Agency Wide Event Planner Services

The vendor required to provide comprehensive event management services for agency conferences, summits, workshops, and special events.
- The contractor will be responsible for planning, coordination, registration, vendor management, logistics, audiovisual and IT support, data collection, and on-site execution.
- The work includes comprehensive pre-event planning (“ramp-up”), on-site event management (“day-of”), and post-event evaluation (“ramp-down”) services.
- Comprehensive event planning, development, and coordination
1. Collaboration and planning
•    Assist department in developing event concepts and objectives, using standardized planning templates or questionnaires to gather requirements.
•    Identify a primary point of contact and key personnel for each event; changes require department written approval.
•    Prepare and submit cost projections for all anticipated expenditures (venues, vendors, equipment, etc.), including contractor time and cost breakdowns.
•    Maintain detailed event records, including budget narratives, time logs, and expenditure documentation.
•    All costs must be pre-approved by department prior to commitment or expenditure.
2. Coordination and execution
•    Develop a detailed project plan with milestones and deliverables to guide each event.
•    Manage all logistical aspects including scheduling, vendor contracting, and communications.
•    Ensure professional and consistent execution of all department events, maximizing attendance and ROI.
•    Coordinate with department for review and approval of speaker agreements, vendor contracts, and other commitments.
•    Ensure no markup or profit on direct pass-through costs to the state.
- Pre-event strategic planning and coordination (ramp-up services) 
1. Venue and logistics
•    Recommend and reserve approved event venues and lodging (if applicable). 
•    Free or government-owned spaces must be prioritized if suitable.
•    Prepare quotes and purchase order documentation for venue deposits and meeting costs.
•    Plan and coordinate event furnishings, décor, signage, audiovisual systems, and related services (i.e., catering).
2. Speaker and presenter management
•    Secure speakers and presenters as approved by department.
•    Draft and manage speaker agreements, subject to department review and approval prior to execution.
3. Registration management
•    Develop, host, and maintain online registration portals.
•    Manage pre-event registration, fee collection, and data security.
•    Provide registration rosters and reports upon request.
•    Ensure accessibility and accommodate special needs (e.g., asl interpretation).
4. Communications and marketing
•    Coordinate attendee communications and event announcements as approved by department.
•    Design and produce digital and printed event materials (programs, signage, promotional items) consistent with department branding.
•    Support department social media and web-based event promotion.
5. Reporting and updates
•    Provide planning status updates (via email, meeting, or call) within 48 hours of department request.
•    Identify potential issues early and propose mitigation strategies.
- Event coordination, implementation, and execution (day-of services)
1. On-site operations
•    Manage and execute all day-of/pre/post/event activities, including registration, check-in, and general coordination.
•    Be present on-site for the duration of the event to oversee logistics, vendors, and staff.
•    Coordinate audiovisual setup, staging, and troubleshooting.
•    Provide customer service to attendees and address emergent issues promptly.
2. Technical support
•    Ensure seamless operation of av, presentation, and livestreaming systems.
•    Provide technical assistance to presenters and attendees.
3. Compliance
•    Ensure adherence to health, safety, and accessibility requirements.
•    Maintain professional standards of conduct and presentation throughout the event.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: December 22, 2025