Conference Event Coordinator Services

The vendor is required to provide conference event coordinator services to cerebral visual impairment (CVI) conference, scheduled to take place in person on Friday, march 27, 2026, in state.
- The event will focus on expanding knowledge and improving services for individuals with cerebral visual impairment, with a strong emphasis on accessibility for participants who are deaf, blind, or have low vision, as well as those who use mobility devices.
1. Pre-conference registration management
•    Design and produce an online conference registration form and payment system. 
•    The registration will collect contact information, dietary restrictions, and accommodation needs. the registration form must be a standalone form, designed and hosted by the vendor. 
•    It does not need to integrate into existing agency platforms. 
•    Provide discount codes for all qualifying attendees as directed by agency. 
•    Agency will provide a list of qualifying attendees and criteria. 
•    Receive and process conference registrations. 
•    The bidder shall maintain a dedicated email and phone line to assist registrants with questions or changes. 
•    The bidder’s customer service support is expected during standard business hours. 
•    Provide agency with registration reports every Friday. 
•    Complimentary registration should be included in the same weekly report as attendee registration. 
•    Provide final registration counts, accommodations, and dietary restrictions information to agency to provide to the event venue by the established date.
2. Accessibility requirements
•    The bidder shall coordinate with hotel or venue staff to ensure that room layouts, signage, restrooms, and travel paths are fully accessible, including physical accessibility features for attendees who use wheelchairs, service animals, and other assistive devices. 
•    The online registration platform and conference website shall meet section 508 standards. 
•    The vendor is responsible for verifying and ensuring that all platforms and materials are compliant. 
•    Provide a mobile event app with screen reader-compatible menus, session schedules, speaker bios, and evaluation forms, as well as locations of keynote, breakout sessions, breakfast and lunch, and exhibitors
•    Responsible for sourcing or developing the mobile event app. 
•    Markups will not be allowed should the app be sourced externally. 
•    Agency will provide session descriptions, speaker bios, and approved schedules to populate the mobile app. 
•    The bidder is responsible for creating accessible formats. 
•    Work directly with speakers to ensure all presentation materials are accessible, including alternative text, accessible slide formatting, and captioned video, if applicable.
3. Communication and marketing
•    The bidder shall create and provide agency with digital event save-the-date materials and event flyers that are fully accessible and compatible with screen readers. 
•    Collaborate with agency on core content. 
•    All marketing materials must be available in Microsoft word, pdf, or google docs formats, with each version meeting the standards for screen reader accessibility. 
•    All graphics must include descriptive alternative text. 
•    Agency must approve all messaging. 
•    The bidder will collaborate with agency to identify appropriate distribution channels and is responsible for sending the approved messaging to those contacts.
4. Registration transactions
•    Manage all aspects of attendees' registration process, including collecting fees, processing refunds (as necessary), invoicing, and waiver codes. 
•    Ensure the payment platform is accessible and secure. the bidder will select a secure and accessible platform. 
•    The registration fees will cover any transaction or service fees. 
•    Provide revenue on an agreed-upon schedule to agency.
5. Accessibility services coordination
•    Agency will secure and initiate contracts for the following accessibility services, as needed, based on accommodation requests made by attendees on their registration.
•    The bidder will be responsible for coordinating these services when required:
o    American sign language (ASL) interpreters
o    Real-time captioning or cart, FM systems
o    Tactile graphics or braille production
o    Audio description
•    Responsible for the technical setup of accessibility services but must coordinate schedules, placement, and service timing with providers and venue staff.
6. Post-event evaluation and reporting
•    Email all participants an accessible digital post-conference evaluation. 
•    Evaluation questions will be provided by agency at least two (2) weeks before the event. 
•    Evaluations must be sent to participants no later than Friday, April 3, 2026 (five working days after the event on march 27, 2026). 
•    Compile and analyze the evaluation results, including attendee feedback, session data, and recommendations for future events.
•    Submit a final report to agency no later than Friday, April 24, 2026 (four weeks after the event), marking the completion of the contract. 
•    The final report must be submitted in an accessible format (e.g., a screen reader-friendly pdf, microsoft word document, or google doc).

- Questions/Inquires Deadline: August 19, 2025