Event Coordinator Services

The Vendor is required to provide the event coordinator will be required to work collaboratively with agency staff to arrange, pay for, and coordinate advertisement; secure appropriate community geographic location; and manage events set-up and break down, presenters, community event activities, etc.
- Services include:
•    Serve as the expert or procure expertise in planning, implementing, and providing the technical support for an in-person community event;
•    Oversee and manage all virtual and on-site logistics, including, designing event flyers, providing online registration and securing appropriate communication platforms; 
•    Ensure live technical support before and during event to address sign-in and other technical issues;
•    Schedule and facilitate planning meetings with unit, community presenters, and community partners;
•    Serve as the point of contact and liaison for registrants and community partners;
•    Collaborate with unit on the management and distribution of all community resource fair supplies and materials;
•    Provide an itemized budget for review and approval prior to finalizing arrangements;
•    Engage in monthly virtual meetings with unit to discuss planning progress, outcomes, and challenges;
•    Provide a detailed summary of attendance that will include, but is not limited to: the name, title and organization of each attendee community partner;
•    Develop evaluation criteria and survey methodology in coordination with and as directed by unit;
•    Create surveys to obtain quantitative and qualitative feedback from participants;
•    Implement a strategy to achieve greater than sixty percent (60%) of survey response rate, including incentivizing completion through raffles and giveaways, and integrating the survey into the event flow (e.g., bingo card return process);
•    Compile responses and submit a summary report to the department within thirty (30) days of the event;
•    Provide an itemized budget for review and approval by unit prior to finalizing summit arrangements;
•    Design and implement a multi-layered recruitment strategy that meets families and community members where they are including digital outreach, community promotion, and trusted partner engagement;
•    Schedule and engage in monthly virtual meetings with unit to discuss plans, progress, outcomes and challenges of the summit facilitated by the bidder; and 
•    Procure and process invoices and payments to vendors in coordination with and directed by unit within a reasonable amount of time, not to exceed thirty (30) days after the event and provide a signed, dated, final invoice, and final report within thirty (30) days of the event.
- Budget: $19,000

- Contract Period/Term: 1 year