Pre-event Services: 9.15. Enter into all contracts and associated agreements with venues and vendors as required in the execution of each approved event under the awarded agreement 9.16. Reserve meeting rooms, hotel, transportation, and parking spaces. 9.17. Ensure conference location(s) has adequate room for all attendees, exhibitions, and conference requirements such as the number of breakout sessions. 9.18. Collaborate with the Receiving Agency to create timeline, milestones, and deadlines. 9.19. Attend pre-conference meetings on a regular basis to assist the Receiving Agency in the development of the conference program. 9.20. Provide or arrange catering for breakfast, lunch, and afternoon snack for each day of the conference(s). 9.21. Collaborate with TxDOT to create, plan, and handle advertising and other forms of promotion and marketing, including TxDOT brand and design guidelines. 9.22. Work with TxDOT on any event-related printing which may include but not limited to invitations, letters, table signs, signage, and programs. 9.23. Oversee and manage all approved Exhibitor relationships including, but not limited to: Ensuring vendor deliverables are delivered on-time, maintaining a list of conference exhibitors, speakers, or presenters as they are confirmed, and obtaining TxDOT’s suggestions and approval for any replacements needed due to cancellations. 9.24. Provide financial management: 9.25. Create a break-even analysis based on the number of projected registrants. 9.26. Create an approved project cost estimate and submit for TxDOT’s written approval. TxDOT facilities should be used if available and meet the conference requirements...
