The Association for association professionals in Chicagoland

Overview

The Critical Care Transport Medicine Conference (CCTMC) is an annual, national educational conference serving physicians, nurses, paramedics, respiratory therapists, and allied healthcare professionals involved in critical care transport medicine. CCTMC is jointly governed by its Sponsoring Partners and is seeking a modern, technology-forward conference management partner capable of delivering a scalable, data-driven, and professionally executed conference experience.

Scope of Services

Conference Technology & Platform

The selected vendor must provide or support a modern event management platform that includes:

• Online registration and secure payment processing
• Attendee, speaker, and exhibitor portals
• Badge generation and digital or QR-based on-site check-in
• Real-time reporting dashboards
• Mobile-friendly or app-based attendee experience
• Secure data storage and export capabilities

Vendors must clearly identify the platforms used and any associated licensing costs.

Hybrid & Digital Content Support

Vendors should demonstrate experience with:

• Session recording coordination
• Digital syllabus and speaker material management
• Post-conference or on-demand content access
• Speaker consent and release workflows

Hybrid delivery is not required but will be viewed favorably.

Program & Speaker Management

• Coordinate calls for speakers and abstracts
• Manage speaker submissions, bios, disclosures, and deadlines
• Provide automated reminders and tracking
• Support session scheduling logistics
• Assist with evaluations and continuing education documentation

Educational content decisions remain with the Educational Program Committee.

  Marketing & Audience Growth

• Support digital-first marketing strategies
• Coordinate email campaigns and promotional timelines
• Support social media promotion
• Track registration conversion and engagement metrics
• Provide sponsor and exhibitor exposure analytics

Exhibitor & Sponsor Management

• Manage digital exhibitor and sponsor contracts
• Support invoicing and payment tracking
• Provide exhibitor self-service portals
• Coordinate booth assignments and logistics
• Deliver post-event reporting to exhibitors and sponsors

Venue, Hotel & On-Site Management

• Solicit and evaluate venues and host hotels
• Conduct site visits (virtual or in-person)
• Negotiate hotel and venue contracts
• Manage room blocks, food & beverage commitments, AV, and catering
• Coordinate on-site logistics and staffing
• Implement risk management and contingency planning

Financial Management & Reporting

• Support budget development with Sponsoring Partners
• Maintain transparent financial tracking
• Provide regular financial snapshots and reporting
• Support final reconciliation and audit readiness
• Implement clear approval workflows

Governance & Project Management

• Maintain a detailed project timeline and milestones
• Use centralized project management tools
• Support multi-association governance structures
• Define escalation and decision-making processes

Data Ownership & Transition

• All CCTMC data remains the property of CCTMC
• Vendor must support full data export upon request
• Vendor must provide transition support if services conclude
• No vendor lock-in permitted

Vendor Qualifications

• Proposing organizations should demonstrate:
• Experience managing national medical or healthcare conferences
• Strong technology and data management capabilities
• Financial reporting and transparency experience
• Ability to support multi-association governance models
• References from comparable conferences or associations

Proposal Requirements

Proposals must include:

1. Company background and relevant experience
2. Technology platforms utilized
3. Staffing model and key personnel
4. Approach to modernization and innovation
5. Sample timelines and workflows
6. Fee structure and pricing model
7. Identification of out-of-scope services
8. At least three references

Contract Term

The anticipated contract term is one year, with the option to renew subject to performance and mutual agreement.

Submission Information

Proposal deadline: May 15, 2026

Anticipated selection date: June 5, 2026

Submission method: Online

E-mail questions to lisa@ampa.org

Evaluation Criteria

• Proposals will be evaluated based on:
• Technology and innovation capabilities
• Experience with similar conferences
• Financial transparency and controls
• Exhibitor and sponsor support
• Governance and collaboration approach
• Cost effectiveness and value