We require a list of 500 public sector events (conferences, seminars, symposia, forums, convention, congress) that we can use for marketing purposes in our business.
Given the nature of the information we require, we expect that this project will be performed manually by the successful bidder following the instructions we provide.
Our budget is fixed for this project so bidders must quote for the recovery of 500 events.
**IMPORTANT NOTE:** In honouring Australian SPAM regulations we must reinforce that we are seeking information regarding conferences and events and **not** significant quantities of personal contact information.
**A) ** **Scope**
The scope of the search is a set of keywords to be searched within domains that end in .[url removed, login to view] and .qld.gov.au. A set of no more that 5 key word search phrases will be provided to the successful bidders however by way of example one set will be:
*(‘Conference’ OR ‘Seminar’ OR ‘Forum’) AND (‘Register’ OR ‘Registrations’)*
General notes about websites under these domains:
1) The sum total number of event recoverable from these sites may fall short of the target number of events ??" if so; we will provide more target domains.
2) A single event may be represented or promoted in multiple sites ??" if the contact details are the same on each site then we only require one instance.
3) In many cases the reference to the event on the web site will not provide all the information we require so the event needs to be found elsewhere (click through or search for the event name and/or host organisation).
4) We do not want event relating to the year 2007 and earlier
5) We are not seeking details of events being run/managed by event management companies. Where the name of the organisation “behind?? the event is an event management company then this event must not be recorded. The easiest way to identify a professional event management company is by looking at the email address. Some common event management companies are:
v. The Meeting Planners
viii. Key Forums
xi. Conference Design
xii. Ace Events
xiii. Ice Events
xiv. IIR Conferences
**Where an email address relating to an event is one of these companies, then the event should not be excluded. If in doubt whether the event is being managed by an event management company then inlcude it.**
**B) ** **Search Steps**
1) Each government web site returned by the search criteria will be reviewed
2) Many sites will simply promote or summarise and event (eg: a government department may be a sponsor or partner) but not list all the details required so:
a. Where a link to the event is provided, that link will be followed such that the required information can be recovered. OR
b. Where a link to the event is not provided then a search is to be done of the event name (eg: google “Water Conservation Congress??) to attempt to locate another web site containing details of that event. These event home sites will typically be a page or more on the organising and/or sponsors organisations web site. Some time - typically in the case of large events ??" they will have their own web site such as “[url removed, login to view]?
3) Retrieve the email addresses of **up to two** senior personnel associated with the event (for example the “organiser??, “chairperson?? or a “committee member??). For this step we are only interested in a person’s address, not a generic email address.
4) Retrieve the default or general email contact ??" these are often the email address for the administrative/secretarial person eg: registrations at or info at or enquiries at or secretariat at.
**C) ** **Required data**
1) The name of the event
2) The name of the organisation belonging to the site on which the event was found (ie: the government department, company or association)
3) The URL of the entry page for the event (the home, main, registration or contact page for the event on the web site found in Search Step step 2 above)
4) Person 1 name and email address
5) Person 2 name and email address
6) General contact and email address
7) General contact telephone number
**D) ** **Format of deliverable**
The output is to be provided in an excel spreadsheet with columns as follows:
| Event Name | Organisation Name | Event Page (URL) | Person 1 First Name | Person 1 Last Name | Person 1 Email Address | Person 2 First Name | Person 2 Last Name | Person 2 Email Address | General Contact Email Address | General Contact Name | General Contact telephone number
| 2009 Water Congress | 02/11/09 | Department of Natural Resources | [[url removed, login to view]]| Sarah | Smith | (Sarah’s email address) | Joe | Rogers | (Joe’s email address) | Conference Secretariat | |
First names must be stripped of pre-fixes such as Mr, Miss, Professor etc. All email addresses are to be clean ie: no mailto: at the beginning, or fullstops at the end, or spaces
**E) ** **Implementation Approach**
We have provided the instructions above for bidders to familiarise themselves with the steps to make a reasonable estimate of the numbers of conference/events they could recover per hour ??" we do not require the successful bidder to follow our method precisely ??" if there is a better solution using the same inputs and providing the same outcome then that is fine.
The successful bidder will have provided an estimated completion date as part of the bid and this was an important factor in accepting the bid. Progress reports are to be provided regularly (at least every three days.
IMPORTANT: We may request a copy of the deliverable as it is progressing so that we can monitor the quality of the output. Where instructions have not been followed then we will remove those event rows/entries from the spreadsheet and return it to the successful bidder to continue work. If we must edit and return the list more than two times as a result of the successful bidder NOT following the written instructions then this will negatively impact the feedback we post on RAC about the bidder.
All deliverables will be considered "work made for hire" under U.S. Copyright law. Buyer will receive exclusive and complete copyrights to all work purchased. (No GPL, GNU, 3rd party components, etc. unless all copyright ramifications are explained AND AGREED TO by the buyer on the site per the coder's Seller Legal Agreement).