Event Support Services

A Virginia university is seeking a qualified vendor to deliver comprehensive event support and staffing services for athletic sporting events. The primary responsibilities include managing reserved group tailgating events, overseeing event staffing, and coordinating field level suites during athletic events. Vendors are expected to submit detailed plans or diagrams illustrating their vision for the tailgating area at Detrick Lawn, specifying tent sizes, capacities, amenities, services, personnel assignments, and a complete itinerary covering setup through cleanup.

Proposers must demonstrate their ability to provide a turnkey tailgating experience for fans and clients. This includes offering a range of tailgating packages with catering options, efficiently resolving disputes, and maintaining a robust safety protocol addressing weather, health, and security considerations. Detailed setup and cleanup procedures, including staff roles such as bellhops, hostesses, and general labor, should be included.

The selected vendor will be responsible for event staffing services as requested by the university, which encompasses supplying all necessary personnel, equipment, uniforms, and supplies. Staff members will be direct employees of the contract holder, with all training, transportation, and personnel management handled by the vendor. The staffing plan must also ensure two-way radio communications compatible with the university system. The contract term is five years, and prospective vendors are required to submit questions regarding the opportunity by January 28, 2026.