Event Planning Services

Overview

Events, Printing & Promotional Goods

Brainerd, Minnesota, United StatesPosted 28 days agoDeadline: April 22nd, 2026

Fit Score

Settle Intelligence

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SUMMARY

Seeking a vendor to provide full-service event planning, coordination, and onsite support for an airport-related event in Minnesota, including risk management, marketing, and post-event evaluation.

KEY REQUIREMENTS

Must have demonstrated experience with public events
Must have an understanding of airport operational considerations
Must provide proof of liability insurance
Must provide references (minimum of two)
Must be able to meet required deadlines

BUDGET

Estimate

$15,000 – $30,000

TIMELINE

RFP Issued: March 25th, 2026

Deadline for Questions: April 17th, 2025

Proposals Due: April 22nd, 2026

Interviews: April 27th, 2026 – May 1st, 2026

Selection and Notification: May 8th, 2026

Contract Start: May 18th, 2026

QUESTION DEADLINE

April 17th, 2025

Issuing Agency

Brainerd Lakes Regional Airport

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The selected vendor will provide comprehensive event planning services, including full-service planning, coordination, vendor management, onsite support, and post-event evaluation. Responsibilities include developing a detailed event plan, schedule, and staffing outline, as well as coordinating with airport tenants and community partners to ensure cohesive collaboration.

The vendor will be required to create a risk management and contingency plan addressing weather, safety, and emergency access needs. Additional duties involve developing a marketing and communications approach, designing and managing the venue layout (including parking, exhibits, entrances, and signage), and overseeing all rental equipment such as tents, staging, seating, power, and restrooms. The event planner must ensure proper placement of aircraft and exhibitors in compliance with airport safety standards.

Onsite management includes supervising event flow, overseeing registration and check-in, coordinating volunteers, and leading the post-event debrief. The vendor will be responsible for providing attendance metrics, conducting vendor evaluations, submitting recommendations, and delivering a final event summary report to airport leadership.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.