Contracted Services – Convention and Meeting Planning Services Application
The Business Professionals of America, Texas Association, Board of Directors welcomes bids for the Convention and Meeting Planning Services position. Business Professionals of America is a nonprofit Career & Technology Student Leadership Organization for business students and teachers and is under the umbrella of the Texas Education Agency.
The purpose of this position is to provide Convention and Meeting Planning Services to Texas Business Professionals of America including the listed services and key responsibilities as outlined below. Your bid should be itemized and include all fees and expenses. Texas Business Professionals of America will approve expenses according to Policies and Procedures as listed.
The term for this position begins May 2025 and ends April 2028.
Additional time commitments include attending board meetings virtually or in person as requested by the Board, assisting with committees and assisting during the State Leadership Conference. Meeting dates are flexible depending on availability but plan on meeting in mid-September, in early December, the week of the State Leadership Conference and in mid-June or July with an attempt to align with the summer teacher conference. Other online meetings may
be set up as needed.
Key responsibilities include:
- Book all travel for the board and food and beverage needs for all board meetings and conferences
- Communicate all travel bookings to each respective board member and a summary to the board chair
- Negotiate hotel and conference rates for State Leadership Conferences
- Present all State Leadership Conference bid options to the Board
- Coordinate and book meeting facility space for all SLC needs
- Gather requirements from Competitive Events Coordinator on events rooms, equipment, space, restrictions, awards, etc.
- Assign facility space for all State Leadership Conference events, meetings, etc.
- Negotiate rate and secure required equipment for all SLC events, meetings, and extra space
- Present security options for SLC to the Board and book as approved
- Present special event and speaker options to the board and secure as approved
- Complete design and purchase pre-conference book, program, t-shirts, NLC pins, awards, student give-away, and judges’ gifts at board direction
- Coordinate with web master to post all SLC and other event information
- Provide a detailed SLC report to the Board at the July board meeting
- Book any transportation requirements as part of SLC
- Obtain SLC sponsors and exhibitors
- Make purchases and track costs of travel, meetings, and conferences
- Coordinate and compile all school registration packs for SLC registration
- Plan agenda, budget, and timeline for SLC
- Provide all on-site management during SLC
- Submit budget estimates for new FY to Finance Committee by July meeting
- Transport and store secure test materials and all other supplies
- Attend all board meetings
Key Performance Measures:
- Responds to BPA regional and state related questions within 1 business day
- Travel is booked accurately and communicated to the board within 12 hours of booking
- All bookings come under or meet budget estimates and requirements
- All event and space requirements have been met
- A minimumof$1000 or equivalent value in sponsorship and 6 exhibitors
- Provides a signed contract within 1 week of selection to Board Chair to forward copies to Executive Committee
Competencies:
- Strong written communication skills
- Event planning experience
- Negotiation skills
Deadline to submit applications is January 31, 2025.
Additional information on the Convention and Meeting Planning Services responsibilities can be found in the Policy and Procedures Handbook found under the About BPA tab.
Contact Board Chair, David Ibarra at david.sij1@gmail.com or State Advisor, Diana Weber at mrsweberbpa@gmail.com for more information.