What the buyer needs
AI summaryThe selected vendor will maintain the conference website and create a marketing plan to encourage participation. Monthly reports on marketing progress and engagement metrics are required until the conference date.
Scope of work
- Coordinate venue logistics including meeting space, hotel room blocks, parking, Wi-Fi, audio/visual, and food and beverage.
- Manage speaker call, proposal submissions, travel logistics, and honoraria for up to five keynote or spotlight presenters.
- Manage attendee registration, credit card payment processing, session sign-ups, and attendee tracking for up to 350 participants.
- Maintain conference website and create accessible branding, logos, agendas, and printed or digital materials meeting WCAG 2.1 AA standards.
- Develop and execute a marketing plan to recruit speakers, attendees, and exhibitors, delivering monthly progress reports.
- Assign a project manager and provide on-site logistical support throughout the conference.
- Arrange continuing education credits (OPR/CME), collect attendee evaluations, and coordinate pre-loaded breakout room computers.
- Conduct a post-conference debriefing and deliver a summary report with recommendations within 30 days.
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Company Overview/Organizational Capacity | 20% |
| Scope of Work and Expected Activities | 30% |
| Proposed timeline | 15% |
| References and Reporting Requirements | 10% |
| Pricing Schedule | 25% |
Minimum qualifications
- Registered as a supplier in Vermont's Procurement system, VT Buys.
- Registered with the Vermont Secretary of State's office and hold a Vermont Department of Taxes Contractor's Business Account Number (upon award).
- Provide three recent business references (excluding State of Vermont agencies or employees).
- Comply with Executive Order No. 06-26 regarding local media considerations if media planning and buying are included.
Documents to include with your response
- VTBuys Questionnaire (Company Overview, Technical Response, Reporting Requirements, References)
- Budget Submission Template
- Signed Certificate of Compliance and Byrd Anti-lobbying Certification
- Proposed Project Timeline
- Sample of reporting documentation
How to submit
- Method
- Electronic via VT Buys
- Instructions
- All bids must be submitted electronically via VT Buys. Complete the VTBuys Questionnaire, Budget Submission Template, and signed Certificate of Compliance.