The vendor is required to provide governor's conference hosting services for include:
• Pre-conference registration management
• Sponsor registration management
• Financial management
• Nametags
• On-site attendee check-in
1. Pre-conference registration management
• Design, develop, evaluate, and manage the conference registration process in consultation with the state water 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.
2. Sponsor registration management
• Contractor will 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.
3. Financial management.
• Contractor shall invoice attendees, collect fees, and process refunds (as necessary).
• Contractor will provide revenue on an agreed upon schedule to the office
4. Nametags.
• Contractor shall print nametags for each conference attendee
• These nametags should be printed double-sided and with a design chosen by office
5. On-site attendee check-in
• Contractor shall 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.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 22, 2025