation manifest to the registration database to determine that all conference registrants have also reserved a hotel room. EventLink will provide FWIC with a report detailing those attendees that have not booked a room. The FWIC will then contact any registrant that has not obtained hotel reservations with The Worthington Hotel to be sure that hotel accommodations are not needed. Customized Name Badge Design, Production & Distribution EventLink International will design, produce and distribute customized NAITCP Business Summit name badges. EventLink will provide paper, black & white laser badges produced directly from the centralized registration system with the appropriate fields and design as approved by FWIC. FWIC will provide name badge holders, color bars or ribbons, lanyards, etc. EventLink will source and recommend professional options with your event theme in mind. EventLink will also provide color printing services and will bill to FWIC at cost. Name badges for pre-registered participants will be pre-printed and distributed at the registration desk. EventLink's on-site staff will be at the registration desk to PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 4 quickly process and produce name badges for all on-site registrants, name changes, or lost badges. Customized Ticket Design, Printing & Distribution EventLink International will design and print tickets for both lunches and all spouse events. EventLink will distribute the tickets with the event name badges. On-Site Travel Staff - Registration / Hospitality Desk The same key staff members who assist you during the pre-registration process will travel on-site to continue all registration and reporting processes. EventLink will provide three experienced staff to travel on-site to support the needs of your event. EventLink will also provide additional bilingual staff to assist at the pre- registration stations, at the on-site registration stations, and at the hotel front desk for any check-in issues. All staff will be thoroughly trained on procedures and expectations. Following is the proposed schedule for EventLink on-site staff: May 9 12:00 p.m. —2:00 p.m. Primary functions: Computer networking, database uploading, registration material/badge preparation, registration booth set-up, on-site bilingual staff training 2:00 p.m. — 8:00 p.m. Primary functions: Main arrival day for attendees & exhibitors - on-site registration, name badge and welcome material distribution for pre- registrants, answer inquiries and provide general assistance, system "check- in" of attendees, on-site reporting. Staff Provided: EventLink Account Manager EventLink Registration Manager EventLink Systems Developer/Computer Networking Recommended Bilingual Staff: (6) Bilingual Registration Staff (1) Bilingual Staff stationed in hotel lobby/front desk May 10 7:00 a.m. — 6:00 p.m. Primary functions:Trade show day— approx. fifty Mayors arrival, on-site registration, name badge and welcome material distribution for pre- PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 5 registrants, answer inquiries and provide general assistance, system "check- in" of attendees, on-site reporting. Staff Provided: EventLink Account Manager EventLink Registration Manager Recommended Bilingual Staff: (3) Bilingual Registration Staff May 11 7:00 a.m. — 12:00 p.m. - Registration 12:00 p.m. — 6:00 p.m. - Hospitality Primary functions: on-site registration, name badge and welcome material distribution for pre-registrants, answer inquiries and provide general assistance, system "check-in" of attendees, on-site reporting. Staff Provided: EventLink Account Manager EventLink Registration Manager Recommended Bilingual Staff: (3) Bilingual Registration Staff EventLink staff members understand the importance of and take pride in projecting a professional appearance at all times. All staff members will wear designated NAITCP Summit uniforms provided by the FWIC. This will ensure that EventLink travel staff can be easily identified to provide assistance to your attendees, as well as your event team. On-Site Equipment/ Computer Networking EventLink International will provide computer equipment needed for the On-Site Registration / Hospitality Desk. EventLink will provide laptops networked to the on-site server. EventLink will also provide one laser-jet printer for on-site name badge and report printing. All EventLink staff members will be able to access real-time information from the customized registration database. On-Site Reporting EventLink will provide real-time reporting on-site that will allow the FWIC to make educated guarantee decisions allowing for expenditure containment. EventLink has perfected a process of "checking-in" attendees in the registration database as they pick up name badges and registration materials without a delay in the registration process. Attendee records are stamped with date and time of arrival. This process allows for up to the minute reporting at any time during the event