Student Conference Management Services

The vendor is required to provide for delivering a high-quality student conference experience including, but not limited to:
1. Logistics and operations
• Identify and secure a suitable venue central to the central to eastern half of the state with capacity for general sessions, breakout rooms, meals, and competitive events. 
• Manage all venue agreements and ensure spaces are equipped with appropriate audiovisual needs and accommodations. 
• Coordinate event setup, signage, registration tables, and material distribution. 
• Develop a basic contingency plan to address unexpected disruptions, including
2. Content delivery and programming 
• Coordinate judges, session leads, and special guests, subject to state approval. 
• Design and schedule breakout sessions on career development, leadership, and postsecondary planning, in consultation with the state. 
• Coordinate a student-led service project aligned with the agency-national initiative. 
• Provide supervised games and enrichment activities in a staging area for competitors. 
• Recruit and train judges, evaluators, and volunteers for all competitive events. 
• Manage scoring, tabulation, and award preparation for all competitive events. 
• Provide event materials including scorecards, signage, name badges, and information binders.
3. Meals and refreshments 
• Plan and coordinate appropriate meals and refreshments (e.g., breakfast, lunch, snack breaks) for all student and adult participants, including accommodations for dietary restrictions. 
• Food must be within rates acceptable to the state. 
4. Registration and communication 
• Develop and manage a registration system for schools, students, judges, leaders, and guests. 
• Communicate regularly with registrants regarding schedules, logistics, and expectations. 
• Track and manage attendees, coordinating name badge printing and check-in procedures. 
5. Post-event wrap-up 
• Administer post-event evaluations to gather participant feedback. 
• Provide the state with a final report including attendance data, financial summary, evaluation results, and recommendations for future events.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 30, 2025