Specifications include, but are not limited to: 1. The Contractor will create an online event registration portal for the AAPA Virginia 2019 Conference. The portal should include an automated confirmation application that provides the attendee a same-day confirmation notification and must have the ability to securely accept online payments. Credit card fees will be accounted for and allocated appropriately. Software should support individual or group reservations and various registration types. a. Portal will be branded appropriately under the direction of the VPA Marketing and Communications team. The portal will be bi-lingual: English and Spanish. b. Contractor is expected to collect data and must be able to supply real-time reports such as registration numbers, fees collected, and other items to be determined. Specifically designated Virginia Port Authority staff must be able to access this data without solely relying upon Contractor. Contractor is expected to supply post-conference reporting and reconciliation. c. Onsite Registration. The Contractor will provide personnel for onsite registration of attendees to process those attendees who have preregistered and those who need to register onsite. The Contractor will also have the technology available onsite to facilitate the registration process, to include, but not be limited to, the registration and payment process for the conference and events and access to the facilities. d. Phone Registration. The Contractor will provide a toll- free number for attendees who prefer to register by phone and for any pre- or post-registration activity for standard questions about the conference/event. The Contractor will provide resources to enable callback within 24 hours or less to confirm pre- or post-registration by attendees and also answer any questions about the conference/event. A high level of customer service is expected from Contractor. 2. Work closely with Port staff to develop materials to support the overall convention theme, schedule of events, venues for such events, etc. 3. Assist in the preparation of printed materials, including, but not limited to: promotional materials, invitations, signage, advertisements, sponsorship kits, event programs, letterhead, event tickets and registrant badges. 4. Work with vendors as assigned by VPA staff including but not limited to: printers, promotional item suppliers, florists, hotel/event venues, food and beverage suppliers, audio visual public address system providers, lighting companies, transportation services, travel agents, entertainment etc. 5. Assist VPA and AAPA staff in the management of guest events and pre-post events including, but not limited to the coordination of event agendas, invitations, spousal activities, tours, hospitality suites, guidebooks, and tournaments, etc.