Event Management and Registration Services

The vendor is required to provide event planning, logistic, and scheduling support services, event execution, and post-event services for the 2025 govbuy event.
- Provide an appropriate level of trained and experienced staff and all necessary contract services to accommodate, at minimum, 1,750 participants (such as exhibitors, and general event attendees) and at minimum 275 exhibitors.
- Staff must be courteous, helpful, efficient, and neat in appearance at all times while on site during the event.
- Agrees to take prompt and appropriate action with regard to any issues regarding the conduct of its employees.
- Work collaboratively with the office team to supply services including but not limited to, drayage, speakers, talent, music, audio-visual and event production, exhibit decorators, etc.
- Provide project status reports and participate in regularly scheduled team meetings, event steering committee meetings, and all staff meetings. 
- At a minimum, one meeting per week with the office team, and regularly scheduled biweekly meetings with an advisory committee. 
- Meetings will be scheduled to the extent necessary to ensure a successful event and may increase as the event planning increases.
- Establish an email mailbox and phone line to address event-related inquiries from event participants.
- Respond to inquiries regarding the event from all participants during the months prior to the event and during the event.
- Event branding and event marketing
- Event branding
1. Must utilize existing branding to create a unique and memorable brand identity for the conference, including event logos, color scheme, and messaging.
2. Must design all event branded materials including, but not limited to, banners, brochures, and digital assets.
3. Must provide graphic design services for all event-branded materials, including, but not limited to, banners, flyers, brochures, email and social media graphics.
4. Must ensure consistency with the conference branding across all materials. 
- Event materials and collaterals
1. Must produce and provide all event materials including, but not limited to, programs, banners, brochures, badges, agendas, and promotional items.
2. Must provide quality control over the inventory of all conference materials and ensure availability/provision of materials and supplies for the event.
3. Must work with the office to develop a signage plan to present signage and branded materials across the event location and create a cohesive conference experience for attendees.
4. Must design and provide at least 30 performance awards for vendors and buyers on office centralized contracts and others as determined by office.
5. Must create a signage plan for the event, and design and produce/provide all event-branded signs as needed, including but not limited to the following:
• Wayfinding signs
• Step and repeat sign
• Banners
• Video screen signage
6. Event digital content creation
• Must create branded content for the event, including but not limited to:
1. A video of office and its divisions to play during the event. 
2. Office expects the video to be approximately five minutes long. 
3. Sections of videos may be looped as visuals during the event. 
4. Longer versions of the videos could be used as introductory resources for certain sessions.
5. Graphics for screens in event area.
6. A PowerPoint template for presentations during the event.
• Must architect and write all website content for the office govbuy website and work with the office digital communications team to publish the content on the office website and provide updates throughout the marketing period and during the live event as necessary.
7. Expected to print / produce and provide all event materials as needed for the event including but, not limited to signage and event materials such as programs, brochures, badges, agendas, and promotional items.
- Event marketing
1. Must develop and write marketing materials for the event and work to attract attendees, speakers, and exhibitors to the event through, including but not limited to:
• Email strategy: develop and execute an email strategy consisting of a regular cadence of branded emails to attract attendees and exhibitors.
• Social media strategy: develop a social media strategy consisting of a regular cadence of branded social media posts to attract attendees and exhibitors and provide updates and highlights during the live event. 
• Work with the office digital team to implement the strategy.
• Direct outreach to potential attendees (including exhibitors).
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 18, 2025