The CONTRACTOR shall: A. Seek advance approval from the DEPARTMENT for all sub-contracts, including qualifications and job descriptions for any professional service sub-contract for the 2024 New Mexico Safe School Summit. B. CONTRACTOR will attend all New Mexico Safe School Summit (NMS3) Host Committee meetings. C. CONTRACTOR will plan an annual conference on a date as determined by the NMS3 Host Committee. D. CONTRACTOR will negotiate and secure arrangement, including DEPARTMENTapproved subcontracts, as applicable, for expenses related to the conference package for the venue that includes but is not limited to: a. Audio/visual package b. Conference room costs and set-up c. Hotel room blocks d. Vendor exhibition space e. Provide necessary payments to venue and vendors. f. Food and beverage E. Create and run secure registration prior to conference: a. collect registration fee as determined by committee. b. keep a log of fees collected F. Staff registration table at event. G. Recruit volunteers from the NMS3 committee and elsewhere, if needed, to support the development of the summit agenda, speaker recruitment, and support of logistical needs. H. CONTRACTOR may maintain the existing NMS3 website. I. CONTRACTOR will use Host Committee approved logos, marketing, etc. J. CONTRACTOR will order and pay invoices for all conference materials requested by Host Committee that may include: a. Challenge coins b. Signage c. Conference attendee bags d. Printed materials e. Name badges.
