A. Venue Management 1. Ensure the venue (procured by MDH) complies with all health, safety, and accessibility standards. 2. Provide options for venue configuration (classroom style, theater style, etc.). 3. Coordinate with the venue for audio-visual (AV) needs, including projectors, microphones, and WiFi. B. Logistics Coordination 1. Develop and manage the event schedule, including start and end times, breakout sessions, and networking activities. 2. Coordinate all event logistics, including catering, parking, and registration with venue. 3. Arrange accommodations for speakers and key personnel, if applicable. 4. Manage attendee registration, including pre-event communication, badges, and onsite check-in. C. Event Materials & Technology 1. Provide necessary event materials (e.g., name tags, signage, agendas, program booklets). 2. Coordinate the development and production of event collateral such as branded folders, notepads, pens, and informational materials. 3. Ensure that all required AV and technical equipment (laptops, microphones, projectors, screens, etc.) are available and properly set up. 4. Provide on-site technical support for presentations, streaming, and virtual elements, if needed. D. Catering 1. Work with the procured venue to provide timely meal and snack services for all participants. E. Speaker/Facilitator Coordination 1. Assist in identifying and confirming speakers, facilitators, or trainers for the event. 2. Manage speaker contracts, honorariums, and travel arrangements as necessary. 3. Provide onsite support to speakers, ensuring they have access to the necessary technology, materials, and other resources.
