Event Planning and Management Services

The Vendor is required to provide event planning and management services for various conferences and events organized by the strategic initiatives and innovation division.
- Ensure conference location(s) has adequate room for all attendees, exhibitions, and conference requirements such as the number of breakout sessions.
- Reserve meeting rooms, event spaces, hotel, transportation, and parking spaces.
- Attend pre-conference meetings on a regular basis to assist department in the development of the conference program.
- Create a break-even analysis based on the number of projected registrants.
- Troubleshoot and assist registrants with any questions and/or issues relating to the registration process.
- 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.
- Review invoices and pay all bills associated with the event.
- Participate in any additional meetings and calls as needed, or as reasonably requested by department, including scheduling and walkthroughs.

- Contract Period/Term: 1 year
- Non-Mandatory Pre-Response Conference Date: September 4, 2025
- Questions/Inquires Deadline: September 05, 2025