Event Planning Services

Questions are due by March 14th, 2026.

Sealed offers must be submitted by March 18th, 2026 at 2:00 p.m. local time.

Event Planning Services are due upon award.

Stage, Overnight Security, Tent Rental, Tables, Chairs, Tablecloths, Floral Centerpieces, Catering Services, Waste Management, Local Band Performer, DJ Entertainment, Main House System, Subwoofers, and Portable Restrooms are due on August 29th, 2026.

Overnight security starts on August 28th, 2026 at 8:00 p.m. and ends on August 29th, 2026 at 9:00 a.m.

Tent setup is required by August 28th, 2026 at 6:00 p.m.

Bathroom setup is required 2 hours prior to the event on August 29th, 2026 and removal by August 29th, 2026 at 5:00 p.m.

The event date is August 29th, 2026 from 1:00 p.m. to 4:00 p.m., with a rain date of September 5th, 2026.

Waste removal is required by August 29th, 2026 at 5:00 p.m.

Stage setup is required 24 hours prior to the event on August 28th, 2026 and removal the day after the event on August 30th, 2026.

The contract term is from the date of award through September 30th, 2026.

The organization seeks a vendor to provide comprehensive event planning services, including coordinating and organizing a special event on the requested date unless cancellations or rescheduling occur due to emergencies such as inclement weather or natural disasters.

The selected partner will be expected to utilize event-based planning software to facilitate collaboration and transparency throughout the planning process. Responsibilities include site walkthroughs to inspect event areas, overall event design and creative development, serving as the primary point of contact for all contracted vendors and event staff, and detailing the event layout, timeline, and day-of logistics.

Additional deliverables include personalized vinyl banners in horizontal or vertical orientations, featuring four gold grommets and necessary hanging accessories.