CVI Conference Event Coordinator

The vendor shall design and host a standalone online conference registration form and payment system collecting contact information, dietary restrictions, and accommodation needs; manage registration processing and provide weekly reports; create a mobile event app with screen-reader-compatible menus, session schedules, speaker bios, and evaluation forms; coordinate with venue staff and accessibility service providers (ASL interpreters, CART/captioning, braille, audio description) based on attendee requests; develop and provide accessible digital marketing materials compatible with screen readers; work with speakers to ensure all presentation materials are accessible including alternative text and captioned video; print name tags and signage (with braille and large-print alternatives upon request) for approximately 200 attendees, 9 presenters, and 10 exhibitors, and deliver/install these materials one day before the event; manage exhibitor registration and coordinate booth accessibility; provide two staff members for on-site check-in and registration support with equipment; assemble approximately 200 event folders; email accessible post-conference evaluations to all attendees within five working days of the March 5, 2027 event; and compile a final report with attendee feedback, session data, and recommendations due April 2, 2027. Initial coordination meetings shall begin within two weeks of contract execution. Pre-event planning activities shall continue through the event date of March 5, 2027.