Security Awareness Day Services

The Vendor is required to provide security awareness day services on an as needed basis.
- Requirement:
1. Agenda development and advanced planning
•    Coordinate and manage all planning activities for the event day.
•    Submit a project plan with milestones and deadlines for county review.
•    Coordinate event theme and branding in collaboration with county staff.
•    Develop contingency plans for speaker cancellations and technical issues.
•    Secure all speakers, vendors and exhibitors, and required materials; coordinate their arrival and set up.
•    Collect speaker bios, headshots, and presentation abstracts for agenda and promotional use.
•    Obtain electronic copies of session materials and speaker technology requirements prior to the event.
•    Prepare talking points for iOS staff and county leaders to introduce speakers.
•    Develop and disseminate the event agenda and schedule in collaboration with county staff.
•    Create online registration materials for county’s learning management system.
•    Monitor registration to ensure attendance meets or exceeds target figures.
•    Develop promotional articles and advertisements for county publications
•    Coordinate with channel 16 for video recording and streaming requirements.
•    Solicit and obtain vendors and exhibitors for sponsorship of sessions and raffle prizes.
•    Perform other planning and coordination activities necessary for event success.
2. Support, logistics and materials
•    Schedule, secure, and coordinate setup of the venue, including conference rooms and exhibitor areas.
•    Provide exhibitor setup guidelines and coordinate space allocation.
•    Coordinate audio and visual setup and provide technical support throughout the event.
•    Confirm dietary accommodations for catering orders.
•    Coordinate catering for:
o    Light breakfast for all attendees (300)
o    Boxed lunches for general attendees (200)
o    Catered luncheon for agency attendees (100)
•    Design and print approximately 25 posters for display in county facilities prior to the event.
•    Prepare event signage, including at least two enlarged agenda posters and breakout room signs.
•    Prepare attendee engagement materials (e.g., badges, lanyards, trivia games, puzzles).
•    Ensure table signage and engagement activities are prepared.
•    Provide on-site support staff for setup and operations, including:
o    Room setup and monitoring during presentations
o    Registration desk assistance
o    Technical support for speaker presentations
o    Distribution and collection of surveys and materials
o    Backup support for speaker introductions
•    Disseminate and collect attendee surveys after the event.
•    Acquire and purchase speaker gifts on behalf of the county.
•    Coordinate design and acquisition of approximately 300 event t-shirts and 20 formal business casual dress shirts for iOS staff.
•    Obtain supplies and assist county staff with selecting and distributing raffle prizes.
•    Ensure compliance with county branding, accessibility, and security requirements.
3. Event conclusion tasks
•    Review and analyze attendee survey results; prepare a summary report.
•    Draft and send thank-you letters to speakers, presenters, exhibitors, sponsors, and other contributors.
•    Remove all event-related materials, signage, and equipment from the venue and ensure the space is restored to its original condition.
•    Submit and present a final event out-brief within one month of event conclusion, including an overview and recommendations for future events.