Description of Tasks and Responsibilities The BIDDER shall provide a detailed plan for fulfilling the following tasks to facilitate the planning, coordination, and execution of a community-level home visiting program recognition event. 1. Collaboration with DOH, MCHB, Home Visiting Services Unit a. Work closely with the assigned MCHB representative to ensure all tasks are executed efficiently and in alignment with program goals. Any purchases or reimbursements will require prior approval from HVSU. 2. Event Planning and Logistics a. Pre-Event Preparation: • Travel support services. Reimburse neighbor island YON home visiting program participants for a flat rate of $300. Up to 55 travel scholarships to be approved by HVSU. • Develop and manage detailed run-of-show and layout plans. • Assist with registration system, vendor insurance, and catering timelines. • Coordinate audio/visual setup (speakers and microphones), podium placement and background music. • Develop seating arrangements and event spatial layout. • Develop and coordinate kid-friendly zones and childcare provider coordination. • Coordinate hospitality services per DOH nutrition guidelines as needed. https://health.hawaii.gov/physical-activitynutrition/files/2015/04/NutritionWellnessPolicyDirective.pdf b. Event Coordination: • Comply with Ko‘olau Ballrooms & Conference Center rules and operational requirement, https://www.koolauballrooms.com. • Serve as the primary point of contact for all logistical matters and communicate directly with venue staff. • Oversee guest check-in and registration, on-site logistics, including event setup, vendor coordination, and participant support. • Be available during the event to address any issues or concerns that may arise. • Coordinate attendance of senior government officials and other dignitaries that require someone well-versed in protocol and experienced in managing VIP logistics. 1. Coordinate with State security personnel. 2. Designate guest lanes and protocols. 3. Lei 4. Special needs accommodations and first aid readiness.