based upon actual "checked-in" attendees by registration category. This reporting can assist with food & beverage guarantees, meeting room set-up, event detail adjustments, and more. PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 6 EventLink will provide FWIC with other useful on-site reporting such as a listing of checked-in attendees and a listing of not-checked-in attendees. FWIC may analyze these reports to assist in determining if further arrivals are expected, or to adjust any planned events if needed. Debrief Meeting EventLink International strongly recommends that a debrief meeting be scheduled between FWIC, The Maxcel Company and EventLink within 30 days following program completion. The debrief meeting provides an excellent forum for the exchange of ideas, the celebration of successes, and the recognition of areas of improvement. EventLink values your feedback about how we can improve processes and further assist you with future events. The EventLink account manager will dedicate two hours for the de-brief meeting. Event Survey EventLink International will assist with the design of an event feedback form combining standard post-event evaluation questions with event-marketing questions that will provide valuable insight on the Summit. EventLink will also suggest ways to maximize the response from attendees. EventLink will print this feedback form, and will provide to FWIC for translation into Spanish prior to distribution. EventLink will distribute the Spanish and English forms with the name badges at the NAITCP registration desk. FWIC will provide a location for the collection of the feedback forms and will handle any documentation of responses. PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 7 SUMMARY OF EVENTLINK INTERNATIONAL'S SERVICE RECOMMENDATIONS Pre-Registration • Dedicated EventLink International account manager • EventLink International pre-registration staffing • Registration database system customization • Attendee change request information exchange process recommendation • Fee collection information exchange process recommendation • Data integrity management - Comprehensive multi-step proofing process for all collected data, reports, and name badges • Customized management reporting via e-mail • Hotel reservation auditing to registration database • Customized name badge design, production (black & white) & distribution • Name badge paper stock (white) • Customized ticket design, production & distribution with name badges On-site • One (1) EventLink International Account Manager - 05/09/01 — 5/11/01 - Salary - Per Diem - On-Site Expenses • One (1) EventLink International Registration Manager - 05/09/01 —5/11/01 - Salary - Per Diem - On-Site Expenses • One (1) EventLink International Systems Developer/Computer Networking PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 8 - 05/09/01 - Salary - Per Diem - On-Site Expenses • Equipment for on-site registration/information desk - laptops - 1 Hp laserjet printer • Registration envelopes (used by EventLink staff for check-in purposes only) • Name badge, event ticket & registration material distribution • On-site reporting • Event feedback form design & distribution Post-event • Post-event de-brief meeting (two hours) - within 30 days following program end recommended CONCLUSION The staff of EventLink International is excited with the opportunity to assist with the NAITCP Business Summit and 7th Summit of Mayors. Again, EventLink cares about its clients and strives to develop true partnering relationships. We want to become an extension of your team and help you to exceed your goals, so that you can enjoy the successes. PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 9 SERVICES TO BE PROVIDED BY FWIC Web and Hard Copy Registration Form Collection Registration is currently being conducted via a web-site and by hard copy forms mailed or faxed to the Fort Worth International Center (FWIC). EventLink International will utilize the NAITCP hard copy registration forms for input into its registration system. FWIC agrees to provide EventLink access to all registration forms and data received that will be necessary for data processing. EventLink will determine with FWIC the process for receiving this important information. Accurate Data Collection Verification The FWIC will contact any participant submitting a registration form with missing or inaccurate registration information to obtain accurate data prior to forwarding the registration form to EventLink. The FWIC will also contact all attendees submitting a registration form requesting more than one registration to the conference to obtain the names of each attendee for badge and reporting purposes. Information & Registration Hotline The FWIC will receive all inbound phone calls and mail in reference to the NAITCP Business Summit and 71h Summit of Mayors. FWIC will provide EventLink will all pertinent information obtained from callers and senders pertaining to registration, registration