Outreach Information for Satellite Areas
OUTREACH INFORMATION FOR THE HOUSTON, DALLAS AND SAN ANTONIO AREA REPRESENTATIVES
Outreach is an important part of the bid process. Outreach helps to increase competition which helps to lower the price or cost of goods and services. Outreach helps to increase the number of responses, and to increase HUB participation and competition as part of state policies and the bid process.
We share information on how to do business with The University of Texas at Austin and provide upcoming bid opportunities. We also spend time getting to know more about the vendor’s capacity and the nature of their business to share with appropriate staff at UT. Building relationships with vendors and the various community organizations helps to keep communication open regarding how to improve and increase bid participation
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The Houston, San Antonio and Dallas area all have the following items on had to participate in outreach activities.
Because you are using your home to store items, we are providing you with an Outreach Kit and have limited the items to the following:
- Rolling plastic crate that folds flat for storage
- Table top pull up banner with our QR code
- Acrylic stand with out HUB web site information and QR code
- Bag of Orange flavor Life Saver candy (the candy is white with orange specks)
- Bag of Keyless door openers with stylus
- Bag of Ball point pens with stylus
These are all small items that shouldn’t take up much room in your home office space.  We can replenish the promotional items at our quarterly meetings or sooner as needed.Â
When there is a larger event in your area, The HUB office may send a representative and at that time we can bring additional promotional items.
You do not need to bring the outreach kit that you have When the HUB office staff will be in attendance
 The HUB office places all upcoming outreach activities on our outreach calendar to review to make sure the event will be cost effective, relative and a great source to find and educate new vendors.
When an event is going to be in your area, we will contact you to see if you are able to attend and also decide if a HUB office member will be attending also. We will place the event flyer and registration information on the calendar invite so you are able to access the information should you need it to verify your registration.
The QR code on the pop-up banner, and HUB office card, directs the vendors to our web page and the vendor portal where they can view all upcoming bids that are in Bonfire, get information on how to join Bonfire and the web site gives our HUB email address for them to use to forward their capability statements and any other correspondences. Â Â You may also want to use your laptop to walk the vendors through the website information
During the event. I have attached a link to our vendor introductory meeting process. This will help provide talking points for the vendor to learn more about doing business with UT. Please send the HUB office an email to HUB@austin.utexas.edu for any questions or to share vendor information should you feel we need to follow up with the vendor.  Â
https://utexas.atlassian.net/wiki/display/hubsb/Vendor+Introduction+Meeting+Protocols
The QR code located on the pop-up banner, and HUB office card, directs the vendors to our web page and the vendor portal where they can view all upcoming bids that are in Bonfire, get information on how to join Bonfire and the web site gives our HUB email address for them to use to forward their capability statements and any other correspondences.   You may also want to use your laptop to walk the vendors through the website information
During the event collect:
- Business cards
- Capability Statements (or direct them to email the capability statement to the HUB email address listed above)
- Photos (2 or more)
- Examples: Signage, pictures with others state agencies and institutions of higher education, and your table.
After the event collected items should be placed into a Box folder for recordkeeping. Find the event date and name to identify correct folder. Capability Statements and Business cards can be photographed or scanned by phone. All can be uploaded to their respective folders.
Box Folder - https://utexas.box.com/s/k7hrltcoh4htlm8wxj48evm1vprwk77k
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