Conference Host Services

Overview

Hospitality, Food Service & Travel

Manhattan, Kansas, United StatesPosted 22 days agoDeadline: May 21st, 2026

Fit Score

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SUMMARY

Seeking a contractor to manage the entire conference registration process, including online forms, payment systems, participant support, and reporting for agency events in Kansas.

KEY REQUIREMENTS

Must have experience providing pre-conference and on-site management for a conference of 600-plus attendees
Must have capacity to provide multiple personnel for on-site services
Must obtain a current Tax Clearance Certificate from the Kansas Department of Revenue
Must comply with the Immigration and Reform Control Act of 1986
Must be officially invited to the event at least 24 hours before the official finish date and time
Must submit a Certification Regarding Immigration Reform and Control form
Must submit a signed Event Details document
Must provide a narrative of the bidder's corporation and each subcontractor
Must provide three references who have purchased similar services in the last five years

BUDGET

Estimate

$50,000 – $150,000

CONTRACT DURATION

9 months

TIMELINE

Registration system operational by August 1st, 2026.

Weekly registration reports from August 8th, 2026 to October 17th, 2026.

Nametags prepared by November 9th, 2026.

Conference held on November 9th, 2026 and November 10th, 2026.

Contract term ends February 28th, 2027.

QUESTION DEADLINE

May 30th, 2026

Issuing Agency

Kansas Water Office

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The agency requires a vendor to provide comprehensive conference host services. Responsibilities include the design, development, evaluation, and management of the conference registration process in close consultation with agency staff.

The vendor will design and produce an online conference registration form with integrated payment mechanisms. This registration system must collect information regarding dietary restrictions and accommodation needs from participants. Provision for discount codes to qualifying attendees, as directed by the agency, is also required.

The selected contractor will be responsible for receiving and processing individual registrations, assisting participants with registration—including changes as needed—and supplying final registration counts and dietary restriction data to the agency by the established deadline. Additionally, a system must be established for collecting complimentary sponsor registrations, with weekly reporting to include both attendee and sponsor registrations.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.