Specifications include, but are not limited to: The North Dakota Department of Transportation Safety Division is soliciting proposal for applicants interested in providing events coordination services for traffic safety conference, workshops, meetings and other activities conducted through the Safety Division. 1. Participate in planning meetings to determine event logistics and a timeline with date ranges for each work product to be completed. The contracted agency must adhere to the timeline approved by the project manager. If extenuating circumstances make adherence unachievable, a change request may be submitted to the project manager for approval. 2. Provide financial services to include assistance with budget development, processing of payments and invoices, and management of total income and expenses with accurate accounting. 3. Develop participant contact lists for each event. 4. Identify event date(s) and send “Save the Date” notices. 5. Identify and reserve an event location. Negotiate and administer contracts with facilities for meeting rooms, exhibitor space, and lodging and related accommodations. Obtain state rates for lodging at qualifying hotels. 6. Assist to identify speakers, session facilitators, exhibits, etc. This may include a “Call for Presentations.” 7. Negotiate and administer contracts with speakers, facilitators, etc. Manage travel, equipment and other logistics for speakers and facilitators, as needed. 8. Develop and reproduce event materials (agenda, marketing and registration items, participant packets, participant logs, evaluation forms, etc.). 9. Arrange for necessary audio-visual equipment for each session. 10. Develop and administer a web-based registration process. 11. Work with appropriate institutions to get graduate and/or continuing education credits for applicable professions. Complete and submit forms for credit approval. 12. Provide on-site assistance during the event to assist with registration, A/V equipment set-up and troubleshooting, material distribution and collection, etc. 13. Complete post-event reporting requirements as specified in the contract. 14. Coordinate other event logistics, as needed.