fees, lunches, spouse activities and golfing. EventLink will recommend to the Fort Worth International Center a process for relaying this important information to EventLink. Once this information is received from the FWIC, EventLink will document and record all change requests, while updating the records accordingly to ensure the accuracy of all reporting. Hotel Audit Phone Calls EventLink International will audit the hotel reservation manifest to the registration database to determine that all conference registrants have also reserved a hotel room. EventLink will provide FWIC with a report detailing those attendees that have not booked a room. The FWIC will then contact any registrant that has not obtained hotel reservations with The Worthington Hotel to be sure that hotel accommodations are not needed. Confirmation Letter The FWIC will design and distribute all confirmation letters to registrants, and will provide any form of payment receipt needed. EventLink will provide a database download in excel format as part of the regularly scheduled reporting that can be utilized for the confirmation letter merging. PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 10 Business Profile Form The FWIC will receive, track and report all data collected on the Business Profile Form. The FWIC will not need assistance from EventLink for this process. Session Sign-Up The FWIC will design and distribute the session sign-up form to be distributed with the confirmation letter. The FWIC will also track and report all data and will not need assistance from EventLink for this function. Welcome Packet Content Design & Assembly The FWIC will design all items to be placed in the welcome packet / bag. The FWIC will also assemble all items and provide to EventLink for distribution at the registration desk. Credit Card Processing & Financial Management The FWIC will process all fees for conference registration, luncheon tickets, spouse activities, and the golf outing. The FWIC will handle all fee reconciliation, auditing, disputed transactions, charge-backs, financial management, etc. Fee Collection Information Exchange EventLink recommends that a name badge or luncheon/spouse activity ticket not be given to any attendee that has not provided proper payment, or whose payment did not clear. Therefore, it is important that a process be established for the exchange of this important information from FWIC to EventLink. EventLink will recommend to FWIC a process for the exchange of this information. All records will be marked prior to arrival so that fees can be collected on-site if needed. One Staff for On-Site Credit Card Processing The FWIC will provide one (1) staff member at the on-site registration desk to work with EventLink staff. This staff member will process all on-site fee payments from each registration station. This staff member will be stationed in a central location behind the registration desk such that each EventLink staff member can bring the card needing to be charged to that station. Event Feedback Form Collection and Processing EventLink will design a feedback form combining both standard event evaluation questions with event-marketing questions that will provide you with valuable insight from the conference. EventLink will provide this document to FWIC prior to distribution for translation into Spanish. EventLink will then distribute the Spanish & English feedback forms at the registration desk, and will suggest ways to maximize attendee response. FWIC will provide the collection location of the Event Feedback forms during the conference. FWIC will handle any documentation of the forms. PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 11 SUMMARY OF SERVICES TO BE PROVIDED BY FWIC • Web and hard copy registration form collection and forwarding to EventLink • Accurate data collection verification — including the collection of missing data on registration form and collection of names of each attendee on forms requesting more than one registration. • Information & registration hotline — answer all inbound phone calls. Provide information about changes or cancellations to EventLink. • Hotel audit phone calls — call all persons from list provided by EventLink • Confirmation letter design & distribution utilizing registrant information in Excel provided by EventLink during regular scheduled reporting. • Business Profile Form receipt & tracking • Session sign-up form design, distribution, receipt and tracking • Welcome packet content design & assembly. To be provided to EventLink for distribution at on-site registration desk. • Credit Card Processing, collections, auditing, financial management, and handling of all disputed charges. • Fee Collection Information — provide information to EventLink for on-site fee collection or adjusted number of tickets to provide. • One staff for on-site credit card processing • Event survey translation into Spanish • Documentation, if any, of the feedback on the event survey forms PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 12 FEES EventLink International, Inc. to charge as follows: Registration and Bilingual Staffing Services: • $21,250 Base Fee • $5.00 per Registrant (Includes all attendees, no-shows and cancellations) Total Estimated Cost for Registration Services: Base Fee: $21,250.00 Per Registrant Fee: $2,500.00 Total Estimated Fees: $23,750.00 • Billed at Cost - On-Site Bilingual Registration Staff Fee Estimated $18 per hour, $27 per hour for overtime Total Estimated Hours for Bilingual Staff Services: Wed. 5/9 — Eight (8) hours per staff member Thurs. 