Event Planning and Support Services

The Vendor is required to provide event planning and support services for include:
- Pre-event - general assembly:
1. Master event and production schedule:
• Develop a master event and production schedule detailing staging, audiovisual, and room setups, accounting for staff roles and other meeting details.
• Developing the event program by assisting in identifying speakers and securing their participation, as needed.
• Also assist with logistical program preparation and coordination by scheduling speaker preparation meetings, sending pre-event instructions to speakers, and providing them with on-site coordination on the day of the event.
2. Master script
• Support for the development of the master script to ensure a smooth-running program, including stage directions and meeting locations for speakers.
• This document will include all speaker remarks, notes on stage-transition handoffs, integration with the master ppt deck, etc.
• During script development, the consultant shall coordinate program speakers, transitions, timekeepers, and other run-of-show elements in accordance with the master event schedule.
• Prior to the event, the consultant shall coordinate with staff to assign positions to speakers and session timekeepers, based on the master script and event schedule.
3. Exhibitor hall and special programming elements
• Prior to the event, the consultant shall assist the special events producer in organizing and creating an exhibitor table assignment and placement map based on sponsor level.
• The consultant shall also assist the special events producer with special programming elements, as needed.
• This may include, but is not limited to, identifying partners and securing their participation, including responding to sponsorship inquiries and coordinating with sponsors on implementation of their sponsor agreements with activities such as sharing specs for creative assets; gathering logos and program ads, and sharing exhibitor hall assignments and logistical instructions; coordinating placement and scheduling of demonstrations, tours, or expositions in the designated conference area, as needed; creating a site plan or layout for special programming elements; clarifying insurance requirements or site-specific restrictions and requirements and ensuring compliance.