The Vendor is required to provide for conference hosting services include:
• Pre-Conference Registration Management
• Sponsor Registration Management
• Financial Management
• Nametags
• On-site Attendee Check-In
- Pre-conference registration management: contractor shall provide and administer system for conference participants to register online for their selected events including:
• Design, develop, evaluate, and manage the conference registration process in consultation with the office;
• Design and produce an online conference registration form and payment mechanism; registration will collect all dietary restrictions and accommodation needs;
• Provide discount codes for all qualifying attendees as directed by the office;
• Receive and process conference registrations;
• Assist participants with registration process, including any changes by participants;
• Provide final registration counts and dietary restrictions information to office to provide to event venue by the established date; and
• Provide office with registration reports every Friday.
• Services should include customer service for participants who require assistance registering or wish to change their registration.
- Sponsor registration management: Provide and administer a system for collecting complimentary registrations from sponsors.
• This may be the same system used for conference attendee registration but is not required to be.
• However, complimentary registrations should be included in the same weekly report as attendee registrations.
- Financial management: contractor shall invoice attendees, collect fees, and process refunds (as necessary).
• Provide revenue on an agreed upon schedule to the office.
- Nametags: contractor shall print nametags for each conference attendee.
• These nametags should be printed double-sided and with a design chosen by office.
- On-site attendee check-in: Provide multiple professional personnel to staff and manage on-site check in table; contractor shall provide no less than 4 staff for first conference day check-in and no less than 2 staff for other times.
• Duties include checking in each conference attendee and distributing their nametag, conference materials, and gift bag.
• Contractor must be able to accept on-site registration payments.
• Capacity to provide multiple personnel for on-site services.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 22, 2025