Description
The State of Hawaii Department of Health seeks a qualified vendor to provide comprehensive conference support and planning services for the Hawaii Medicare Rural Hospital Flexibility Program, targeting critical access hospitals. The work includes setting up an online registration and payment system, coordinating hotel accommodations, providing on‑site registration assistance, managing audio‑visual needs, handling speaker reimbursements, processing payments to facilities and vendors, and planning a follow‑up conference venue for 2027. The contract runs from mid‑October 2026 through the end of August 2027, with a total budget not to exceed $49,900.
• Develop and maintain an online registration/payment portal for a 55‑attendee conference in October 2026.
• Coordinate hotel bookings, on‑site registration (name tags, assistance), and A/V equipment setup for the event.
• Administer speaker reimbursements ($7,500 budget line) and manage subsequent vendor/facility payments.
• Conduct post‑event follow‑up and secure venue space for a subsequent 2027 conference (May‑Aug 2027).
• Provide regular communication with DOH’s Primary Care and Rural Health programs and ensure compliance with state procurement rules (HCE registration required).