PHPA 3837: Sexual Violence Prevention Conference Planning Services

Background
The Maryland Department of Health (MDH), through its Rape and Sexual Assault Prevention Program, is issuing this Request for Proposals (RFP) to secure conference planning services for the Maryland Women of Color Network’s annual Sexual Violence Conference scheduled for November 2026.
This conference aims to bring together professionals, students, and community leaders to address issues related to sexual violence prevention.

Work Details
The contractor will be responsible for coordinating a full-day conference at Bowie State University for up to 200 attendees. Key responsibilities include:
1. Developing a work plan that includes major activities, deliverables, and a timeline.
2. Coordinating with the planning committee consisting of MDH, MCASA, and MWOCN representatives.
3. Managing logistics such as venue coordination, catering, audio/visual needs, and registration processes.
4. Marketing the event through social media and email campaigns.
5. Facilitating biweekly planning committee meetings.
6. Ensuring compliance with the Americans with Disabilities Act (ADA) by making the event accessible to all participants.
7. Collecting feedback through evaluation surveys post-conference and compiling results into a final report.

Period of Performance
The contract will commence on June 1, 2026, and conclude on January 29, 2027.

Place of Performance
The conference will take place at Bowie State University in Bowie, Maryland.

Bidder Requirements
Offerors must demonstrate their ability to provide all required services either directly or through subcontractors. They must also submit proof of previous experience in planning similar events with at least three professional references from prior planned events for health professionals that had a minimum of 100 attendees within the last five years.