A vendor is sought to provide comprehensive event planning services, including the development and administration of post-event attendee surveys and the preparation of a detailed post-event report capturing outcomes, guest feedback, and operational insights. The selected company will be responsible for identifying areas for improvement and future recommendations, creating an event production schedule, and maintaining a budget tracking tool with expenditure reports.

Services will also encompass management of an online registration platform and generation of attendee reports, event floor plan design, and coordination of signage. Additional responsibilities include preparing the technical script and run-of-show, negotiating sub-vendor agreements within the allocated event budget (inclusive of negotiated rates and possible concessions), and handling all aspects of food and beverage planning documentation.

The event planner must further provide contingency and risk assessment plans, prepare event briefing notes for executive leadership, board members, and government representatives, and ensure the presence of an on-site event manager responsible for operational delivery and guest interactions.