Event Planning and Management Services

The vendor is required to provide event planning and management services for various conferences and events organized by multiple divisions within agency.
- Provide all required safety equipment and instruct personnel to observe all safety policies, rules, and requirements at all times.
- The background checks must include, but not be limited to, the following:
• Social Security number verification.
• Statewide criminal and sex offender records for all state counties and out-of-state county equivalents based on the current and previous addresses of the applicant for the past seven years.
- Additional services are identified as work needed to return the equipment or work area, or both, to its properly functioning or original condition.
- Additional services may include, but not be limited to, code upgrades, installations, fabrication work, sheet-metal work, painting and drywall, electrical, concrete, or flooring repair.
- Pre-event Services:
• Enter into all contracts and associated agreements with venues and vendors as required in the execution of each approved event under the awarded agreement
• Reserve meeting rooms, hotel, transportation, and parking spaces.
• Ensure conference location(s) has adequate room for all attendees, exhibitions, and conference requirements such as the number of breakout sessions.
• Collaborate with the Receiving Agency to create timeline, milestones, and deadlines.
• Attend pre-conference meetings on a regular basis to assist the Receiving Agency in the development of the conference program.
• Provide or arrange catering for breakfast, lunch, and afternoon snack for each day of the conference(s).
- Work with agency on any event-related printing which may include but not limited to invitations, letters, table signs, signage, and programs.
- Oversee and manage all approved Exhibitor relationships including, but not limited to: Ensuring vendor deliverables are delivered on-time, maintaining a list of conference exhibitors, speakers, or presenters as they are confirmed, and obtaining agency suggestions and approval for any replacements needed due to cancellations.
- Create a break-even analysis based on the number of projected registrants.
- On-Site Services:
• Provide all logistics for registration, information and/or help desk to assist event attendees.
• Position event signage as needed.
• Serve as event liaison and manage venue(s), catering, buses, parking, AV, and other service providers.
- Post-Event Services:
• Review invoices and pay all bills associated with the event; agency will be invoiced to reimburse cost from registration revenue held in state treasury.
• Conduct post-event debrief with the receiving agency to include a preliminary report of revenue, expenditures, and account balance.
- Contract Period/Term: 1 year