Security Awareness Day Event Planning and Execution Services

The event is held annually in October.

4 Months Prior to Event (June): Project Manager resume submission, event theme and branding confirmation.

3 Months Prior to Event (July): Onsite visit with County staff, sponsorship outreach, exhibitor coordination.

2 Months Prior to Event (August): Onsite visit with County staff, agenda topics and speakers identified, contingency plans developed, Channel 16 video recording confirmed, initial event advertising begins.

1.5 Months Prior to Event (Mid-August): Agenda finalized, all speakers secured, speaker bios, headshots, and presentation abstracts collected.

1 Month Prior to Event (September): Event advertised, registration available, all external logistics arranged (AV setup, exhibitor space, catering), accessibility and security measures verified.

2 Weeks Prior to Event (Late September): Onsite visit with County staff, speaker gifts and event shirts acquired, speaker materials reviewed, final AV testing and exhibitor setup confirmed.

Day of Event (October): Provide onsite support including room setup, registration desk assistance, AV and technical support, and coordination of catering and exhibitor areas.

2 Weeks After Event (Mid-October): Send thank-you notes to speakers, sponsors, and exhibitors.

1 Month After Event (November): Submit and present final event out-briefing and report.

The selected vendor will provide comprehensive services for planning, designing, and executing a Security Awareness Day event focused on educating county employees on current cybersecurity topics. The event will include a keynote address, three breakout sessions on relevant security issues, exhibitor displays and demonstrations, and an invitation-only luncheon with a featured speaker specifically for agency information security coordinators. Additional provisions include a light breakfast for attendees, boxed lunches for general participants, and coordination of approximately 5–10 exhibitors, contingent upon available space.

The vendor will also be responsible for managing sponsorships related to raffle prizes and other event-related items, delivering audio/visual support, signage, and organizing event staffing. Core responsibilities encompass agenda development, advanced planning, logistical coordination, material preparation, and event conclusion tasks. This annual, one-day Security Awareness Day serves to educate government employees on cybersecurity issues that impact the county, government, industry, and their personal lives. The resulting contract will span three years.