When is the submission deadline?

Submissions are due September 21, 2026. Questions must be submitted by September 10, 2026.

It was issued by The University Of Texas At Austin. The work is located in Austin, Texas, United States.

Who is a good fit for this opportunity?

Experienced event production and live-event management firm. Proven expertise in program development, show calling, rehearsals, and production troubleshooting. Strong vendor coordination capabilities across scenic, décor, fabrication, graphics, print, video, and experiential production. Able to provide on-site event management and production support at multiple locations. Demonstrated experience coordinating agencies, venues, speakers, performers, and external stakeholders.

Event Producer Services (Due September 21, 2026)

Overview

Events, Printing & Promotional Goods

Austin, Texas, United StatesPosted: September 4, 2026Deadline: September 21, 2026

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SUMMARY

The agency seeks an experienced event production contractor to provide planning, project management, show management, creative support, vendor coordination, and on-site execution services on an as-needed basis. Questions are due September 10, 2026, and proposals are due September 21, 2026.

KEY REQUIREMENTS

Must be a qualified vendor capable of providing professional event planning, management, and production services
Must demonstrate ability to operate seamlessly within an existing team structure
Must have familiarity with or willingness to develop knowledge of the University's event environment, protocols, and stakeholder landscape
All personnel performing work on campus must pass a background check
Must provide a detailed production schedule and staffing plan prior to each engagement
Must have insurance equal to or greater than the required amount listed in Attachment 2
Must comply with Certificate of Interested Parties Laws (Texas Government Code 2252.908)
Must be legally permitted or licensed to conduct business in the State of Texas
Must provide a minimum of three client references from the past five years, including tier 1 research institutions or similarly complex organizations

CONTRACT DURATION

60 months

TIMELINE

RFP Issued: September 3rd, 2026

Deadline for Questions: September 10th, 2026

Proposal Submittal Deadline: September 21st, 2026

QUESTION DEADLINE

September 10, 2026

CONTACTS

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

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Issuing Agency

The University Of Texas At Austin

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DESCRIPTION

The agency is seeking a contractor to provide professional event planning, management, and production services on an as-needed basis to support its event schedule at various locations. The selected contractor will provide project management and production leadership, including day-to-day oversight, production timelines, task and deliverable tracking, coordination with agency staff and external stakeholders, vendor documentation and contract management, and post-event reconciliation support.

Services will also include program development and show management, such as run-of-show creation, script coordination, rehearsal planning, on-site show calling, production troubleshooting, and talent or performer coordination. The contractor may provide creative and design support, including event concepts and sourcing vendors for scenic, décor, environmental, fabrication, graphics, print, video, and experiential design needs.

For assigned events, the contractor will manage on-site production and vendors throughout load-in, setup, rehearsals, event execution, and strike. The contractor will serve as the primary point of contact for event-day production issues requiring judgment and escalation. Questions must be submitted by September 10, 2026.

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Frequently asked questions

When is the submission deadline?: Submissions are due September 21, 2026. Questions must be submitted by September 10, 2026.
Who issued this RFP?: It was issued by The University Of Texas At Austin. The work is located in Austin, Texas, United States.
Who is a good fit for this opportunity?: Experienced event production and live-event management firm
Proven expertise in program development, show calling, rehearsals, and production troubleshooting
Strong vendor coordination capabilities across scenic, décor, fabrication, graphics, print, video, and experiential production
Able to provide on-site event management and production support at multiple locations
Demonstrated experience coordinating agencies, venues, speakers, performers, and external stakeholders

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.

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