Description
The Texas Health and Human Services Commission (HHSC) is seeking bids for conference space for the Governor’s EMS Trauma Advisory Council (GETAC) meetings. The meetings are held quarterly, and the conference space must accommodate at least 250 individuals. The required services include room rental, audio-visual equipment, and technical assistance. The contract term is not specified, but the meetings are held four times a year in Austin, Texas. The bidder must provide a comprehensive response, including all required information and documentation, to be considered for award.
• The conference space must be easily accessible and have easy highway access.
• The meeting room must be able to accommodate at least 250 individuals.
• The room set-up required is horseshoe setup, with auditorium seating.
• The Open Meetings require the room set-up for in-person and virtual attendance with streaming capabilities.
• Multiple large screen monitors that allow participants in the back of the room to see the screens, and IT resources and assistance until 7 pm is necessary.
• Maximum participation and attendance in the multi-day GETAC council, committee, and task force meetings requires coordination for overnight stay accommodations for out-of-town council members who are attending these meetings.