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OCMA Request for Proposals: 2026 Annual OCMA Conference

DATE ISSUED: April 2024

PURPOSE: The Ohio City/County Management Association (OCMA) is seeking responses to the RFP for conference venues to host its 2026 Annual Conference. Dates are flexible, but in the past, the conference has been held on a Wednesday – Friday cadence in late winter/early spring. The conference draws over 200 attendees each year.

CONTACT INFORMATION:
OCMA Secretariat
1810 College Road
210 Page Hall
Columbus, Ohio 43210
614-247-8823
ocmaohio@gmail.com

DEADLINE TO SUBMIT PROPOSALS:
Please send your proposal and all supporting materials to ocmaohio@gmail.com by June 12, 2024, at 5:00 PM.

EVENT PROFILE:The event must take place in Ohio at a quality and accommodating hotel with large event space (priority will be given to member jurisdictions). A minimum of 75 guest rooms per night is needed (Government Per Diem rates requested).
The conference is made up of concurrent training sessions that take place over 2.5 days, as well as general sessions in the ballroom area. Mobile workshops/site visits and social activities are strongly encouraged. Space is also needed for a registration table that is set up along with approximately 20 sponsor/vendor tables.


Event Name: 2026 OCMA Annual Conference
Expected Attendance: 200+ guests
Day of Week Preference: Wednesday – Friday

EVENT REQUIREMENTS

Guest Rooms:

  • Approximately 75 rooms per night for overnight guests is needed.
  • Hospitality suite available for one night of the event is strongly encouraged.
    Function Space:
  • Ballroom space that can accommodate up to 250 banquet style seating for both meal functions and keynote address/general sessions.
  • A/V assistance available (screens, laptop, sound, staging, technicians, mic, etc.)
  • Large pre-function space where 20+ sponsors/vendors can have display tables for entire conference period, with early setup and late teardown
  • Registration space (pre-function space has been utilized in the past) with at least two tables and four chairs
  • Minimum of three meeting/breakout rooms for simultaneous sessions or trainings. These breakout rooms will need to accommodate up to 50 conference attendees in either a theater or small group setting.
  • Reception space

Offsite Activities:

  • Access to mobile workshops/offsite visits are strongly encouraged to showcase host community. Buses/transportation must be available.
  • Social activities to encourage networking and showcase host community strongly encouraged.

Food & Beverage Needs:

  • Water availble by the gallon throughout the event and function space for all days
  • Breakfast: Two buffet-style breakfasts with banquet seating at 8-person round tables
  • Thursday Luncheon: buffet style with banquet seating at 8-person round tables
  • Friday: Boxed lunches available to eat on location or for takeaway
  • Coffee throught the A.M. all mornings
  • Breaks – soda, snacks, coffee
  • Reception (Usually Thursday, 5:00 – 7:00 PM) – Mixed seating/standing area with staffed bar
    Concessions Desired:
  • Guests Rooms – One complimentary room per fifty on room block
  • Complimentary wi-fi internet for meeting and guest rooms
  • Complimentary parking for attendees
  • Complimentary hospitality suite venue space at the hotel for evening activities
    Documents/Details Requested in Proposal:
  • Narrative highlighting the benefits of this host location
  • Contact information for host community (Ideally, a representative of the 2026 host committee will also serve on the 2025 planning committee).
  • List of available dates to host the conference
  • Catering menus with minimum catering amount required by hotel
  • A/V list, including itemized costs
  • Average room rate (government rate if preferred)
  • Proposals for community-based field learning opportunities that would be available for conference attendees (this could be integrated into the regular conference agenda, or at a Wednesday half-day afternoon session)
  • Number of volunteers available to help facilitate conference flow & registration
  • Nearby venues that could hold an evening social event
  • Any other specific sponsorship or support for the conference that the community is able to provide to help host the conference

Reference Documents: