Event Planning Services

The Vendor is required to provide highly-qualified individuals/companies to assist the County, on an as-needed basis, with on-call event planning and execution services.
- The County is seeking event planning and execution services to support County communications, public engagement, media relations, and outreach objectives.
- The selected individuals/companies will serve as an extension of staff, providing scalable, as-needed support for planning, coordinating, and executing public-facing and internal County events. 
- The selected individuals/companies will work under the direction of County communications leadership and collaborate closely with internal staff to support County priorities, enhance responsiveness, and meet fluctuating workload demands.
- The County provides a wide range of services that includes law enforcement and public safety, planning and zoning, parks and open space, highways and streets, culture and recreation, public health and human services, elections, and general administrative services.
- Event Strategy & Planning
•    Event concept development aligned with County messaging, branding, and communications goals
•    Event planning support for a range of County events, including:
•    Groundbreakings and ribbon cuttings
•    Press conferences and media events
•    Public meetings, open houses, and community engagement events
•    Celebrations, commemorations, and dedications
•    Internal or intergovernmental events, as needed
•    Development of event timelines, run-of-show documents, and logistics plans
•    Coordination with County communications staff to ensure alignment with messaging and outreach
•    Strategies
- Logistics & Vendor Coordination
•    Venue identification and coordination (indoor and outdoor)
•    Coordination with vendors, including but not limited to:
•    Audio/visual and staging
•    Rentals (tents, tables, chairs, barricades, signage)
•    Catering or refreshments (if applicable)
•    Entertainment or speakers (if applicable)
•    Support with permits, insurance documentation, and site requirements
•    Coordination with County departments, partner agencies, and external stakeholders
- Event Execution & Onsite Support
•    Onsite event management and staff support
•    Vendor oversight and troubleshooting during events
•    Coordination of speakers, elected officials, and VIPs
•    Setup, breakdown, and post-event wrap-up coordination
•    Ability to respond quickly to last-minute changes or time-sensitive needs
- Communications & Media Support (AS NEEDED)
•    Support for media logistics (media check-in, staging, press areas)
•    Coordination with County communications staff on signage, talking points, and visual elements
•    Assistance with event-related materials such as agendas, signage, programs, or wayfinding
•    Coordination with photographers, videographers, or multimedia vendors, as needed
- On-Call Availability & Flexibility
•    Availability to provide services on an as-needed and/or on-call basis
•    Ability to support events that may occur outside of standard business hours, including evenings, weekends, and holidays
•    Capacity to provide surge support during high-profile, time-sensitive, or concurrent events
•    Willingness to perform other event-related duties as assigned to support County priorities.