5/10 —Ten (10) hours per staff member Fri. 5/11 —Ten (10) hours per staff member Total Estimated Cost for Bilingual Staff Services: Wed. 5/9 — Recommended (7) Staff: $1,008.00 Thurs. 5/10 — Recommended (3) Staff: $594.00 Friday 5/11 — Recommended (3) Staff: $594.00 Total Estimated Fees: $2,196.00 Grand Total of Estimated Fees $25,946.00 TO BE PROVIDED BY FWIC • Recognition of EventLink in all appropriate programs and on-site publications • Name Badge Holders, color bars or ribbons, lanyards, color printing, etc. - EventLink to source options for FWIC approval - Billed to FWIC by EventLink at cost upon final billing if applicable • Host hotel lodging for two (2) EventLink International travel staff - 2 single rooms — 2 nights PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 13 - check-in 05/09/01, check-out 05/11/01 - Direct billed to FWIC hotel master account or billed to FWIC by EventLink at cost upon final billing • Registration signage - EventLink to advise FWIC of needed signs & alpha breakdowns - FWIC or Maxcel to produce signs to maintain consistency in signage • On-Site registration booth 5/9/01 (12:00 Noon) — 5/11/01 (7:00 p.m.) - 2 phones and associated line costs — able to convert to data lines - Electrical needs - Security - EventLink will provide FWIC with final registration desk station requirements, electrical requirements, and phone requirements upon further analysis of on-site needs. All items to be direct billed to FWIC's master account • Uniforms for all on-site staff— EventLink and The Maxcel Company to make recommendations. PAYMENT SCHEDULE • $18,000 upon signing • $5,000 on April 16, 2001 • Balance due 30 days following program end EventLink International, Inc. 5646 Milton Street, Suite 309 Dallas,TX 75206 Phone: 214-750-9229 Fax: 214-750-9559 www.eventlinkintl.com PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 14 SERVICES AGREEMENT SERVICES, FEES AND PAYMENT SCHEDULE The fees and services outlined in this document are valid if executed by signature of both parties, FWIC and EventLink International, within 7 days following the date of proposal. FWIC agrees to pay all fees detailed in the FEES section of this proposal in the time frame detailed in the PAYMENT SCHEDULE of this proposal, and to cover all costs associated with the items detailed in the TO BE PROVIDED BY FWIC section of this proposal. FWIC also agrees to provide all services as detailed in the SERVICES TO BE PROVIDED BY FWIC and SUMMARY OF SERVICES TO BE PROVIDED BY FWIC sections of this proposal. EventLink International agrees to provide all services detailed in the EVENTLINK INTERNATIONAL SERVICE RECOMMENDATIONS section of this proposal, and to cover all costs associated with the items detailed in the SUMMARY OF EVENTLINK INTERNATIONAL'S SERVICE RECOMMENDATIONS section of this proposal. VARIATIONS, ADDITIONAL BILLING, REVISED AGREEMENT Any variations from what is listed in this proposal that results in additional billing will be presented and agreed upon by both FWIC and EventLink International in writing, in advance, of the incurred cost. The service recommendations and associated fees in this proposal have been based upon the assumptions detailed. Any changes to program dates, structure or participant level may affect cost. In the event that any of these changes take place, EventLink International will review such affects with FWIC and submit a mutually agreed upon revised agreement. CANCELLATION OR POSTPONEMENT In the case that the NAITCP Summit event is canceled or postponed, or EventLink International no longer acts as the registration provider, FWIC will compensate EventLink International based upon the following schedule: Cancel on or Before Fees 2/16/01 $18,000 4/16/01 $23,000 5/1/01 $23,000 plus all per registrant fees as of date canceled as detailed in the FEES section of this proposal PREPARED BY EVENTLINK INTERNATIONAL, INC. Page 15 INDEMNIFICATION AND HOLD HARMLESS EventLink International, Inc., and FWIC agree to defend, indemnify and hold harmless the other party from and against all claims, actions or causes of action, liabilities, including attorneys' fees, and costs arising from the defense of any claim, action, cause of action or liabilities arising out of or resulting from any act taken or committed by EventLink International, Inc. or FWIC pursuant to the performance of each party's obligations hereunder. EventLink