Commencement Venue, Facilities, and Event Services

A Texas college is seeking a qualified provider for venue, facilities, and event services to support its Spring 2026 commencement ceremonies. The selected vendor will be responsible for delivering a primary indoor arena capable of hosting multiple commencement events over two days, ensuring a safe, accessible, and professionally managed environment.

Required services include facility use, staffing, security coordination, technical support, and comprehensive event support. The venue must offer climate-controlled, ADA-compliant accommodations with sufficient seating for graduates, guests, faculty, the platform party, and staff. Dedicated areas are needed for graduate check-in and assembly, volunteer coordination and meals, platform party assembly and meals, press or media operations, as well as storage and staging.

Additional requirements include ample restroom facilities to support large crowds, food and beverage service for staff, volunteers, and the platform party—provided exclusively by the venue’s approved catering provider—along with structured parking options. The event schedule involves multiple ceremonies, with adequate buffer times between events for efficient management. The contract period for these services will be one year.