IFB 26-03 Hawaii Tourism Conference Service Provider

Background
The Hawai‘i Tourism Authority (HTA) is a state agency responsible for managing tourism in Hawaii, established under Chapter 201B of the Hawai‘i Revised Statutes. The HTA coordinates with various stakeholders to ensure that tourism marketing aligns with Hawaiian culture and resources. The agency is seeking a qualified conference service provider to assist with the Hawai‘i Tourism Conference scheduled for September 22-23, 2025, on the island of O‘ahu.

Work Details
The contractor will provide comprehensive services for the Hawai‘i Tourism Conference, including:

1. Venue and transportation coordination, including booking travel and lodging for presenters according to state travel policies.
2. Registration management, including online registration and payment processing, attendee check-in, and managing event volunteers.
3. Coordination of program logistics such as audio/visual needs, IT services, meal arrangements, and room decorations.
4. Weekly planning meetings with HTA staff and conference committee.
5. Execution of the conference theme and concept as directed by HTA.
6. Management of entertainment for various conference events.
7. Coordination of a Mākeke Marketplace featuring local products and partners.
8. Financial management including budget creation, expense reporting, and ensuring compliance with state laws regarding wages and working conditions.

Period of Performance
The contract will commence in the week of August 25, 2025, and will cover a period of twelve months with potential extensions.

Place of Performance
The services will be performed on the island of O‘ahu at the Hawai‘i Convention Center.

Bidder Requirements
Bidders must comply with all applicable laws governing entities doing business in Hawaii, including obtaining a Certificate of Good Standing (COGS) through Hawai‘i Compliance Express (HCE). Additionally, bidders must certify compliance with labor laws regarding wages and working conditions for employees supplying services.