International, Inc. and FWIC each agree to indemnify and hold harmless the other party for any claim, action, cause of action and liabilities which may be asserted by third parties arising out of the performance of either party's obligations pursuant to this contract, except for the willful misconduct or gross negligence of the other party. INSURANCE EventLink International and FWIC shall obtain and maintain in full force and effect insurance, in the minimum amount of $1,000,000, to provide coverage for any liabilities arising out of or resulting from its obligations pursuant to this Agreement. Upon demand, the parties shall furnish one another with a Certificate of Insurance evidencing such coverage. ACCEPTANCE: FWIC will provide EventLink International its acceptance to the services when provided and EventLink International will endeavor to resolve any less than acceptable service provided herein without additional cost. REPRESENTATIONS: EventLink International shall provide FWIC the level of performance required for the listed services within this agreement. GOVERNING LAW: This agreement will be governed by the laws of Texas. Upon acceptance of this Services Agreement, please sign both copies and return one copy to: EventLink International, Inc. 5646 Milton Street Suite #309 Dallas, Texas 75206 PREPARED BY EVENTLINK INTERNATIONAL,INC. Page 16 ACCEPTED BY: ACCEPTED BY: EventLink International, Inc. City of Fort Worth 1 1 / V Signature Signature A OC A s Print Name Print Name Title Title 0-7 0 Date Date ATTESTED BY C4*tract Authorization 25 01 Date PREPARED BY EVENTLINK INTERNATIONAL,INC. Page I7 City of Fort Worth, Texas 4bagor anal Council Comnsunication )ATE REFERENCE NUMBER LOG NAME PAGE 316101 C-18496 .02SUMMIT 1 of 2 1BJECT APPROVE CONTRACTS WITH INTERNATIONAL CONFERENCE .SERVICES, THE MAXCE COMPANY, AND EVENTLINK INTERNATIONAL, INC. FOR SERVICES FOR THP_ AMERICAN INTERNATIONAL TRADE CORRIDOR PARTNERSHIP SUMMIT RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached supplemental appropriation ordinance increasing estimated receipts and appropriations in the General Fund/City Manager's Office by $76,197 and decreasing the unreserved, undesignated fund balance by the same amount; and 2. Approve the following contracts for the North American International Trade Corridor=Partnership (NAITCP) Summit which will be held in Fort Worth on May 9-12, 2001: • International Conference Services, in an amount not to exceed $25,000 for providing simultaneous English/Spanish translation services and equipment; and • The Maxcel/Company, in the amount of $25,251 for pre-planning and on-site management; and • EventLink International, Inc., in the amount of $25,946 for designing and managing the pre- registration computer database, on-site registration and for providing bi-lingual staff on-site. DISCUSSION: The City of Fort Worth is a member of the North American International Trade Corridor Partnership (NAITCP), and Fort Worth has been selected as the site for the 7th annual NAITCP Summit of Mayors. In addition to the Summit of Mayors, the program during the 3-day conference includes high-profile public and private-sector speakers, economic development'and academic sessions, and an opportunity to promote Fort Worth businesses with exhibits and business matchmaking. At least 500 participants, including business owners, mayors, governors and academics from the United States, Mexico-.and Canada are expected to attend. The proposed budget for the conference is $2-�6;0�0. Commitments for corporate sponsorships, in the. amount of $93,500, have been secured and fund raising efforts'-continue-. - It is-anticipated that-the— conference will be fully funded through corporate sponsorships, registration fees and private donations. However, in the interim period, the above referenced contracts need to be executed and funded. Once - funds have been collected, the General Fund will be reimbursed. - - -- The contracts described above will provide professional event coordination and showcase Fort Worth- as a city prepared to do business in the international arena. _ -_ City of Fort Worth, Texas , - ommunlci�ior findCOUIRCit , W. , � :. TE REFERENCE NUMBER LOG NAME PAGE 3!6/01 C-18496 02SUMMIT 2 of 2 'BJECT APPROVE CONTRACTS WITH INTERNATIONAL CONFERENCE SERVICES, THE MAXCELW COMPANY,* AND EVENTLINK INTERNATIONAL,- INC. FOR SERVICES FOR THE NORTH AMERICAN INTERNATIONAL TRADE CORRIDOR PARTNERSHIP SUMMIT :ISCAL INFORMATION/CERTIFICATION: 'he Finance Director certifies that upon approval of:the above recommendations, funds will be ivaliable in the current operating budget, as appropriated, of the General Fund. After this transaction, he fund balance in the General Fund will be$35,379,383. :ZG:k nitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY )n Guajardo 6140 - _ .. .... _____. - - - inating Department Head: _ AME in Guajardo. _..:___ .__.'_6140 (from) :MQR--6 GG01 539120 0021000 $76,197.0Q — ionalinformationContact: i Guajardo 6140 --