Event Management Services

The Vendor is required to provide event planning company to support the planning and hosting of public-facing and stakeholder-focused events to increase participation in sustainability programs and activities related to waste, carbon pollution, climate resilience, and schools and youth programs hosted by the county and other partners.
- Event planning and coordination
• Develop a comprehensive event plan for each event, including timelines, milestones, budget, and deliverables.
• Coordinate with county staff and partners to identify event objectives, target audiences, and key messages.
• Secure venues that are accessible, safe, within budget, and appropriate for the target audience and event format.
• Manage event registration, including online registration platforms and on-site check-in processes.
• Coordinate with vendors for catering, audio-visual equipment and recording, livestreaming, room set-up, signage, and other event logistics.
• Coordinate with speakers and presenters.
• Coordinate with sponsors or partner organizations for tabling or cross-promotional opportunities.
• Ensure compliance with all relevant standards and regulations, including ADA accessibility, health and safety guidelines, and local ordinances.
• Purchase event materials as needed.
- Marketing and promotion
• Develop and implement a culturally appropriate marketing and promotion strategy to maximize event attendance and engagement.
• Create promotional materials, including flyers, social media posts, email campaigns, and press releases in multiple languages as requested.
• Coordinate with county communications staff to ensure consistent messaging and branding.
• Utilize various channels to reach target audiences, including social media, email, community organizations, and local media.
- Event execution
• Provide on-site event management, including setup, coordination of activities, troubleshooting, and cleanup.
• Ensure all event elements are executed according to plan, including speaker coordination, presentations, and interactive activities.
• Manage event staff and volunteers to ensure smooth operations and a positive attendee experience.
• Compensate attendees for participation in events, if applicable.
• Implement measures to collect attendee feedback and evaluate event success.
- Post-event activities
• Conduct post-event evaluation to assess the effectiveness of the event and identify areas for improvement.
• Comprehensive event report, including attendance data, summary of activities, audio-visual materials, feedback summary, and recommendations for improving future events.
• Coordinate with county staff to follow up with attendees, including sharing event materials and resources.