The conference is to develop partnerships and skills necessary to improve Oregon’s capabilities to protect the public through prevention, mitigation, preparedness, response and recovery from emergencies, disasters, and threats. Conference participants will be provided networking opportunities, training and information on programs, current issues and best practices related to all phases of emergency management. Specifications include, but are not limited to: If Agency’s Preferred Dates are not available, please include alternate dates in April or May 2026 in your response. • Main conference will run from Tuesday to Thursday with smaller trainings/pre- & post-conference activities on Monday and Friday. • Conference attendees are estimated to be around 400. • Conference space, hotel lodging, and catering services shall be located at the same facility: • If lodging cannot be reasonably secured for the number of expected attendees, provide alternate lodging options and distance from facility. • Aside from those provided by rooming list, individuals associated with this conference will pay their own room at the government per diem rate Oregon Travel Rates and all incidentals at the time of actual overnight stays. Agency will not be responsible for payment of individual lodging rates and will not pay for any incidental charges. • If lodging can be secured, include in your Proposal the cutoff date that all individual rooms must be reserved by. • Include comp room policy. Meeting Rooms: • A general session room capable of accommodating 400 conference attendees which includes seating (rounds) for all attendees. • Four (4) breakout rooms for 100-150 attendees each, classroom style. • A secured meeting space or hospitality room for planning team. • A small, private meeting space for executive meetings. • Response shall outline what is included in the meeting room rental charge. Examples: setup and refresh of rooms throughout the day; water, coffee, and tea service throughout the day; easels; writing pads and pens; and snacks at morning and afternoon breaks. • Response shall break out meeting room rental charge by day.
