Arts and Culture Awards and Summit Coordination Services
Overview
Fit Score
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SUMMARY
KEY REQUIREMENTS
BUDGET
VerifiedCONTRACT DURATION
TIMELINE
Questions / Requests for Clarification Due: June 11th, 2026
Responses to Questions / Requests for Clarification Issued (approx.): June 12th, 2026
Bid Opening Date (Proposal Due): June 16th, 2026
Issuance of Notice of Intent to Award (approx.): June 23rd, 2026
QUESTION DEADLINE
Issuing Agency
Oregon Business Development Department
Organization overview and procurement intelligence available on paid plans.
DESCRIPTION
The agency seeks a qualified event coordinator or firm to manage and coordinate its arts and culture awards and summit event. The selected vendor will act as the primary event management and production coordinator, overseeing all aspects of event logistics, including venue coordination, registration systems, operational planning, and onsite execution. The role also encompasses account and project management duties such as creating and tracking project timelines, scheduling and facilitating meetings with the agency, and distributing meeting agendas.
Key responsibilities include serving as the main point of contact for venues, vendors, subcontractors, and operational partners, as well as coordinating post-conference engagement activities. The vendor will be responsible for setting up and managing the registration platform, handling attendee registrations and fees, and generating relevant reports. Additionally, the coordinator must produce print-ready materials—including programs, agendas, and name badges—and communicate with presenters or performers to collect all necessary details, such as timelines and technical requirements.
Onsite, the coordinator will manage event logistics, oversee meeting room setup, handle registration, coordinate with audiovisual and external vendors, provide staffing for the registration desk, and organize event close-outs. All questions regarding the RFP must be submitted by June 11, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due June 16, 2026. Questions must be submitted by June 11, 2026.
- What is the budget for this RFP?
- The published budget is $40,000.
- Who issued this RFP?
- It was issued by Oregon Business Development Department. The work is located in Salem, Oregon, United States.
- Who is a good fit for this opportunity?
- Experienced event management firm with a background in arts and culture events
- Proven track record coordinating large-scale conferences or summits
- Capacity to oversee operations, venue logistics, and vendor management
- Strong project management skills with the ability to deliver within timelines
- Familiarity with event registration platforms and attendee engagement
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