Events Planning and Management Services

The vendor required to provide events planning and management services for include:
- Core responsibilities
•    Provide end-to-end planning and on-site execution for airport events and activations, from initial concept through post-event closeout. 
•    Act as primary coordinator across airport teams, partners, sponsors, tenants, airlines, government stakeholders, and community groups. 
•    Integrate safety, security, and operational considerations for landside, terminal, and airside environments in collaboration with airport operations and security. 
•    Ensure accessibility, inclusivity, and sustainability are embedded throughout planning and delivery. 
•    Protect confidential information and personal data gathered through planning, registration, media activities, and content capture.
- Functional service categories
1. Full event coordination and on-site execution
•    Program management from discovery to post-event debrief. 
•    On-site producer and show caller; stage management; talent and VIP handling; guest journey and wayfinding. 
•    Run-of-show development, including audio, visual, lighting, staging, interpretation, and public announcements. 
•    Crowd-flow planning, queue management, and contingency preparation aligned with airport procedures. 
•    Post-event reconciliation, and lessons learned. 
•    Event consulting and strategic planning 
•    Facilitate discovery to define objectives, audiences, desired outcomes, and measurement approach. 
•    Develop an event roadmap and capacity plan suitable for a high-growth environment. 
•    Map stakeholders and governance, outlining decision paths and approvals.
2. Vendor and venue sourcing and management 
•    Source and manage venues on and off airport, catering, audio-visual, staging, décor, rentals, transportation, printing, photography and videography, interpretation, and entertainment. 
•    Negotiate scopes, rates, and service levels; oversee deliverables and quality. 
•    Coordinate airport space bookings and required permits, including curbside and airside access as authorized. Including costs upfront with monthly reimbursements. 
•    Manage vendor onboarding, insurance verification, safety orientation, and security clearances.
•    Event budgeting and logistics 
•    Build budgets, track forecasts, and implement cost controls and value engineering. 
•    Plan logistics for deliveries, load-in and load-out, access routes, waste management, power, information technology and audio-visual testing, and signage.
•    Secure permits and approvals as applicable to venue, jurisdiction, and life-safety requirements. 
•    Complete expense reconciliation and provide a final cost summary after each event.
3. Event branding and design
•    Create concepts aligned to airport brand standards and partner co-branding guidance.
•    Design production-ready files for signage, staging elements, backdrops, wayfinding, credentials, invitations, programs, and digital assets.
•    Oversee fabrication and installation of scenic, décor, and experiential elements.
•    Apply accessibility-by-design principles for readability, contrast, language, and navigation.
4. Social media content and scheduling
•    Plan content in partnership with airport communications
•    Provide event-day coverage and real-time content capture in accordance with filming approvals and privacy expectations.
•    Manage publishing calendars, community engagement support, and post-campaign insights.
5. Timeline creation and production management
•    Develop a master critical path with milestones, dependencies, approvals, and risk gates.
•    Prepare production books, run-of-show documents, and cue sheets for all stakeholders.
•    Lead rehearsals, sound checks, technical runs, and show calling.
6. Event marketing support
•    Define audience strategy for media, partners, community, tenants, and employees with channel recommendations.
•    Manage invitations, registration, accreditation, guest communications, and on-site check-in.
•    Deliver press logistics including media risers, power distribution, audio feeds, scrums, and wayfinding.
•    Compile post-event insights and recommendations.