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SCOPE OF WORK AND DELIVERABLESAdherence to and implementation of all safety protocols pertaining to COVID-19 as identified by the Ohio Department of Health and the Columbus Public Health Department.Identification of no less than three potential on-site locations for the event in downtown Columbus or within 15 miles of downtown Columbus for the departments review and selection.Secure and administer contract with venue for the in-person summit. The contract must include adequate space for general keynote, panel, and breakout sessions; all audio-visual needs for the on-site meeting; a hotel room block for overnight guests the night prior of the Summit and potential second night; food and beverage options for up to two breakfasts, two lunches, and up to three energy breaks; as well as adequate parking options for in-person attendees. Food costs must be fully covered by the registration fee.Facilitate all contract negotiations and event planning management and communications with the venue in partnership with the Departments Planning Team/Project Lead.Mobilize the use of a high-quality event application to allow for attendee engagement with registration, presentations, and other summit information.Coordinate audio-visual needs for main keynote presentations, panels and breakout rooms (if needed, e.g. use of videos, music, audio recordings)Each keynote, panel and breakout session will have the ability to provide additional materials to participants (via links or PDFs provided by presenters)Must have the capability for presenters to pre-record session, virtually deliver session if needed, and allow for presenter(s) to participate in a Q & A during the keynote, panel discussion, and breakout sessions.Arrange and provide training and practice session for all keynote, panelists and all presenters prior to the Summit designed to familiarize and orient breakout moderators and presenters with platform technology.Online/phone/email live technical support for all virtual presenters if needed.Designate a Project Manager responsible for managing, monitoring and reporting on event planning activities. The project manager will regularly attend all event planning meetings (in-person or virtual) of the Ohio MHAS Planning Committee.Provide a plan for a pivot to a hybrid or virtual conference should statewide health and safety protocols determine an in-person event is not recommended.Coordinate with OhioMHAS regarding continuing education (CE) credit application and verification approval. This will include, but is not limited to:An initial planning meeting with OhioMHAS Training & Development staff to discuss Continuing Education process and expectationsScheduling other meetings as needed for CE follow-up during the processCompleting all applicable applications and processes to obtain CE credit for the SummitSubmitting the CE application and all supporting documents at least four weeks in advance of the Summit date, or the date that the registration site goes live, whichever comes firstEnsuring all required CE documentation is available the day of the SummitWorking with OhioMHAS Training & Development staff to accommodate recording of Summit sessions to create enduring training material, as neededSubmitting post-program documentation electronically to OhioMHAS Training & Development staff within ten days of SummitAccommodating one or more OhioMHAS Training & Development staff attending Summit to audit proper execution of CE processes.Provide interpretation services for sessions as identified by the Department.Design and manage participant registration for all attendees and speakers using a specialized event application and accommodating break out session quotas; collect and monitor information regarding any special need(s) requests (e.g., interpretation services); data base management. Registration shall allow for participant to register for all sessions or for fewer than all sessions. OhioMHAS prefers the use of a mobile application for registration purposes.Provide fiscal tracking and managing of all registration fees (collect, record and track registration fees; distribute receipts); accept cash, check and credit cards as methods of payment; and process invoices for payment.Utilize registration fees for the purchase of food as noted above and provide fiscal tracking of food purchases. Food costs must be fully covered by a registration fee. Contractor may also secure a sponsorship to cover the cost of meals and/or refreshments.Provide confirmation correspondence to all participants including link(s) to all session(s) for which participants have pre-registered.Provide weekly reports to OhioMHAS once registration opens.Correspond with presenters as needed to assist in meeting needs including audio/visual, if appropriate, etc.Support the coordination of payment, fees, contracts, travel, and lodging for outside presenters (presenters who are not OhioMHAS staff) and any conference vendors.Coordinate the design and printing of any needed marketing materials for the Summit with OhioMHAS.Coordinate assembly and posting of event materials.Provide event manager for the on-site Summit to direct operations and coordinate between the on-site and virtual events.Provide adequate staffing for registration, management of Summit logistics, breakout sessions, and, end of day check-out, evaluation turn-in and distribution of CEU certificates.Compile a final electronic copy report of all participants in a format mutually agreed upon between the awardee and OhioMHAS.Review/assess evaluations and provide OhioMHAS with a summary report of the evaluations and of CEs distributed.Distribute post-Summit correspondence to OhioMHAS.Distribute post-Summit correspondence directly to all presenters that includes a summary of the presenters evaluations.Deliver video recordings of all sessions in a format that can be archived on mha.ohio.gov.Invoice and follow up on outstanding fees.Distribute by e-mail directly to both in-person and virtual participants a digital copy of the participants CEU certificate. Provide to OhioMHAS Training Department digital copies of CEU certificates.MINIMUM QUALIFICATIONS OF CONTRACTORDocumented experience in meeting/event pre-planning, on-site and post-event management services.Knowledge of Ohios Mental Health and Addiction systems and their partners preferred.Previous Work ProductThe proposal should include examples of work similar to the scope of work requested within this RFP.Contractor shall not be subject to an unresolved finding for recovery under Section 9.24 of Ohio Revised Code.
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