Event Production and Technical Production Services

The vendor is required to provide event production and technical production services for include:
- Event production services
• Creative development: conceptualize, design and execute the artistic elements of events, including, but not limited to visual, thematic, experiential aesthetic and branded pieces of an event.
• Project and event management: obtain permits and approvals, oversee scheduling and logistics, budgeting and cost estimation, coordination with project team of designers, writers, web developers, email marketing, university leadership, etc. and oversee risk management and contingency planning, especially for outdoor or high-profile events.
• Program development and script writing: provide oversight of event structure and flow, thematic program development, run-of-show development, speaker and presenter coordination and communication, presentation coaching and/or speaker preparation and script writing.
• Registration and guest services support: provide guidance and expertise in all guest services aspects such as tool selection, site build, registration launch, guest communications, onsite registration, event cose and post-event metrics.
• On-site event management: provide dedicated onsite leadership to oversee operations, address challenges and ensure smooth event execution.
• Staff coordination and management: recruit, train and manage event staff, including but not limited to guest services personnel, security staff, production assistants and set-up/tear-down crews.
• Support staff: assist with various operational, logistical and customer service tasks to ensure the smooth execution of an event.
• Vendor management: oversee and coordinate external suppliers and service providers to ensure the smooth execution of an event, including identifying the right vendors to managing their performance during the event, ensuring timely delivery and maintaining positive relationships.
• Post-event reporting: submit detailed reports summarizing outcomes and key performance indicators.
- Technical production services
• Audio/visual event services: provide audio/visual event services, including sound amplification for speakers, videos, etc., visual displays and multimedia coordination and display unique to each event.
• Lighting design and engineering: oversee strategic planning, design and use of lighting elements to create the desired atmosphere, highlight key programmatic moments and enhance the overall experience for attendees.
• Event video production, livestream production or video recording: provide all video services desired for events, including production of videos to include in the event program, livestreaming and broadcasting the program for online guests and recording the event for distribution after the event.
• Technical direction: provide leadership on all technical aspects of an event, including managing the entire vendor team to ensure all pieces work together, calling the show, coordinating between vendors, speakers and event leads and conducting rehearsals.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 9, 2025