Special Events Coordinator Services
Overview
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SUMMARY
DESCRIPTION
The agency is seeking a vendor to provide special events coordination services for a three-year contract period. The selected coordinator will plan, direct, coordinate, produce, and manage special events held in Library facilities and support events involving outside organizations and internal agency staff.
Responsibilities include conducting facility walkthroughs and tours, coordinating client appointments and site inspections, identifying logistical issues, maintaining strong client relationships, responding to event inquiries, and assisting clients with selecting cost-efficient vendors and contractors. The coordinator will also distribute event requests, maintain ongoing communications, and establish expectations for event setup and breakdown.
Administrative duties include using Google Suite, Microsoft Office, PDF and signage tools, office equipment, and virtual meeting software; preparing event documents; assessing event-related costs; recommending procedures and forms; maintaining a master event calendar and database; and tracking agency-owned event supplies and materials. A mandatory pre-bid meeting is scheduled for October 21, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due November 8, 2026.
- Who is a good fit for this opportunity?
- Experienced special events planning and coordination firm
- Demonstrated experience managing public-sector, Library, civic, or institutional events
- Strong client-service, vendor-management, and event logistics capabilities
- Proficiency with Google Suite, Microsoft Office, PDF creation, and virtual meeting tools
- Able to manage event calendars, documentation, budgets, setup, breakdown, and inventory
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.