IFB 27-12 2026 Hawaii Tourism Conference Service Provider

The Hawaii Tourism Authority (HTA) is seeking a qualified conference service provider to assist with its 2026 Hawaii Tourism Conference. The conference is tentatively scheduled for September 24-25, 2026, at the Hilton Hawaiian Village. The estimated number of attendees is 700. The conference service provider will be responsible for coordinating and executing all related tasks to ensure the success of the conference, including venue and transportation coordination, registration and budget management, and on-site event logistics. The contract period will be 12 months, from June 2026 to May 2027. Key responsibilities include: • Coordinating with the venue and securing audio/visual components, IT telecom, networking access, food and beverage, décor, and entertainment for the conference rooms, luncheons, and evening networking reception • Booking hotel accommodations at the designated conference hotel for speakers • Managing all registration matters, including collection of conference registration payments and any additional activity fees • Providing online conference registration and acceptance of registration payments • Coordinating with the HTA on proposed exhibitors and promotion of key initiatives • Assisting with the design, display printing, collating, and distribution of conference materials to attendees • Providing on-site staff assistance, including registration staff and room monitors, to implement the program on the days of the conference