Specifications include, but are not limited to: The Contractor shall: 3.2.1 General Requirements 3.2.1.1 Convene a VIP forum event series to be held on half-days in June 2024 and December 2024 (initial award period), in June 2025 and December 2025 (option 1, if exercised), and a one day-long event in June 2026 (option 2, if exercised). The Technical Proposal shall describe methods, processes, and strategies used to accomplish key project activities. Proposals should address the following: A. Participation in planning: Attend Maryland Violence and Injury Prevention (MD VIP) Forum Planning Committee meetings twice per month to communicate updates, work to select speakers and venue, manage logistics, and obtain feedback on Forum products (agenda, ads, etc.). Participate in contract monitoring meetings, which are conducted virtually with the MDH Contract Monitor approximately twice per month. B. Registration: Select the registration platform and create an online registration form approved by the MDH Contract Monitor. Manage registration process, including troubleshooting, updates, reminders, and follow-up. C. Coordinating presenters: Pursue and secure presenters as identified in consultation with Contract Monitor and forum committee members. Invite selected speakers, determine availability, share the schedule, and collect materials (resume or CV, session description with learning objectives, presentation materials, and bios). The forum planning committee generates topic and speaker ideas. Speaker fees (if applicable) are not the responsibility of the Offeror. The Offeror is responsible for coordinating, confirming, and obtaining presentations/handouts from speakers. D. Agenda and production schedule: Develop an agenda and production schedule to make available to presenters and staff. See Attachment C, a copy of the 2021 VIP forum saves the date and invitation, for an example. a. Note: VIP Forum events typically include data presentations, a policy presentation, sessions on select topics, and break-out discussions. b. Note: The Offeror is not responsible for providing meals directly. Meals or beverages may be provided using other resources, such as PSM. The Offeror is responsible for including breaks in the agenda and incorporating food/beverage logistics into the venue space. E. Marketing materials: Use a professional graphic designer to develop four digital promotional ads (one Save the Dates and one Invitation Flyer per event). Note: Products must be approved by MDH and be developed within branding guidelines. F. Venue logistics: Conduct at least one site visit at the Forum venue with the MDH Contract Monitor. The forum planning committee will generate several no-cost venue options for consideration. Coordinating venue logistics are the responsibility of the Offeror, the venue cost is not the responsibility of the Offeror. G. Ensuring technology: Coordinate with the venue, presenters, and/or committee to ensure the availability of laptops, projectors, internet access, streaming or recording, etc. a. Note: The format of the events is to have an in-person event with a hybrid option (live streamed or recorded)...
