Event Planning Services

The vendor required to provide event planning firms to provide full-service planning, coordination, and execution of a groundbreaking ceremony for its new headquarters facility.
- Event planning and coordination
1. Pre-event planning
•    Develop a detailed event plan, master timeline, and production schedule
•    Conduct site visits to assess layout, logistics, and infrastructure needs
•    Coordinate with internal stakeholders, executive leadership, and dignitary representatives
•    Source, contract, and manage all vendors
•    Develop contingency plans for weather, transportation, safety, and emergency response
2. Program development
•    Assist with program development, run-of-show, and speaking order
•    Coordinate audio/visual requirements including podiums, microphones, and sound
•    Support scripting, cue sheets, stage management, and speaker coordination
- Logistics and infrastructure
1. Venue setup
•    Design and manage site layout including stage, seating, registration, and vip areas
•    Provide and install a large tent capable of covering the full audience in the event of inclement weather
•    Ensure ADA-compliant access throughout the event site
2. Restrooms and sanitation
•    Provide an adequate number of portable restrooms for 600+ attendees
•    Include ADA-compliant restroom units
•    Install and maintain handwashing stations
3. Power and technical requirements
•    Provide temporary power generation sufficient for:
o    Audio/visual equipment
o    Lighting
o    Stage power vendor needs
•    Ensure all power distribution is safe, code-compliant, and monitored by qualified technicians
4. Audio and visual production
•    Provide professional A/V equipment including:
o    Pa system
o    Podium microphones
o    Wireless handheld microphones
o    Display screens (if required)
o    Optional recording or livestreaming
•    Provide on-site A/V technicians for setup, operation, and breakdown
- Guest services and hospitality
1. Registration and guest management
•    Design, set up, and staff registration and check-in areas
•    Manage VIP and dignitary arrival protocols
•    Provide on-site guest assistance throughout the event
2. Box lunch distribution
•    Coordinate, order, have delivered to sight, and distribute, 650 box lunches “to go” to all attendees (final number of lunches will be provided during planning).