Task 1: Pre-Event Services Review the Seminar/event details with the County Project Manager and/or designated County personnel. Set up milestone and training calls, as needed, with County Project Manager and/or designated County personnel. Coordinate and track related activities, including the creation of a project plan and timeline. Outline deliverables and scope management and provide updates to the County Project Manager. Set up a County branded and integrated event website (website) by November 7, 2024. The vendor shall grant access to the website to event registrants. The vendor shall allow up to 600 attendees to manage their attendance information through a hub or secure link, which shall serve as a place where attendees can access written materials, live presentations, videos, and other Seminar related documents. The County shall be granted the ability to configure information on the website. Vendor shall review and reconcile registration lists, provided by the County in an Excel format on a weekly basis, and send new attendees an email confirmation and instructions to access the website. Vendor shall provide customer service support related to registration, event, and/or refund questions. All refund requests and technical issues regarding the registration process shall be forwarded to the County. Configure and provide support for a virtual platform that will be used for the Seminar and include the following: o Implementation of County provided graphics. o Webcast configuration, including uploading of pre-recorded session content and creation of live session links (up to 14 sessions). o Video player and/or video conferencing configuration. Create a fillable evaluation form for each session that can be submitted through the virtual platform created by the vendor. The County Project Manager should be granted access to download and view the completed evaluation forms for up to 90 days after the seminar event date. Provide coordination of Vendor’s resources across service delivery teams to the County. Issue overall tracking and management of the project. Manage day-of support scheduling, final sign-off, and production consultation. Task 2: Day-of Support and Training The Vendor shall provide, but not limited to, the following services and personnel to assist with planning and managing the Seminar: 1. Day-of Project Manager, will be responsible for the following: Overall management of the Seminar and team that will run the Seminar. Coordinate with the planner team through messaging. Services shall begin one (1) hour before the Seminar’s content begins and finish thirty (30) minutes after the Seminar’s final daily session ends. 2. Speaker Green Room Monitor, will be responsible for the following: Conduct speaker technical checks prior to the Seminar’s sessions. Coordinate with speakers to ensure access to the appropriate presenter links. Services shall begin forty-five (45) minutes before the Seminar’s content begins and end either during or at the session end time, depending on the actual time of the speaker’s presentation. 3. In-Session Webcast Support, will be responsible for the following: Provide in-session speaker technical assistance. Provide question and answer (Q&A) technical support. Services shall begin thirty (30) minutes before the Seminar’s start time and fifteen (15) minutes after the Seminar ends.
