Event Planning Services

The Vendor is required to provide event planning services for include, but is not limited to, the following key features and activities to support up to 13 small (<200) to midsize (<350) person events annually.
- Development and administration of event registration platforms:
• Identify and implement an accessible online registration platform maximizing universal design that will fully allow members of the public, agency staff, disability service recipients, family allies, disability serving organizations, event exhibitors, and other key stakeholders in the disability community to register for upcoming events.
• Registration must be usable for those utilizing software (i.e., jaws and dragon speech).
• Manage event and conference accommodation requests surrounding dietary restrictions and accessibility related accommodations
• Develop a “call center” and customer service plan to provide support to registrants of the larger community events, especially events with larger transportation demands.
• Ensure a seamless registration and event check in process, utilizing electronic modes of check in.
- Develop and activate event marketing and recruitment materials:
• Develop and print event collateral, social media and marketing content, graphics, and other items to support dissemination of event activities.
• Develop event core messaging, including but not limited to event description, event registration landing page language, invitation text, messaging to registered attendees, and thank you messaging.
• Advise on the communication strategy by recommending several touchpoints including save the dates, invitations, reminders, and follow up.
• Digital invitations, emails, PowerPoint presentations, programs, day of materials, promotional materials, signage, banners, and social media assets.
• In collaboration with the office of communication, develop a public relations and messaging strategy including but not limited to crafting press releases, assisting with media relations, drafting briefing materials, scripts, and talking points.
• Assist with crafting the run of show and speaker selection.
• Develop training materials and implement training in partnership with office of learning and engagement to ensure everyone involved with running the event- (selected vendor and agency staff volunteers) are clear on the run of show and expectations for the day.
• This should include a communication plan for effectively trouble-shooting issues that arise during the event.
• Hire photographers, videographers, and photo booth attendants as needed.
• Produce highlight videos and a library of photos as needed.
• Create social media plans, including but not limited to promotion, day of coverage with reels, and post event content.
- Recruitment and coordination of exhibitors, keynote speakers, panelists, workshop presenters and consultants
• Responsible for identifying, recruiting, and administering contracts with topical keynote speakers and panelists, with an emphasis on individuals with lived experience of disability.
• Also lead communication with all speakers regarding role expectations and any required training.
• Responsibilities may also include covering select logistical or financial components associated with speaker and participant engagement.
• Collaborate with SME consultant if one was identified by agency as part of the event planning and execution.
• Exhibitors and workshop presenters: identify (in partnership with agency), recruit, and collaborate directly with exhibitors and workshop presenters to secure attendance, coordinate materials (e.g., workshop presentations, exhibitor materials) and provide guidance on day of activities and responsibilities.
- Event management
• Facilitate event briefing and debriefings with agency staff, prepare briefing materials.
• Manage events on-site, such as running the logistics, fielding technology issues, and facilitating questions asked by the public and agency staff.
• Coverage of expenses for the event, which are all inclusive (e.g., food, audio-visual, gift bags, marketing materials, swag, volunteer shirts, speakers, consultants, and other miscellaneous items as needed).
• Responsible for obtaining design approval for all marketing materials from agency.
• Secure event feedback potentially via formal or informal surveys.