Event Planning Services
Overview
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SUMMARY
DESCRIPTION
This sources sought notice concerns event planning services for a government-related event in Texas. The contractor would be expected to support the planning and coordination of an in-person event with attendance exceeding 500 people.
Required services include coordinating room logistics, audiovisual support such as projectors and computers, room monitors, food and beverage support, wayfinding signage, and parking arrangements. The event may include sponsors, with limited promotional speaking time between government presentations, and sponsor booths operating during presentations and lunch. Any sponsorship arrangements must avoid the appearance of sponsorship of a government employee.
The contractor may also be responsible for providing AV equipment for in-person presentations, with possible internet or Wi-Fi connectivity, securing a venue with adequate occupancy and parking capacity, and booking the venue 6 to 12 months in advance to support event promotion.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due August 14, 2026.
- Who is a good fit for this opportunity?
- Event management firm with experience supporting large public sector conferences
- Capability to coordinate venues for 500+ attendees
- In-house or partner expertise in audiovisual and on-site event logistics
- Experience managing sponsor participation within government or regulated settings
- Strong vendor coordination for catering, signage, parking, and room support
- Presence in Texas or demonstrated ability to deliver statewide event services
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.