Event Planning Services

The vendor is required to provide event planning services for authority annual formal awards banquet, the golden bus awards are held annually to recognize employees of the year.
- Tasks
•    Finalizing event details – the vendor will partner with authority to finalize event details. 
o    Weekly progress meetings will be required.
•    Manage event logistics - working with the center. 
•    Source an all-encompassing production company for the following needs:
o    Event planning - pre-production planning, decor, room design, entertainment, and live event production. 
o    Coordination of vendors, support staff, and venue related agreements. 
o    Audio and visual support – podium mic kit, speaker system, “confidence” monitors, projection, presentation support, cameras, etc. 
o    Lighting - stage and ambient lighting to enhance the awards presentation and atmosphere. 
o    Power and accessories: power distribution, cables, and related packages to support all technical needs and backup equipment as needed. 
o    Scenic support package – staging and setline drapery
•    Catering and cash bar
o    The catering company will provide the crew
o    Manage menu coordination (including food allergies and dietary restrictions)
o    Check-in staff must provide table cards or similar for servers.
o    The crew for catering, venue, etc., must be union friendly
•    Print and display customized decorative banners 
•    Photobooth – with on-site, unlimited printing, and all digital files shared with authority after the event. 
•    Plan and source decorations as necessary, including:
o    Customized banners to recognize silver wheel nominees (pull-up banners, approximately 48”w x 96”h)
o    Signage
o    Centerpieces
o    Flowers
o    Balloons
•    Pre-event preparation: deliver supplies and prepare the registration area the day prior to the event (prior coordination with venue required) 
•    Scenic support:
o    Staging
o    Setline drapery
o    Structural elements for the awards area
o    Decorations and table setup
•    Provide event-day support:
o    Ensure correct setup on event day
o    Manage and run check-in process (attendee registration)
o    Manage menu coordination (including food allergies and dietary restrictions)
o    Ensure successful executive of event agenda
•    Post-event support:
o    Attendance and registration data
o    Event feedback.

- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Non-Mandatory) Date: October 6, 2025
- Questions/Inquires Deadline: October 15, 2025