Event Coordination and Management Services

The Vendor is required to provide project management, registration, and pre- and post- event planning services for the coordination and delivery of a variety of the department’s trainings, meetings, and conferences (event) with a high level of customer service.
- Event management is the strategic and systematic process of planning, organizing, coordinating, and executing various types of events to achieve specific objectives and create memorable experiences.
- It Encompasses Several Key Components, Including But Not Limited To:
•    Logistics: handling the details of the event, such as venue selection and vendor coordination.
•    Budgeting: managing financial resources effectively to ensure the event's success.
•    Attendee engagement: creating experiences that captivate attendees and meet their expectations.
•    Post-event evaluation: assessing the event's success and gathering feedback for future improvements.
- Event Website
•    Develop, launch, maintain, and manage an event website to provide information to participants and attendees to register to attend the conference or specific sessions, as appropriate, including accepting payment of registration fees, and information on the venue (if held in-person), and a link to an online system to book rooms at the conference rate.
•    Create a registration system. 
•    Manage registration to ensure registration can be completed, maintain registration files, monitor individual session registration to prevent overcrowding, and generating registration reports to the department bi-weekly two months prior to the event and on an ad hoc basis.
- Event Planning and Management:
•    Assist the department in planning, coordinating, and providing logistic support to the event. Provide an event plan & schedule no later than 30 calendar days of the department notification regarding a new event.
•    Develop, implement, and coordinate the call for proposals process for event development, and act as a single point of contact for all event presenters.
•    Act on the department’s behalf as an intermediary with the event venue to complete planning activities for the event.
•    Work on the department’s behalf to secure the event venue including management of event room blocks to support attendees’ needs.
•    Work on the department’s behalf with the event venue to ensure all needs for presenters, exhibitors, and participants are managed.
•    Assist the department in the coordination of event materials.
•    Ensure all VIPs are provided with the necessary event information.
•    Ensure appropriate arrangements are made for attendees with special needs.
•    Solicit, negotiate, and coordinate any special event activities during the event as directed by the department.
•    Assist the department in the advance planning and coordination of adjunct meetings, circuit breakout sessions, and/or professional breakout sessions.
•    Coordinate and attend a pre-event planning meeting at the event venue.
•    Contact all selected presenters and general session keynote speakers.
•    Organize and submit all presenter information for continuing education credits.
•    Assist the department with the general session planning and coordination.
•    Solicit, plan, and coordinate on-site audio/visuals needs for all presenters, keynote speakers, etc.
•    Ensure all presenters and keynote speaker are provided with the necessary event information.
•    Submit a proposed agenda with the number and duration of, break-out, seminar, workshop, and closing sessions, along with their topics/content for review and approval from department staff.
•    Coordination and creation of the pre-conference training materials and agenda, to be submitted to the department in accordance with the event plan & schedule.
- Marketing and Communication
•    Work directly with the department designated parties for the development and coordination of all marketing, communication, and special event materials.
•    Solicit, plan, and coordinate corporate level sponsorships to fund the event.
•    Ensure all sponsors are provided with the necessary event information.
- On-site event management
•    Coordinate a pre-event meeting with the department and appropriate staff.
•    Coordinate with the venue to ensure that all requirements are adequately planned for by the venue management and work with all parties to ensure the contract with the venue is amended, if necessary. items to plan for include, but are not limited to:
o    Booking of rooms.
o    Facilities.
o    Signage, both venue-provided and conference-provided
o    Security.
o    Parking.
o    Check-in.
o    Reception room set up.
o    Banquet room set up.
o    Meeting room set up.
•    Oversee check-in services and management for on-site registration.
•    Disseminate all event registration and event materials.
•    Manage all on-site event needs.
•    Coordinate on-site communication needs.
•    When applicable to the event, coordinate and support exhibition hall vendors to ensure all exhibitors are set and prepared for open exhibit hours.
•    Work on behalf of the department, acting as an intermediary with hotel staff for on-site event needs. 
•    Coordination all conference logistics with hotel (when applicable) regarding event, including but not limited to the audio/visual needs.
•    Maintain an updated event budget on-site.
•    When applicable to the event, coordinate on-site childcare for the children (ages 0-17) of foster parents.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 13, 2025