Event Registration Management and Sponsorship Services

The Vendor is required to provide comprehensive event management, registration, fundraising, and sponsorship coordination services to ensure a seamless, financially supported, and well executed event.
- Provide a one-and-a-half-day event convening approximately 500 affordable housing professionals, nonprofit leaders, developers, public officials, and advocates from across.
- Objectives
•    Increase awareness of affordable housing issues, initiatives, and innovative solutions.
•    Energize support for state-of-the-art affordable housing programs and models.
•    Highlight locally-driven, community-based solutions and holistic approaches.
•    Engage community representatives in meaningful participation.
•    Mobilize cross-sector collaborative planning around housing issues.
•    Promote networking and exploration of partnership opportunities.
•    Secure sponsorships sufficient to support programming, logistics, and designated functions.
- Pre-Event Services – Event Management & Registration
1. Provide the following pre-event services and support prior to and continuing through the execution of the live on-site event:
•    Registration System
o    Provide a secure, mobile-compatible online registration platform supporting multiple attendee types (e.g., general attendee, speaker, exhibitor, and sponsor).
o    Acceptable platforms include Eventbrite, Cvent, Whova, RegFox, or mutually approved alternatives.
o    Enable payment collection, automatic receipts, confirmations, discount codes, group registrations, and custom fields.
•    Dedicated Event Website
o    Design, develop, and maintain a branded, dedicated Summit website with a unique domain name (e.g., affordablehousingsummit2026.org).
o    Include registration, agenda, speaker listings, venue/hotel information, sponsor recognition, and promotional content.
o    Maintain mobile compatibility and security of personally identifiable information (PII).
o    Keep the website operational with minimal downtime; notify Housing’s IT Director immediately in the event of a breach.
o    Maintain content and updates through April 30, 2026.
•    Customer Support & Communications
o    Respond to inquiries within 1–2 business days during business hours (Monday–
o    Friday, 8:30 a.m.–5:00 p.m.).
o    Provide professional, brand-consistent responses to registrants and partners.
o    Draft and send automated and scheduled communications in consultation with Housing.
•    Run-of-Show Planning
o    Collaborate with Housing to develop a detailed schedule covering all sessions, plenaries, breaks, receptions, and logistical elements.
o    Integrate the schedule with speaker availability, venue requirements, and sponsor visibility.
•    Speaker & Exhibitor Coordination
o    Identify and confirm speakers as directed by Housing; collect bios, headshots, and materials.
o    Manage submissions, ensure completeness, and incorporate into event materials.
o    Coordinate exhibitor/sponsor setup needs with the venue.
o    Support continuing education unit (CEU) documentation if applicable.
•    Name Badges & Registration Materials
o    Design and print professional name badges for all attendees, speakers, exhibitors, and sponsors.
o    Sort badges for efficient on-site distribution.
•    Accessibility & Dietary Needs
o    Collect registrant accommodation and dietary requests.
o    Arrange ASL interpreters and assistive technologies as needed.
o    Coordinate with the venue for fulfillment of these requirements.
•    Advisory Committee Support
o    Attend meetings, follow up on action items, and provide updates on planning progress.
- Pre-Event Services - Fundraising and Sponsorship
•    Fundraising Timeline & Launch
o    Begin no later than October 1, 2025.
o    Use a contact list provided by Housing, supplemented by the Vendor’s own network, professional contacts, and affinity-based leads.
o    Develop solicitation materials, sponsorship tiers, benefits packages, and outreach strategy in coordination with Housing.
•    Sponsorship Outreach
o    Serve as lead for sponsor outreach using Housing-provided lists and Vendor’s own networks professional contacts, and affinity-based leads.
o    Initiate direct contact via email, phone, or in-person meetings.
o    Manage all communications, follow-ups, and sponsor relationship management.
•    Sponsorship Package Development
o    Develop tiered packages (e.g., Presenting, Gold, Silver, Bronze) defining benefits such as exhibit space, ads, signage, website recognition, speaking opportunities, or reserved seating.
o    Secure Housing approval for all materials before release.
o    Coordinate posting and promotion of opportunities on the summit website.
•    Fund Management & Reporting
o    Track commitments and funds received; remit payments weekly to Housing’s Finance Office.
o    Submit biweekly reports detailing outreach activity, confirmed sponsors, funds raised, and next steps.
•    Opening Night Reception Coordination
o    Secure sponsorship(s) to fully fund the April 15, 2026 Opening Night Reception.
o    Coordinate food and beverage services with the venue’s in-house caterer.
o    Manage insurance, security, and all venue requirements for the reception.
o    Communicate final costs to Housing by March 15, 2026, as information.
- On-Site Event Services
•    Registration Management
o    Staff the registration desk, support attendee check-in, issue badges to no preregistered attendees, replace badges, and handle on-site registrations.
o    Including, but not limited to, day of registrations, registrations swaps and other attendee related adjustments.
•    Exhibitor & Speaker Support
o    Assist exhibitors during setup (April 14, 2026) and throughout the event.
o    Manage speaker check-in and provide directional/logistical assistance.
•    Reception Execution
o    Manage sponsor recognition, attendee engagement, and on-site logistics for the Opening Night Reception in coordination with Housing.
•    General Support
o    Coordinate with venue and Housing staff in real time for signage, AV needs, and troubleshooting.
o    Maintain on-site presence throughout April 14–16, 2026.

- Contract Period/Term: 1 year