RFP Event Venue

The St. Louis Center for International Relations d/b/a World Trade Center-St. Louis (the “WTC”) is a non-profit charitable organization established for the purposes, among others, to promote international cooperation through job creation, new investment, exchanges, and development in the areas of economics, commerce, education, technology, and culture, and to advance international business growth and economic development opportunities. In furtherance of its mission, the WTC has, since 1998, presented an annual event known as “Growing Global,” which provides a regional forum to address timely international issues that affect globally-growing companies. Since its inception, Growing Global has become the St. Louis region’s largest and most publicized international business-focused event. Each year, more than 650 international business leaders and professionals, representing more than 200 organizations throughout the St. Louis region, attend this dynamic forum.

The WTC issues this Request for Proposals (“RFP”) for qualified service providers with banquet facilities to host the 2024 Growing Global event (the “Event”).

Scope of Services
The “Services” shall consist of, and the successful service provider shall provide, all facilities, services, products, and equipment to host the Event. The provider may use separate subcontracted vendors to provide the Services. However, the provider or its subcontracted vendors are responsible for set-up, installation, clean-up, and removal of all products, equipment, refuse, and recyclable materials for the Event. Pursuant to this RFP, the Services must include facilities, services, products, and equipment to meet the following minimum criteria:

Event Date and Schedule
Facilities proposed to host the Event must be available for at least one of the following dates:

Wednesday, September 25, 2024; or Thursday, September 26, 2024.
Proposals should confirm the provider’s availability for both dates, if possible. The desired schedule for the Event is:
7:00 AM to 11:00 AM Set-up
11:00 AM to 11:30 AM Networking (reception area and VIP room)
11:30 AM to 1:30 PM Luncheon
1:30 PM to 2:30 PM Conclusion and clean-up

Event Space
Facilities proposed to host the Event must include:

  1. A banquet room to accommodate up to 700 attendees for a luncheon;
  2. A reception area for all attendees; and
  3. A private reception area for a smaller number of VIPs, which is separate from, but easily accessible from, the banquet room.

Food and Beverages
For the Event, the successful service provider shall, at a minimum:

  1. Provide and serve beverages for both reception areas, prior to the luncheon, to include: regular and decaffeinated coffee, hot tea, cream, sugar, and water (cold bottles or pitchers with glasses and ice);
  2. Provide and serve food and beverages for the banquet room, to include: a three-course plated luncheon, regular and decaffeinated coffee, hot tea, iced tea, and water;
  3. Provide and serve food and beverages for Event volunteers, to include: a light breakfast selection with beverages (coffee, tea, water, and juice), which can be served in reception area; and
  4. Provide personnel to perform all set-up, serving, and clean-up for the Event.

Audio-Visual Capabilities
For the Event, the successful service provider shall, at a minimum:

  1. Provide video monitors for a PowerPoint rolling scroll in the reception area;
  2. Provide a stage with podium, piping, drapes, and rigging for a large banner (banner to be provided by WTC) in the banquet room;
  3. Provide microphones, audio equipment, teleprompter, lighting, video presentation screen(s), and monitors for the banquet room;
  4. Provide equipment that allows access and capability for audio-video recording;
  5. Provide Wi-Fi accessibility for staff and guests; and
  6. Provide personnel to install and operate the stage and audio-visual equipment described above.

See full RFP here.

Proposals Due By:
Wednesday, June 5, 2024, at 3:00 PM

World Trade Center-St. Louis
ATTN: Erika Castillo
120 South Central Ave., Suite 200
St. Louis, Missouri 63105
(314) 615-7663
[email protected]