Specifications include, but are not limited to: 8.3.1. Phase 1 – Conference Planning: The Vendor will: 8.3.1.1. Requirements Gathering – Meet with the DRC staff to determine the requirements for the conference, including but not limited to: educational content, speakers/presenters, equipment (audio/video), advertising, web site, registration, the venue, catering, staffing, security, Subcontractor management, accounting/funds management, and contractor statute, code and rule compliance. 8.3.1.2. Project Plan and Schedule – Document the conference requirements in a project plan that identifies tasks, including those specified in 8.3.2 below, all resources necessary to meet the requirements, and a schedule with corresponding start and end dates. 8.3.2. Phase 2 – Conference Preparation: The vendor will: 8.3.2.1. Develop a draft “Call for Workshop Proposal” form for submission to the DRC for approval. 8.3.2.2. Distribute the “Call for Workshop Proposal” form electronically via email to a list of individuals and organizations provided by the DRC. 8.3.2.3. Collect all proposals and submit to the DRC for selection for the conference agenda. 8.3.2.4. Confirm with and manage all proposers selected to deliver the session content. Including, but not limited to: preferred session times, audio/visual and other equipment needs, shipping of presenter materials and PowerPoint presentation. Consult with DRC for any presenters who are to be paid prior to contract signing and ensure all approved paid presenters contracts are signed and submitted to the DRC. 8.3.3. Phase 3 – Conference Execution: 8.3.3.1. Pre-Conference set up – including, but is not limited to: coordinating logistics with the venue for hotel room check-in, signage, security, parking, reception areas, meeting room set-up, banquet room set-up, food and beverage delivery; ensure Contractor provides liaison services and oversight duties for proper/correct AV organization and equipment with regards to all session rooms; ensure all materials are present where they are needed and in sufficient quantities to meet the needs of the attendees; ensure all staff, volunteers and presenters are trained in their duties and understand their scheduled work times and locations; ensure DRC staff and management are informed of the status of all activities and have current copies of all conference reports and registration lists. 8.3.3.2. Management of Conference Day One – Execute all agenda events scheduled for this day, document the activities and complete a report for the DRC.