2.1 The Consultant shall be responsible for delivering a high-quality student conference experience including, but not limited to: 2.1.1 Logistics and Operations • Identify and secure a suitable venue central to the central to eastern half of the state (e.g., Pierre, Mitchell, Brookings, Watertown, Vermillion, or Sioux Falls) with capacity for general sessions, breakout rooms, meals, and competitive events. • Manage all venue agreements and ensure spaces are equipped with appropriate audiovisual needs and accommodations. • Coordinate event setup, signage, registration tables, and material distribution. • Develop a basic contingency plan to address unexpected disruptions, including alternate formats, backup weather date, emergency protocols, or cancellations. 2.1.2 Content Delivery and Programming • Coordinate judges, session leads, and special guests, subject to State approval. • Design and schedule breakout sessions on career development, leadership, and postsecondary planning, in consultation with the State. • Coordinate a student-led service project aligned with the JAG-National initiative. • Provide supervised games and enrichment activities in a staging area for competitors. • Recruit and train judges, evaluators, and volunteers for all competitive events. • Manage scoring, tabulation, and award preparation for all competitive events. • Provide event materials including scorecards, signage, name badges, and information binders. 2.1.3 Meals and Refreshments • Plan and coordinate appropriate meals and refreshments (e.g., breakfast, lunch, snack breaks) for all student and adult participants, including accommodations for dietary restrictions. Food must be within rates acceptable to the State. 2.1.4 Registration and Communication • Develop and manage a registration system for schools, students, judges, leaders, and guests. • Communicate regularly with registrants regarding schedules, logistics, and expectations. • Track and manage attendees, coordinating name badge printing and check-in procedures. 2.1.5 Post-Event Wrap-Up • Administer post-event evaluations to gather participant feedback. • Provide the State with a final report including attendance data, financial summary, evaluation results, and recommendations for future events.
