Specifications include, but are not limited to: A. Site Selection Services Oversee and facilitate all aspects of the event, including site selection (as requested), vendor negotiation, event registration, marketing, sponsorship management, onsite staffing, and post-event reporting. Negotiate and obtain contracts for off-site functions. The TWDB has executed a contract with the AT&T Hotel and Conference Center to reserve dates for “Water for Texas 2025.” The selected Contractor will be responsible for taking over this contract and amending it to be between the AT&T Hotel and Conference Center and the selected Contractor. Any and all future eventrelated contracts will be between the Contractor and the selected vendors. B. Accounting Services Prepare and monitor event budget Establish an event bank account Process all payments, which may include but not be limited to: o Sponsorship payments o Event-related payments o Online event registration Establish a payment gateway to process transactions through Contractor’s merchant account into the designated event bank account or fund sites provided by the TWDB Categorize funds collected by the event, total transactions, discount rate, and description of all fees Report event transactions monthly and weekly three months out from events Provide final reporting of the Event within 60 days after Event completion. Reporting must include all cost information, number and category of attendees, problems that occurred, and lessons learned. C. Training/Meeting Facilitation Services Participate in program/planning committee meetings on a monthly basis, biweekly basis 4–10 months prior to the event, and weekly within 3 months of the event or as necessary and mutually agreed upon Provide agenda to TWDB prior to each planning meeting and follow-up notes after each meeting D. Instructor/Speaker Management Services Secure potential keynote and featured speakers (with TWDB approval) Prepare and distribute appropriate invitations to participate (i.e., letters, callfor-presentations, etc.) and other communications as needed Negotiate speaker contracts Distribute speaker agreements and ensure speakers complete agreement and provide all required information (bios, photos) Coordinate speaker travel, lodging logistics, and post-travel reimbursements (as approved by TWDB) Prepare and distribute post-event follow-up materials (thank-you letters, evaluations, etc.) Coordinate other logistics when needed E. Event Identity Services Review and provide comment on event identity, including graphic design of web and printed materials as requested F. Website Services Develop and host online registration website Identify, purchase, and manage conference app for attendees G. Sponsor/Exhibitor Coordination Services Manage all communications with sponsors and exhibitors Secure sponsorships (with TWDB approval) and process any resulting sponsorship contracts Develop and coordinate sponsored materials with appropriate vendors and prepare for distribution at event Coordinate and integrate all suppliers (hotel, decorating company, etc.) Coordinate vendor-sponsored evening reception, if applicable Provide weekly sponsorship reports to TWDB H. Registration Services Develop, host, and process online registration Generate automatic confirmation of registration Manage online registration to ensure maximum numbers are not exceeded Generate and manage waitlist, if applicable Produce event attendee roster and list for name badges, etc. Generate email notifications and event reminders for registrants as needed Staff events and manage onsite event registration Provide weekly registration reports to TWDB I. Event Coordination Services Facilitate the selection of appropriate event entertainment, if applicable Facilitate the selection of and obtain appropriate event giveaways, if applicable Negotiate lighting and sound system services Recommend signage and print materials as needed Print event materials and signage J. Facility Services Amend AT&T Hotel and Conference Center contract to be between AT&T and Contractor Negotiate booking of space for future conferences Negotiate food and costs Negotiate wireless access and computing services Negotiate parking facility fees Negotiate and manage audio-visual and videotaping/photography services K. Other Services Print and/or copy materials for event Prepare event attendee and speaker packets for distribution
