Specifications include, but are not limited to: Procure a Venue, for in-person or as virtual, as determined and approved by the Department, to host at least two thousand (2,000) Participants. The Venue shall allow for breakout rooms. If Summit is in-person, provide Livestream of the keynote and plenary sessions, as well as audio visual of some the breakout sessions as determined in coordination with the Department. If the Summit is virtual, provide Livestream audio and visual of the keynote speakers and all breakout sessions. Procure keynote speakers, additional security as necessary, photography services, catering services (if in person), printing services, translation and closed captioning services, audio visual services, appropriate software applications, and supplies, all in consultation with and to be pre-approved by the Department. All subcontract agreements shall be executed by the awarded Bidder no later than thirty (30) days from approval by the Department. Create, maintain, and disseminate a website, save the dates, invitations, agendas, and any other promotional materials approved by the Department. Provide a registration plan, to be approved by the Department, to include: A platform for electronic early registration. Reconciliation of Participant registration fees. On-site registration services for the day of an event. Arrange for Continuing Medical Education (CME), Continuing Education Units (CEU), and/or Emergency Service Contact Hour opportunities for Participants. Provide technical and logistical support for presenters and Participants, including: Agenda planning and time keeping; Practice session(s) prior to live event; Monitoring of chat or in person commentary and behaviors; Recording services for keynote presentations; and Storage and promotion of recorded sessions. Facilitate up to ten (10) follow up seminars related to the Summit in the time between annual Summits, as requested by the Department. These seminars shall include an option for CMEs and CEUs. Collect and review materials, resources, and other content to be displayed at the Summit, follow-up events or other forms of media, as requested by the Department. Provide Participant satisfaction surveys, evaluation services, and all other required reports as requested by Department within thirty (30) days from conclusion of the Summit and follow-up events. Provide evaluation services, including at a minimum: Whether the goals and objectives of the Summit were met or exceeded; If the goals and objectives of the Summit were not met or exceeded, provide recommendations for improvement; Provide individualized ratings of the keynote and breakout sessions rated by Participants on such areas as presenter knowledge and teaching methods; Collect Participant demographics including professional experience; Collect outreach information; and Collect suggestions for improvement, including technical supports and suggested speaker trainings. Facilitate the distribution of sponsorships, scholarships, reimbursements for transportation, and donations. The awarded Bidder shall also manage incoming donations and philanthropic gifts, on behalf of the Department. Ensure Participants approved for compensation are reimbursed within thirty (30) days following approval by the Department. Procure, prepare, store, and deliver Participant takeaway materials at least one (1) week prior to Summit, and follow-up events as necessary. Provide onsite coordination for any signage, posters and displays, directions to breakout sessions, continuing education registration, and other tasks identified as necessary. Ensure all materials related to the Summit are provided to and approved by the Department prior to utilization. Participate in meetings with the Department as requested. Create, maintain, and disseminate a website, save the dates, invitations, agendas, and any other promotional materials approved by the Department. Ensure conference facilities meet Americans with Disability Act (ADA) specifications and comply with all applicable laws. Ensure all materials produced comply with State and federal policies/guidelines, including but not limited to the Digital Accessibility and Usability Policy.
