University Event Planning and Execution Services

The Vendor is required to provide to support the planning and execution of large-scale university events such as donor recognition ceremonies, alumni reunions, and fundraising galas.
- These services are essential to ensure seamless coordination of logistics, including contracting with local hotels, caterers, transportation providers, and other vendors
- Intended to achieve two primary goals: first, to continue leveraging external event planning expertise for high-profile university events that require strategic coordination, creative execution, and alignment with agency mission and brand; and second, to expand vendor support capabilities to meet broader university event needs.
- These events may include, but are not limited to, academic conferences, alumni reunions, donor recognition events, commencement-related activities, and other high-profile gatherings hosted by various departments and administrative units.
- Strategic Event Planning
•    Collaborate with university stakeholders to define event goals, target audiences, themes, and desired outcomes.
•    Develop detailed event plans, timelines, and production schedules.
•    Provide creative input on event design, branding, and attendee experience.
- Venue and Vendor Management
•    When appropriate, execute contracts directly with third-party vendors (e.g., caterers, venues, transportation providers) on behalf of the university, ensuring all agreements meet agency standards for quality, safety, and compliance.
•    Identify, evaluate, and secure appropriate venues, including hotels, conference centers, and off-campus locations.
•    Negotiate and execute contracts with local vendors, including:
o    Hotels and lodging providers
o    Caterers and food service vendors
o    Audiovisual and production companies
o    Transportation providers (e.g., shuttles, charter buses)
o    Decorators, florists, and rental companies
o    Security and crowd management services
•    Ensure all vendors meet agency standards for quality, safety, and compliance.
- Logistics and Operations
•    Coordinate all logistical aspects of the event, including setup, registration, signage, and wayfinding.
•    When requested, coordinate with Advancement to manage event staffing, including temporary personnel, volunteers, and vendor crews. 
•    The selected vendor must be prepared to support staffing needs in collaboration with university stakeholders when such support is required.
•    Provide on-site event management and troubleshooting throughout the event lifecycle.
•    Ensure compliance with university policies, accessibility standards, and local regulations. 
- Budget and Financial Management
•    Serve as a financial intermediary when requested, managing vendor payments and consolidating invoicing, while ensuring compliance with university and state procurement policies.
•    Develop and manage event budgets in collaboration with university departments.
•    Provide cost estimates, track expenditures, and ensure adherence to budgetary constraints.
•    Submit detailed post-event financial reports, including vendor invoices and reconciliation.
- Communication and Reporting
•    Maintain consistent communication with designated university contacts throughout the planning and execution phases.
•    Provide regular status updates, planning documents, and risk assessments.
•    Conduct post-event evaluations and debriefs, including attendee feedback and lessons learned.
- Risk Management and Compliance
•    Identify and mitigate potential risks associated with event execution.
•    Ensure all vendors carry appropriate insurance and comply with university and state procurement policies.
•    Develop contingency plans for weather, emergencies, or vendor failures.
- Technology and Innovation
•    Utilize event management software or platforms for registration, communication, and analytics.
•    Provide virtual or hybrid event capabilities when needed, including live streaming and remote participation tools.
- Sustainability and Inclusion
•    Incorporate sustainable practices in event planning, such as waste reduction, local sourcing, and energy efficiency.
•    Ensure events are inclusive and accessible to all participants, including those with disabilities or dietary restrictions.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: September 05, 2025