The Department of Education (DE) is responsible for building the capability of professional workforces. As part of building the capability of school principals, the Victorian Academy of Teaching and Leadership (the Academy) will lead the co-ordination of the Government Schools Principals Conference (the Conference) in 2025.

In 2024, the Conference attracted close to 3,000 principals, assistant principals and system leaders from various locations across Victoria, and it is anticipated that numbers will be comparable in 2025. A secure and efficient registration process is needed to be in place at least eight weeks prior to the Conference.

This procurement seeks to engage a supplier through an open market process for specialist services to set up and manage the registration systems for both the face-to-face and online components of the Conference in 2025.

Specifically, the specialist services required for this event will include, but not be limited to:

• Pre-conference registration services
• The processing of registration payments
• Follow up and oversight for incomplete/outstanding payments
• Speaker management, including but not limited to:

         -Organisational communications leading up to the event

         -Coordination of designated rooms and presentation spaces

         -Provision of technical support needs on the day of the event

• Onsite registration services on conference days, including but not limited to:

         -Development and provision of a minute-by-minute running sheet for the event

        -Provision of technical support for the use of a designated event app

        -Provision of guidance around the location of specific sessions

        -Provision of information about emergency management processes on event days

• Onsite management of general operations on, and prior to, conference days, including but not limited to:

        -Coordination of the volunteer workforce

        -Collaboration with the venue provider for catering and refreshment provision

       -Decorative and informative visuals

        -Venue signage, including wayfinding, room signage etc

        -Space layout, including furniture and furnishing arrangements

        -Room allocation for workshops and speaker sessions

        -Reporting and financial administration following the Conference

• Optional components

         -Coordination of streaming to virtual registrants (noting the venue will lead streaming)

         -Any value-add and innovation components

        -Creative measures for enhanced collaboration and engagement