Event Management and Support Services

The Vendor is required to provide event management and support services for the college corps.
- Event planning and logistics management
1. Venue coordination
• Assist with identifying and confirming event venues on or adjacent to college campuses across state as requested, in coordination with agency and designated campus liaisons.
• Negotiate and secure all necessary venue contracts, permits, and agreements, including facility use agreements, insurance certificates, and compliance documentation.
• Conduct advance site visits as necessary and produce written venue assessments, including accessibility evaluation, capacity confirmation, and technology infrastructure review.
• Coordinate with campus facilities management to ensure room layouts, furniture, AV equipment, and support services are properly arranged for each event format.
• Develop and maintain a master venue contact list and escalation protocol for each event site.
2. Vendor and supplier management
• Negotiate contracts and manage relationships with all third-party vendors including but not limited to day-of staffing providers, professional event emcees, ASL interpreters, catering, audiovisual, photography, printing, and rental companies.
• Ensure all vendor contracts include appropriate terms for cancellation, insurance, and performance standards.
• Maintain a vetted vendor directory and track vendor performance across events.
• Manage all vendor invoicing, payment coordination, and documentation in partnership with agency and campus program staff.
3. Attendee and registration management
• Develop and manage an event registration system capable of handling large-scale attendee enrollment for thousands of college corps fellows across multiple campuses.
• Coordinate with agency to provide campus college corps program contacts with attendee communications, registration confirmations, and logistical updates.
• Produce and distribute pre-event informational packets or digital briefing materials for attendees and campus hosts.
• Attendance data and provide regular enrollment reports to agency.
• Manage check-in processes on the day of each event, including name badge distribution, accessibility accommodations, and attendee support.
4. Transportation
• Coordinate transportation reimbursement processes for campus programs as applicable.
• Develop and distribute transportation, parking, and arrival guidance for attendees.
5. Day-of event staffing and operations
• Provide sufficient and experienced event staff for each event, including an on-site event lead, registration coordinators, logistics coordinators, and runner and support staff.
• Maintain adequate staffing capacity to simultaneously coordinate, manage, and execute multiple events occurring on the same day if required by agency.
• Develop and distribute a detailed day-of event run of show for each event, reviewed and approved in advance by agency.
• Serve as the primary point of contact for all on-site operational matters during each event.
• Coordinate emergency and safety protocols in alignment with campus policies and applicable state guidelines.
• Manage event setup and breakdown, including the arrangement of materials, signage, equipment, and branded event elements.
- Advisory group participation and support
1. Advisory group meeting participation
• Participate in recurring advisory group meetings throughout the contract period to support planning and implementation of mid-year leadership workshops.
• Provide event planning, logistics, and implementation expertise to inform advisory group discussions and decision-making.
• Document meeting outcomes, decisions, action items, and next steps, and distribute meeting summaries within five (5) business days following each meeting.
• Track action items related to event planning and implementation and coordinate with agency on follow-up activities as needed.
2. Planning and administrative support
• Collaborate with agency to develop and maintain an advisory group planning calendar aligned with event timelines, deliverables, and production deadlines.
• Prepare and distribute meeting materials, including agendas, background documents, presentation materials, and meeting notes, as directed by agency.
• Virtual meeting coordination and logistical support for advisory group meetings, as directed by agency.
• Maintain organized records of advisory group materials, decisions, and planning documents to support continuity throughout the contract period.