Specifications include, but are not limited to: The required services to be provided are conference space and lodging services for the HHSC AES annual conference. Awarded Contractor shall provide services within one (1) of the following metropolitan areas in Texas: Austin, Corpus Christi, Dallas, Galveston, Grapevine, Houston, or San Antonio. a) Contractor shall provide services for three (3) consecutive weekdays between the dates of October 1, 2024, through December 13, 2024, excluding the week of November 25, 2024. Preferred dates are December 1-6, 2024. Preferred weekdays are Tuesday through Thursday. b) Registration: 1. Contractor shall provide access to the registration area one (1) day before Event Day 1 for setup. 2. Contractor shall provide an area for conference registration that is at least thirty feet by twenty feet (30x20 ft) and include six (6) skirted tables with two (2) chairs per table. The conference registration space shall be in an area accessible to conference activities and have access to a Contractor provided telephone, electrical source, printer/copier, and wireless internet access at no extra cost. 3. On-site conference registration will be from 10 a.m. to 7 p.m. on Day 1 of the conference. c) Lodging: 1. Contractor shall have available overnight lodging in the same facility where the conference space is located or at another of the Contractor’s hotels within a quarter mile of the conference space. i. A complimentary shuttle service to and from the conference site and offsite hotel shall be available to accommodate participants who will request accommodations. 2. The conference will be conducted for three (3) consecutive weekdays, with up to 1,000 attendees arriving the first day. 3. Approximately fifty (50) staff will arrive two (2) days prior to the conference. See Guest Room Billing in Section 7.1.7 (l)...
