Event Planning and Management Services

A city in California is seeking a qualified vendor to provide comprehensive event planning and management services for an upcoming city celebration. The selected vendor will be responsible for developing an overarching event plan covering event layout, staging, décor, thematic integration across venues, and wayfinding. Emphasis will be placed on cohesive event design that aligns with the celebration’s theme in all activities.

The scope of work includes preparing, monitoring, and managing the event budget in collaboration with city staff, with duties such as expenditure tracking, vendor payments, and cost controls to ensure the event stays within approved financial limits. Vendor procurement and management will also be required, including contracting with and coordinating a wide range of service providers such as entertainers, bands, food and beverage vendors, event rental suppliers, equipment providers, and those offering staging, sound, lighting, fireworks or drone shows, and stage management services.

A key component of the project is parade planning and coordination. The vendor will be tasked with designing the parade route, managing staging and assembly areas, handling participant registration and communications, organizing parade timing, and working closely with city departments and public safety personnel to ensure a safe and successful event.

Questions regarding the project must be submitted by January 20, 2026.