Event Planning and Management Services

The Vendor is required to provide for a community-focused organization, recognizes the critical need for an event planning and management services provider to enhance our mission and the value we provide to the community and internal stakeholders.
- Provide an integral part of our efforts to foster community and employee engagement, allocate resources effectively, and enhance our operational efficiency.
- This partnership will result in more successful, impactful, and cost-efficient events, ultimately serving the best interests of our community.
- These services are essential to our mission and encompass various elements, such as pre-event planning, vendor management, logistics, operations, and on-site event management.
- Pre-Event Planning
•    Conduct initial consultations to understand event requirements, goals, and budget.
•    Attend regular pre-event planning meetings with agency staff.
•    Assist in the development of event concepts, including themes, design, and overall event flow according to agency needs.
•    Develop and update a detailed project plan that includes estimated delivery dates and an agreed-upon budget, detailing anticipated tasks and required expenses.
•    Provide comprehensive event timelines according to requirements established by agency and track/update relevant information in a timely manner.
•    Draft, manage, and finalize approved project plans, budgets, timelines, and deployment schedules.
- Vendor Management
•    Assist in identifying and evaluating potential vendors and off-site event venues, consistently adhering to the procurement guidelines established by agency.
•    Serve as liaison with approved and selected vendors.
•    Maintain an up-to-date list of confirmed vendors.
•    Oversee and manage all approved vendor relationships, ensuring that vendor deliverables are delivered on time.
•    With prior approval from agency, secure and oversee event services, including but not limited to catering, decorations, tents, tables and chairs, set design, backdrops, staging, audiovisual, entertainment, and any other event-specific requirements.
•    Provide accurate cancellation policies for each selected vendor to the organization.
•    Verify accuracy and manage the submission of all invoices to ensure prompt payments.
- Event Logistics and Operations
•    Participate in meetings and/or calls as needed, including venue visits and walk-throughs.
•    Draft, manage, and distribute complete event production schedules, including load-in, setup, and rehearsals, to the organization, vendors, and venues.
•    Develop a deployment schedule for day-of execution and the days leading up to events, where applicable.
•    Coordinate with venue staff and third-party service providers to ensure seamless operations.
- On-site Event Management
•    Provide general administration, management, and day-of execution.
•    Manage and oversee all aspects of event setup, including equipment rentals, furniture rentals, audiovisual, staging, and signage.
•    Manage and coordinate event staff and volunteers.
•    Ensure effective event production, including, but not limited to, design, sound, décor, and lighting.
•    Coordinate event logistics, including stage management, audiovisual support, and technical requirements.
•    Support on-site registration, guest check-in, and seating processes.
•    Ensure that events run smoothly and according to schedule from start to finish.
•    Liaise with any security details as needed.
- Event Completion
•    Prepare final expense report for budget reconciliation.
•    Submit a post-event evaluation report with recommendations to agency.

- Questions/Inquires Deadline: February 11, 2026