2021 National RTAP Conference Local Host RFP Q&A Webinar

December 19, 2019, 2:00-3:00 PM ET

U.S. Department of TransportationFederal Transit Administration

Agenda

• Introductions and National RTAP Overview

• National RTAP Conference Overview

• Local Host RFP

• Experience of Previous Local Hosts

• Questions

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Introductions

Robin PhillipsExecutive Director, National RTAP

Liz TaylorAssistant Director, National RTAP

Neil RodriguezProject Manager, National RTAP

Kari RuseTransit Liaison Manager, Nebraska DOT

Jaimie BaldwinTraining Program Coordinator, Oregon DOT

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National RTAP Overview

• Technical assistance center funded by FTA through the Section 5311 Formula Program for Rural Areas

• Free training and technical assistance products and services for rural and tribal transit providers

• Supports the State RTAP programs

• Review Board – 7 state DOT officials and 7 rural transit providers

• Neponset Valley TMA is under a five-year cooperative agreement with the FTA to run National RTAP

• National RTAP has staff in Washington, DC and Woburn, MA

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National RTAP Conference Overview

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National RTAP Conference

• Biennial conference, usually held in the fall

• Previous Conferences

– 2012 Fort McDowell, AZ

– 2015 Denver, CO

– 2017 Omaha, NE

• Target Audience

– 2019 Portland, OR

– Rural public and human service transit providers, tribal transit managers, planners, state transit agency staff, intercity bus operators, consultants, researchers, and trainers.

– Attendance in recent years has ranged from 305-342

National RTAP Conference (cont.)

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• Conference Focus

– Implementation and improvement of rural and tribal transit programs, including intercity services

– Provide training and share strategies, current regulatory information, and best practices related to rural and tribal public transportation

• Conference Planning

– National RTAP Planning Committee, Other Technical Assistance Centers, and the Local Host Committee

– Conference admin company hired to assist with registration, event planning, and on-site logistics

– Hold regular meetings to coordinate conference planning efforts

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Conference Timeline

Tentative Dates MilestonesNov 2019 Local Host RFP LaunchedDec 2019 Q&A WebinarMay 2020 Local Host RFP Closes - Location SelectedSummer 2020 Hotel/Venue RFP and SelectionSummer 2020 Hotel/Venue Site VisitSummer 2020 Finalize the Theme/LogoFall 2020 Save the Date SentFall 2020 Launch Call for PresentationsFall 2020 RFP Conference AdminLate 2020 Select Conference AdminEarly 2021 Deadline for Call for PresentationsEarly 2021 Website and Registration DevelopmentSpring 2021 Launch Vendor ProspectusSpring 2021 Launch Website and RegistrationSummer 2021 Finalize Program/Sessions and Hotel/Conference LogisticsSummer 2021 Launch Conference AppFall 2021 Conference

2017 Omaha Conference Highlights

nationalrtap.org/conference2017

October 29-November 1, 2017, Hilton Hotel, Omaha, Nebraska

Local Host Committee: Nebraska DOT, University of Nebraska, Advance: Innovation & Safety in Transit, Nebraska Association of Transit Providers,

Omaha Metro, and Omaha Convention & Visitors Bureau

Keynote speakers included FTA Acting Administrator K. Jane Williams, Olympic Gold Medalist Billy Mills, and productivity and happiness guru

Kristina Cerise. Big Night Out was at the Joslyn Art Museum9

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2017 Omaha Conference Highlights (Cont.)

2019 Portland Conference Highlights

nationalrtap.org/conference-2019

September 15- 18, 2019, DoubleTree by Hilton, Portland, Oregon

Local Host Committee: Oregon DOT and Oregon Transit Association

Highlights included networking opportunities, presentations by FTA, keynote speakers on de-escalation, human trafficking, and rural economic

development, TransportationCamp, NTI Training, and local trips and tours

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2019 Portland Conference Highlights (cont.)

