Prior to the actual conference, the following preparatory steps shall be undertaken by the project Work Team:
a) The date and venue for the conference shall be pre-agreed and stated in the RFQ launch (including any advertisements launching the process);
b) Venue and related arrangements put in place;
c) Key senior stakeholders to be invited to attend the conference and their respective roles; and responsibilities clarified prior to the conference;
d) Project Work Team shall prepare a presentation launching the project and procurement process;
e) Project Work Team shall prepare a long list of potential bidders and other invitees to the conference and send out invitations at least a month before the actual conference;
f) Invitations shall inform potential bidders to direct their questions regarding the project and procurement process to the Project Work Team;
g) The Project Team shall prepare responses to these questions as part of their presentation;
h) The entity shall conduct a dry run of the presentation prior to the actual conference.