Event Planning Services

The Vendor is required to provide event planner to assist in the coordination and execution of a one-day summit for youth programming providers to take place in mid-autumn.
- To gather youth program providers to network, share expertise, assess community needs, and review best practices, workshop successful grant writing practices, nonprofit board development, and more.
- Requirement:
•    End invitations to, and collect RSVPs from, youth programming providers and organizations; 
•    Invite a wide range of youth programming providers from across the city; 
•    Identify and secure speakers or discussion leaders for the summit; 
•    Finalize the itinerary for the entire one-day event; 
•    Secure a venue; 
•    Organize catering for lunch and potentially other refreshments like coffee, snacks, etc.; 
•    Facilitate discussion throughout the event, from general sessions to smaller breakout rooms and sessions (including youth mental health, violence prevention, fundraising, board development); 
•    Handle all payment and billing details directly with vendors; 
•    Make all payments directly to vendors. 
•    Reimbursed in the amount equal to payments made for contracts and invoices for all services authorized by staff. 
•    Payment will be made to the vendor after submission of itemized invoices to the city, with receipts attached. 
•    The city only pays invoices after services have been rendered; 
•    Provide receipts, contracts, invoices or other documentation of monies spent; 
•    Share a final report on the event after the summit concludes, detailing takeaways from the various discussions.