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Local Host RFP

2021 Local Conference Site Requirements

Transportation Requirements• Access to a major airport within 60 miles or less• Reasonable time and cost of local transportation connections to the conference

Hotel/Conference Site Requirements (Sunday-Wednesday)Local host is not responsible for procuring the facility contract; however, any proposed site must have a hotel that meets these basic requirements

• Plenary/banquet space for 350-450 in rounds, riser/head table in front• Reception space for 250 to 350• Space for 5-6 concurrent sessions, ideally separate from plenary/banquet space • Break space that also accommodates 30-40 6’ or 8’ tables for vendors• Outdoor display space in proximity to accommodate up to 10 buses• Sufficient sleeping rooms Fri-Thu (with a majority of the rooms on Sun-Wed) • AV support which allows for some equipment to be brought on site as needed

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Local Host Responsibilities

Prior to and during the conference the local host will be responsible for: • Assist with soliciting proposals from local hotel sites in the region• Participate in site visit(s)• Invite local VIPs for opening plenary session as confirmed with the

conference committee• Invite other local entities (e.g. tribes, color guard) to participate in the

conference kick-off to welcome guests• Develop a list of local/state volunteers to serve as session moderators,

room hosts and/or registration desk help and assist with coordinating the volunteers

• Identify AV resources, such as projectors and laptops, for use at the conference (to supplement AV contractor services and National RTAP’s equipment)

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Local Host Responsibilities (cont.)

• Assist with arranging local events during the conference, including engaging the local convention and visitor's bureau

• Help publicize the conference to local transit agencies in the region to encourage attendance

• Assist with Student Research Poster marketing/recruitment, by identifying potential professors and students for involvement

• Assist with conference program planning• Support a vendor development committee for the vendor expo• Assist with identifying local sponsors and contributors for the conference• Assist with identifying and procuring local giveaways

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National RTAP Responsibilities

(Responsibilities NOT Required by the Local Host)• Negotiate and sign the contract with the conference hotel • Procure a contractor as event planner to assist with conference planning

and implementation• Identify and purchase attendee giveaways (e.g. bags, notebooks, and/or

pens)• Assemble the conference sessions and agenda• Solicit sponsor support and vendors for the expo• Solicit keynote and FTA speakers• Manage conference registration• Conference marketing

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Local Host Qualifications

Required Qualifications• Demonstrated support of State DOT transit staff• Demonstrated support of State RTAP Program• Demonstrated support of State Transit Association • Experience with planning and implementing transit conferences

Desired Qualifications• Experience with hosting conferences of 300 or more• Relationship with the local transit agency for volunteer support and bus

passes

Proposal Submission and Evaluation

Proposal Submission• Email conference@nationalrtap.org with “2021 Conference Local Host

Proposal” in the subject line• Proposals may be in letter format, ideally 6 pages or less, and must

reference the requirements listed in this RFP• Identify the lead person for the local host proposal and the representatives

for supporting organizations

Proposal Evaluation• Evaluation committee is made up of National RTAP staff and Review Board

members• Evaluation of proposals will begin when received• National RTAP would like to have a location identified in April 2020, but no

later than May 31, 2020

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Experience from Previous Local Hosts

Kari RuseTransit Liaison Manager, Nebraska DOT

Jaimie BaldwinTraining Program Coordinator, Oregon DOT

Questions?

• The recorded webinar and answers to any questions will be posted at nationalrtap.org/News/Conference/2021-Conference, along with the Local Host RFP

• Previous National RTAP Conference websites and programs are at nationalrtap.org/News/Conference

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U.S. Department of TransportationFederal Transit Administration

Contact Information

National RTAP888-589-6821nationalrtap.orgconference@nationalrtap.orgFollow us on Facebook, Twitter, LinkedIn, Instagram, and YouTube!

Robin PhillipsExecutive Directorrphillips@nationalrtap.org

Liz TaylorAssistant Directoretaylor@nationalrtap.org