Health Promotion and Wellness Conference Event Planning Services
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Kick-off Meeting: Within 10 working days of award
Securing venue and dates: Within 60 days of award
Establish conference website: Within 1 month of securing venue
Plenary speakers confirmed: 60 days prior to conference
Final drafts of all printed materials for COR and POC approval: 45 days prior to conference
All materials printed and delivered to the conference site: 15 days prior to conference
Post-conference evaluation (Draft): 30 days prior to conference
Performance Reports: 60 days after conference
Final report and evaluation raw data: 60 days after conference
508-compliant presentation slides: 60 days after conference
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
Indian Health Service
DESCRIPTION
The vendor will provide professional event planning and logistical support services to coordinate and execute a health promotion and wellness conference. Services must include comprehensive planning, coordination, and event execution aligned with area health priorities and conducted in a culturally respectful and professionally managed manner.
Responsibilities include conference and vendor setup, registration, and support for four to six medium-sized breakout rooms. Each breakout room will accommodate approximately 45 participants in a classroom-style arrangement and operate from 7:00 a.m. to 6:00 p.m. Required equipment includes one power package with a power strip and 20-foot extension cord, one 8-foot by 8-foot audiovisual screen, a speaker timer, and one projector and laptop connected to the venue's house audio system.
All questions must be submitted by August 19, 2026. The procurement is restricted to a Buy Indian Set-Aside.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due August 26, 2026. Questions must be submitted by August 19, 2026.
- Who issued this RFP?
- It was issued by Indian Health Service. The work is located in Window Rock, Arizona, United States.
- Who is a good fit for this opportunity?
- Experienced conference and event planning firm
- Demonstrated capability in health, wellness, or public-sector conferences
- Strong logistical coordination, registration, vendor management, and room setup experience
- Capability to provide or coordinate audiovisual and event equipment
- Eligible Buy Indian Set-Aside vendor with relevant government contracting experience
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.