Specifications include, but are not limited to: 1) Act as liaison on all communications on behalf of the client (the Commission) with the Conference Site/Hotel and all vendors related to the conference. 2) Communicate no later than 30 days in advance of the conference all meeting needs to conference site/hotel and vendors related to the conference. 3) Review conference site-related work orders (BEOs) to ensure all details have been properly documented. 4) Consult with the client in planning all logistics of the conference. 5) Confirm speakers’ and entertainers’ staging, and audio-visual needs are understood and implemented. 6) Monitor hotel reservations for speakers, artists and VIPs, advising the client of critical dates and discrepancies. 7) Establish a spreadsheet/schematic detailing each meeting room’s setup with food / beverage and audio-visual needs, etc., as required for all aspects of the conference. 8) Recommend menu selections for all breaks, lunch and reception during the conference. 9) Produce professional signage for placement at all meeting functions during the conference, including recognition of sponsor(s) as appropriate. 10) Assist staff in registration (process, confirmation, information to participants) for conference. 11) Provide on-site management on the day of the conference. 12) Reconcile all charges with the conference site/hotel and vendors related to the conference, and immediately address any incorrect items before submitting the bills to the client. 13) Attend a post-conference debriefing with the client. 14) Secure contracts with the conference site/hotel and vendors related to the conference with the client’s approval. 15) The Event Planner shall, at all times during the term of the contract, maintain a standard general liability insurance coverage in the amount of $1 million per occurrence ensuring against injury to person or property. • The project implementation dates are October 22, 2018 - February 15, 2019. • BID close date is October 15, 2018.