Job description

Request for Proposal: Business Development Plan for Smith Conference Center at the Florida Elks Youth Camp

May 12, 2023

Issued by: Florida State Elks Association Inc. (FSEA) FSEA Representative: Carl Seibert, COO

carl@floridaelks.org

352‐455‐9436

Introduction

We are an established nonprofit youth camp and conference center in north central Florida seeking a seasoned expert to create a business development plan. Our goals for our new business development plan are to:

1. Increase utilization and profitability of our conference center.

2. Operate our center independently yet in a way that complements and enhances our current (circa 1995) year‐round and summer camping programs.

3. Develop processes which provide operational accountability and sustainable performance metrics.

4. Build a comprehensive marketing plan to identify customer needs, potential markets, and competitive price points.

5. Implement technology utilization to better manage booking calendars, sales, communications, contracts, billing, and payments, etc.

The objective of this request for proposal is to find a business development firm or contractor that will provide the best overall value and results for our organization. We hope to be able to hire a consultant right away and then initiate our new development plan by mid‐August 2023.

Background

The Florida Elks Youth Camp & Conference Center, located on more than 400 acres in rural Marion County near Umatilla, Florida, has, for the last five years, been operating a 47‐room, 3,100‐square‐foot conference center in conjunction with our year‐round residential youth camp. We currently use our conference center space and 32 hotel‐type and 15 upscale cabin‐type accommodations mostly as upgrade options for our camp user groups. However, we are encouraged as of late by an increase in interest from more corporate‐type users, especially those focused on youth and environmental/outdoor activities.

We believe that with a sound plan, enhanced marketing, and great oversight, we can increase the utilization and profitability of our conference center, which will raise awareness of all the Elks do for youth and expand our opportunities.

Project Description

We would like a mindful, managed growth and development plan for our conference center that guides us on the path to success. The plan should include:

· A detailed list of the positions needed for the management of the operations, along with roles and responsibilities.

· Guidance on how to avoid giving the appearance of a change of focus from our charitable mission of serving youth.

Our budget for this project is not unlimited, nor is it set. We are willing to pay for the services of the right vendor. We would like to employ a business development firm or contractor who has experience in the event venue industry, ideally in the nonprofit setting.

Proposal Guidelines

Your proposal should follow the format below:

ü Executive summary.

ü Background information about your business.

ü Why we should choose your business over other vendors.

ü Relevant experience that would help you deliver our project.

ü Proposed deliverables.

ü Software and other management tools you intend to propose and why you believe they are a good choice. (We have chosen Paylocity for our HR and Payroll solution across all our companies, so it is not negotiable).

ü Pricing.

ü Fixed price for the project with an itemized costing and the number of hours you expect the project to take.

ü References, including name, contact details and contact information for at least three previous clients.

ü Examples of development plans you have done for others.

ü Any terms or conditions for working with you.

Please submit your proposal as a PDF to Error! Hyperlink reference not valid. by May 26, 2023.

Selection Criteria

The Florida State Elks Association will evaluate all proposals based on the following criteria:

· Responsiveness to the requirements outlined in the RFP.

· Relevant past experience and performance.

· Samples of your work.

· Testimonials from past clients.

· Quoted cost of the project.

The Florida State Elks Association (FSEA) reserves the right to award the contract to the vendor that represents the best value to the business, as determined by the FSEA.

RFP and Project Timelines

The FSEA timeline for RFP and project is as follows: Request for proposal issuance

May 12,2023

Deadline for proposal submission May 26, 2023

Selection of vendor June 9, 2023

Development plan creation begins June 14, 2023

Project completion Aug. 14, 2023

Vendors may propose an earlier or later completion date in their proposal.

Job Type: Contract

Experience:

• Business development: 1 year (Preferred)
• Sales: 1 year (Preferred)

Work Location: Hybrid remote in Umatilla, FL 32784

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