The Vendor is required to provide vent management and support services for the successful hosting of state events.
- Staff must be courteous, helpful, efficient, and neat in appearance at all times while on site during the event.
- Event Branding and Event Marketing
1. Event Branding
• Contractor must utilize branding provided by office to create a unique and memorable brand identity for the conference, including event logos, color scheme, and messaging.
• Contractor must adhere to agency branding guidelines on outreach materials where applicable.
• Contractor must provide graphic design services for all event-branded materials, including, but not limited to, banners, flyers, brochures, email and social media graphics.
• Contractor must ensure consistency with the conference branding across all materials.
• All event branding, marketing, materials, and public communications are subject to approval by office procurement services.
2. Event Materials and Collaterals
• Contractor must produce, print, and provide all event materials requested by office including, but not limited to, programs, banners, brochures, badges, agendas, and promotional items.
• Contractor must provide quality control over the inventory of all conference materials and ensure availability/provision of materials and supplies for the event.
• Contractor must work with office to develop a signage plan to present signage and branded materials across the event location and create a cohesive conference experience for attendees.
- Must obtain office approval for a signage plan for each event, and design, produce, print, and provide all event-branded signs as needed, including but not limited to the following:
• Wayfinding signs
• Step and repeat signs
• Banners
• Video screen signage
• Installation methods
• Others as requested
- Event Digital Content Creation
• A video of office and its divisions to play during the event.
• Office expects the video to be approximately five minutes long. Sections of videos may be looped as visuals during the event. Longer versions of the videos could be used as introductory resources for certain sessions.
• Graphics for screens in event area. These graphics will be subject to office approval.
• A PowerPoint template for presentations during the event. This template will be subject to office approval.
- Event Marketing
• Email strategy: develop and execute an email strategy consisting of a regular cadence of branded emails to attract attendees and exhibitors.
• Social media strategy: develop a social media strategy consisting of a regular cadence of branded social media posts to attract attendees and exhibitors and provide updates and highlights during the live event. Work with the office digital team to implement the strategy on official office social media channels.
• Direct outreach to potential attendees (including exhibitors).
• Advertise and conduct sales for the event to meet or exceed the targeted number of exhibitors and attendees.
- Event Mobile Application
• Event navigation
• Displaying the event schedule
• Displaying the event program
• Displaying event attendees, speakers, and exhibitors.
• Displaying the event floor plan
• Allowing full government branding
• Deploying push notifications
• Providing live updates
• Providing lead capture capability
- The event application must be accessible to both apple and android phones.
- The application must be tested to office satisfaction prior to deployment.
- Office reserves the right to request and conduct additional testing.
- The event application must be published prior to the event and made available to event attendees and exhibitors.
- Software shall include online in-advance registration capabilities and check-in at the event. Registration shall be accessible from any type of device/browser (i.e., laptop, mobile device, etc.).
- Registration software shall:
• Develop and maintain a government website with separate registration requirements for attendees and exhibitors
• Allow multiple registrants access to the website at the same time
• Provide confirmation emails of completed registration with summary of all completed fields and receipt of payment (if applicable) to the registrant & cc’d to government administrative staff
• Include the ability to cap off individual classroom capacity at determined limits
• Include the ability to change assigned classroom locations based on registration levels
• Allow real-time exhibitor booth selection.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 5, 2026
