All correspondence must be made through the Vendor Portal. Specifications include, but are not limited to: The purpose of this solicitation is to continue the State’s Meeting and Conference Planner Services Program for Eligible Agencies, Employees and the State of Arizona. 3.1.1. Activities which may be included, but are not all inclusive: 3.1.1.1. Meeting(s) with Customer to discuss requirements and provide options for meeting the Customer’s event requirements. 3.1.1.2. On-site review of facilities with Customer. 3.1.2. Coordination and Arrangement of identified Activities which take place prior to the Customer’s event: Locate and secure, upon Customer’s request and approval, conference or meeting/functions location(s) and service(s) that may include, but are not be limited to the following items: 3.1.3. Facility(ies) and Facility(ies) related services: 3.1.3.1. Reserve, negotiate rates and execute contracts for facilities and related services. 3.1.3.2. Meeting rooms and breakout areas 3.1.3.3. Ensure that all meeting/event areas are wheelchair accessible. 3.1.3.4. Ensure that restroom facilities have an adequate number of stalls and are wheelchair accessible. 3.1.4. Parking - Arrange for adequate parking for event participants. 3.1.5. Security Services - Arrange for security services to include any special Customer requirements. 3.1.6. Printing for event such as: 3.1.6.1. Arrange for printing of brochures, name tags, agendas, and reminder cards 3.1.6.2. Provide for signage for display at event: a. Display a map of meeting room locations in a centralized area(s). b. Provide agendas, as requested. c. Provide a listing of classes or topics and times outside each meeting room, entrance. 3.1.7. Audio Visual Equipment - Arrange for Audio Visual equipment 3.1.7.1. Ensure the availability of frequency modulation equipment for the hearing impaired. 3.1.8. Internet / WiFi / Conference Calling – Arrange for: 3.1.8.1. Computer and Internet access for meeting presentations / participants use. 3.1.8.2. Telecommunications needed for Conference CallIn/Call Out capability. 3.1.8.3. Internet for individual participants’ use separate from the meeting space (such as a business office for guests). 3.1.9. Exhibitors 3.1.9.1. Coordinate exhibitors, booth layout and booth assignment. 3.1.9.2. Assemble and disassemble trade show booths for events, 3.1.9.3. Staff booths. 3.1.10. Catering – Arrange for catering. 3.1.10.1. Catering may be provided as allowed and approved in writing by Customer. 3.1.11. Lodging – Arrange for lodging for participants and/ or presenters. 3.1.12. Virtual Service Provision 3.1.12.1. Provide all resources needed to host a virtual conference 3.1.13. Transportation 3.1.13.1. Assist presenters with travel arrangements. 3.1.13.2. Arrange for ground transportation when necessary to shuttle participants and/or presenters between meeting facilities, hotels and/or airports. 3.1.13.3. Arrange for transportation of booth and materials to and from the event site. 3.1.14. Pre-Registration of Participants 3.1.14.1. Establish methods of registration and payment such as: a. Online registration process b. Accept payment by check, credit card, purchasing card and purchase order. 3.1.14.2. Produce a Registration Report for Customer that includes items such as: a. Each Registrant’s name, address, email, phone and other contact information. b. Sessions and times selected by registrant c. Special event choices. d. Meal preferences to include special dietary preferences – as applicable. e. Track registrants’ attendance for continuing education. 3.1.14. Other Items such as: entertainment, transcription services, translators and sign language interpreters, educational support materials, assemble conference materials/packets.
