Planning for Conference and Meeting Services

Background
The Commonwealth of Virginia, Department of Social Services (VDSS) is seeking to contract with multiple Event Planners to facilitate conference and meeting services. VDSS hosts various in-person statewide conferences and meetings aimed at employees from the Commonwealth and local departments of social services, as well as community partners.

The agency's mission is to design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. The contract aims to improve the coordination of services and outcomes across the agency by leveraging a strategic pool of qualified Event Planners.

Work Details
The selected contractors will provide comprehensive event planning services including:
1. Coordination of in-person and potentially virtual events, ensuring all logistics are managed efficiently.
2. Meeting with VDSS Points of Contact regularly to discuss event details.
3. Securing venues within the Commonwealth for conferences that occur on business days.
4. Arranging lodging for participants, including negotiating contracts with hotels, coordinating room setups, catering services, and audio-visual needs.
5. Ensuring compliance with safety, security, cleanliness, and ADA requirements at event facilities.
6. Providing all necessary labor, tools, supervision, equipment, materials, and incidentals for event execution.
7. Preparing final reports summarizing each event's outcomes and budgets.
8. Managing communications with speakers or presenters as directed by VDSS.

Period of Performance
The initial period of performance for the contract is 24 consecutive months from the date of full execution of the contract(s), with options for renewal.

Place of Performance
All work will be performed within the Commonwealth of Virginia.