Third Party Event Planning and Conference Management Services
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Pre-Submittal Conference: July 23rd, 2026
Deadline for Questions: August 4th, 2026
Bid Submittal Deadline: August 13th, 2026
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
The University Of Texas Health Science Center At Houston
DESCRIPTION
The issuing organization is seeking a vendor to provide third-party event planning and conference management services for a range of institutional events. These may include large research conferences, academic meetings, healthcare and medical conferences, scientific symposia, professional education programs, stakeholder meetings, and other related events.
The selected vendor will support project planning, workplan development, timelines, milestones, status reporting, and coordination meetings. Services also include conference logistics support such as run-of-show planning, staffing plans, production schedules, day-of-event coordination, and management of venues, hotels, room blocks, catering, audiovisual services, transportation, exhibits, and related suppliers.
Additional responsibilities include registration planning and management, attendee communications, badge coordination, check-in support, attendee reporting, and coordination of speakers, presenters, moderators, agendas, and presentation materials. The vendor may also be required to manage abstract, poster, or submission coordination, as well as sponsor and exhibitor administrative tracking and fulfillment support when applicable.
The scope further includes budget development support, expense tracking, reconciliation, post-event financial reporting, event technology support for registration platforms, mobile applications, virtual or hybrid meeting tools, attendee engagement tools, reporting dashboards, and on-site management. A pre-submittal conference is scheduled for July 23, 2026, questions are due by August 4, 2026, and the anticipated contract term is two years.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due August 13, 2026. Questions must be submitted by August 4, 2026.
- Who issued this RFP?
- It was issued by The University Of Texas Health Science Center At Houston. The work is located in Houston, Texas, United States.
- Who is a good fit for this opportunity?
- Full-service event planning and conference management firm
- Experience supporting academic, healthcare, medical, or scientific conferences
- Capability to manage large, multi-stakeholder in-person and hybrid events
- Proven expertise in registration systems, attendee communications, and event technology platforms
- Strong vendor management capacity for venues, hotels, catering, audiovisual, and transportation
- Experienced on-site staffing and event operations team
- Ability to provide budget tracking, reconciliation, and post-event reporting
- Capacity to support a multi-event, two-year engagement in Texas
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.