2026 Hawaii Tourism Conference Service Provider

Background

The Hawai‘i Tourism Authority (HTA) is a state agency established under Chapter 201B, Hawai‘i Revised Statutes, to manage tourism for the State. The HTA is administratively attached to the Department of Business, Economic Development & Tourism (DBEDT). The HTA’s mission includes coordinating with global marketing contractors, visitor industry partners, travel trade, MCI partners, and community stakeholders to ensure that destination marketing and communications align with Hawaiian and multiethnic cultures. The HTA is seeking a qualified conference service provider to assist in organizing the Hawai‘i Tourism Conference scheduled for September 24-25, 2026.

Work Details

The contractor will provide comprehensive services for the 2026 Hawai‘i Tourism Conference including: 1. Serve as executive producer of the conference. 2. Weekly meetings with HTA staff to resolve issues. 3. Logistical planning including: - Reviewing floor plans - Coordinating audio/visual components - Securing IT telecom services - Providing QR code management services - Menu selection for meals/breaks - Securing meeting rooms and decorations - Conducting site visits - Arranging first-aid and security services - Ensuring ADA accessibility. 4. Execute conference theme as envisioned by HTA. 5. Book travel and accommodations for speakers and guests following state policies. 6. Coordinate entertainment for various sessions and receptions. 7. Create a conference website integrated with a digital event management platform for online registration and information dissemination. 8. Manage entire registration process including payments and attendance tracking. 9. Provide on-site assistance during the conference including registration staff and room monitors.

Period of Performance

The contract period will be twelve months from June 2026 to May 2027.

Place of Performance

The conference will take place at the Hilton Hawaiian Village in Hawaii.

Bidder Requirements

Bidders must possess all applicable licenses and certifications required to perform the work, submit a completed Bid Form OF-2 confirming qualifications, and comply with all laws governing entities doing business in Hawaii including General Excise Tax Law, Employment Security Law, Worker’s Compensation Law, Temporary Disability Insurance, Prepaid Health Care Act, and maintain a Certificate of Good Standing.