Prevention Conference Event Services

The vendor is required to provide prevention conference event services for include:
i. Prepare and manage conference budget
• Create a line-item budget
• Pay invoices and reconcile monthly statements
• Receive and deposit revenue for sponsorships, exhibitor fees, and registration fees
• Provide a budget status update to department monthly
ii. Prepare and manage conference timeline and planning committee calls
• Prepare a conference planning timeline
• Monitor key dates and activities
• Provide due dates for key activities during planning committee calls
• Schedule planning committee calls, draft agendas, and write a summary of the calls and next steps
• Co-facilitate planning committee calls with department staff
• Disseminate agendas, summaries, and other materials to planning committee
iii. Conference hotel and venue selection process
• Prepare a request for proposals (RFP) to include sleeping rooms, meeting space requirements, and tentative schedule of events
• Send RFP to conference location
• Review proposals, conduct site visits, and provide compiled information for comparison to department
iv. Manage the “call for workshop proposals” process
• In consultation with department and the planning committee:
o Review the call for workshop proposals process timeline
o Revise instructions and proposal scoring mechanism
o Create an online database for receiving and managing proposals
o Facilitate communication to instruct proposal reviewers and provide them with access to the proposal database
o Send compiled proposal reviewer scores and results to department for review
o Upon department proposal review and selection, communicate acceptance or rejection to presenters
v. Manage conference presenters/speakers
• Manage keynote speaker contracts and travel, as necessary
• Communicate with presenters throughout the planning process
• Assess presenter audio/visual needs and provide assistance onsite or virtually
• Assist presenters with registration
• Obtain presentations and make available to participants via the website
vi. Manage the conference registration process
• Create an online registration system
• Receive and process registration fee payments
• Draft and disseminate email updates to registrants prior to the conference
• Prepare nametags for onsite participants
• Prepare and provide official certificates of participation (electronic or printed)
• Maintain a record of continuing education hours (CEHS) for participants
• Staff the registration table onsite and throughout the conference
• Receive payments made onsite
vii. Sponsor and exhibitor recruitment and management
• Develop information with sponsorship packages and exhibitor fees
• Provide outreach to potential exhibitors
• Communicate regularly with exhibitors prior to the event
• Provide onsite liaison for exhibitors (nametags, onsite contact, table location, etc.)
viii. Conference marketing and promotion
• Design conference graphics and marketing materials in consultation with department and planning committee based on the theme
• Maintain and utilize conference website and social media sites to promote conference
• Market the conference to previous contact lists and others based on recommendations from department and planning committee
ix. Program materials
• Obtain bids for conference promotional item(s) suggested by department and planning committee
• Create a conference program (electronic and/or print) guide to include detailed conference schedule, workshop details, meeting room assignments, exhibitor list, etc.
x. Onsite hotel, beverage, and food management
• Coordinate and manage meeting space, security, a/v needs, and food and beverage requirements with the hotel and venue prior to and during the event
• Manage all aspects of the conference onsite
xi. Meetings held in conjunction with the conference
• Work with department to reserve meeting space, a/v needs, and food and beverage
xii. Reporting and evaluation
• Deliver monthly reports to department that includes timeline accomplishments, updates on registrations, exhibitors, and sponsors, and expenses
• Prepare overall conference and speaker evaluations in consultation with department
• Electronically disseminate evaluations at the end of each day to conference attendees
• Compile results and share with presenters, if requested
• Provide a comprehensive report within 60 days of the conference that includes evaluation results, demographics of attendees, and final budget report including revenue and expenses.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: May 05, 2025