Event Coordination and Planning Services

The Vendor is required to provide event coordinator to take the lead in planning and coordinating all aspects of the event, working closely with city departments, managing logistics, and ensuring a smooth and enjoyable experience.
- This event plays a key role in fostering connection and morale among City staff, and we’re looking for a partner who can deliver a memorable and well-organized experience.
- This event is an important opportunity to celebrate and connect with employees across all departments.
- Consultants will provide lunch for 500 employees including beverages.
- Develop and track event budget:
•    Consultants will engage in an initial meeting with city staff
•    Based on the initial meeting, the consultants will send a preliminary budget.
•    Upon city confirming the budget for the event, consultants will oversee the planning and execution process.
•    Consultants will develop and track event budget.
- Consult and visit venues:
•    Consultants will conduct site visits and or choose an appropriate venue for the event.
- Recommend and coordinate vendors:
•    Consultants will manage vendors and make confirmation calls as necessary to finalize the schedule and timeline.
- Develop and execute day-of schedule:
•    Consultants will develop an organized day-of schedule, including for all the vendors, to execute the event.
- Style and decorate the event:
•    Consultants will assist in engineering the design for the event to carry out the client’s vision.
•    Consultants will develop the event’s style, colors, and theme. The consultants will provide recommendations and assist in tying together the stylistic details of the event to complete the vision for the day.
- Coordinate rentals:
•    Consultants will manage rentals of goods required for the event, which may include tents, linens, tables, bouncy houses, heaters, flooring, draping, or other necessary goods.
•    Coordinate and supervise the event on site.
•    Consultants will work with all vendors, including the venue, entertainers, caterers, photographers, etc. On their setup and schedule fulfillment.
- Set up and break down the event:
•    Consultants will oversee set-up and break-down for the event.
- Staff appreciation gifts:
•    Consultants will provide options to the city to select staff an appreciation gifts per employee for approval.
•    After city approves, consultant will place, manage, and coordinate with vendor to execute gifts at the event.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 9, 2025