The vendor is required to provide that event management contract services for our large annual conferences as well as sponsorship assistance for smaller networking events throughout the year.
- An event management team for planning, executing, and closing the event:
• Human resources: event production/promotion/administration team
• Website: One-stop-shop to manage website (host/update the website at website, includes: attendee registration, speaker information and bios, possible mobile app with texting capabilities)
• The event management team will take liability for covering all costs associated with the event. they will regularly report the budget to department including all revenue received and all expenditures, including their management fee.
• Additionally, the event management team should submit an itemized budget at different stages of event planning (initial, midpoint, and final), including clear justifications for any variances in cost estimates.
• Sponsorship: target companies, recruit, contract with, fulfill sponsor promotion, collect money, and create the sponsorship packet. create swag bags and giveaway opportunities for attendees.
• Marketing and promotion: create the advertising content, including the design of digital and print materials secure any additional free advertising where possible. earned media/pr coverage and attendance of the event to increase awareness.
• Coordination: with external entities such as hotels (room blocks + rates), venues, speakers, catering, av, and the department team.
• Pre-event: planning: plan and communicate with department at regular meetings. this includes providing status updates on sponsorships, budgets, and registrations.
• On-site event management/coordination: Printing/organizing attendee/speaker name badges, signage, mobile app, conference setup/takedown.
• Sustainable event practices: work with the department to implement eco-friendly event practices, including waste reduction & recycling, using sustainable materials, and sourcing local vendors.
• Outdoor ethics education; incorporate "leave no trace" or other outdoor ethics principles into the event, especially in the outdoor activities and service projects.
• Post-event analytics and feedback collection: help create post-event surveys for attendees, sponsors, and speakers, and analyze feedback to assess the event's success.
• Data analytics: Provide an analysis of attendee demographics, participation trends, and feedback to help refine future event strategies; department would also like data to help manage the guest list and other important event aspects.
• leadership: Department expects the event management team to take leadership and initiative on the event, especially guiding department through the planning process, scheduling regular check-in meetings, creating a timeline, proactively providing budget updates, etc.
• Final event report: compile a post-event summary that includes lessons learned, areas for improvement, and key success metrics.
• Debrief meeting: host a post-event debrief meeting with department to discuss successes and future improvements.
• Foster networking and relationships through unique networking events not found at other conferences
• Create a memorable experience for attendees and address issues, changes, and opportunities for the outdoor recreation industry.
• Showcase the importance and quality of outdoor recreation around state, specifically in our host community.
• build stronger relationships with key stakeholders around state, specifically in more rural areas of the state.
• Engage local companies, organizations, stakeholders, etc., through sponsorships, activities, meetings and personal invites.
• Fulfill department mission at large conferences, and at several smaller events throughout the year:
o Share outdoor recreation best practices through breakouts, workshops, private meetings
o Inspire through activities, breakout sessions and exciting keynote speakers
o Engage industry through sponsorships, product showcases and product giveaways
o Give back to the community we are working in through our service project
o Promote healthy and active behavior by providing opportunities for outdoor recreation activities
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 21, 2025