Prior to the actual conference, the following preparatory steps shall be completed by the Work Team:
a) The date and venue for the conference(s) shall be pre-agreed and stated in the RFP 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) The Work Team shall send out invitations to shortlist bidders at least 14 calendar days before the actual conference.
e) Invitations shall ask shortlist bidders to send in their project or conference clarification questions, if any, to the Work Team in advance.
f) The Work Team shall prepare responses to these questions and provide them to all shortlist bidders for review at or prior to the conference.