Event Planning Services

The vendor is required to provide event planning services include, but are not limited to, planning, budget management, vendor management, day of coordination, and event execution.
- The event planner’s services will include but are not limited to concept development, invitation, registration, budget management, planning, vendor management, communications support, day of coordination, and event execution.
- Requirement:
1. Event planning
•    Format and length
•    Agenda
•    Location, date and time
•    Event registration process
•    Décor and gift bags
•    Budget
•    Catering
•    Necessary vendors
•    Timeline
2. Event management and execution
•    Ensuring all authorized agents and staff of sub-contracted vendors event are qualified to perform services in accordance with best industry standards 
•    Securing venue and any agreed upon vendors in a timely manner 
•    Overseeing and managing all approved vendor relationships and ensuring vendor deliverables are delivered on time 
•    Ensuring event complies with applicable laws and regulations 
•    Providing agency with regular updates on timeline progress 
•    Providing agency with a draft press advisory, to be delivered to media outlets electronically in advance of the event to generate press coverage of the event itself 
•    Providing agency with a social media toolkit to be distributed to partners in advance of the event 
•    Providing suggested talking points for speakers if warranted 
•    Drafting, managing, and distributing a complete day of schedule and run of show for the entire event, including load in, setup, rehearsals, and cleanup, to all parties, including but not limited to the agency, vendors, and venue 
•    Providing support to agency to facilitate media interviews during and following the event. 
•    Providing agency with a draft press release to be delivered to media outlets electronically on the day of the event, after its conclusion, including links to cloud storage of event photos and video footage. 
•    Coordinating all event-day logistics, including catering, music, balloon arch, plant delivery, photographer and videographer, tassels, and other items as needed 
•    Providing complete day of event coordination, including setup and breakdown 
•    Supervising all staff and volunteers at event.