Conference Planning Services for Statewide Affordable Housing

The government authority located in Seattle, Washington is seeking a qualified, creative, and experienced business organization to organize, promote, plan, manage, and execute a statewide affordable housing conference. The agency needs to solve the challenge of executing a comprehensive event by outsourcing speaker management, marketing, website administration, and sponsorship acquisition. The selected partner will research, negotiate, and contract national and regional speakers and subject experts within a designated speaker budget. The scope of work covers comprehensive speaker management, including travel and hotel arrangements, audiovisual coordination, communication systems, master roster tracking, risk planning, speaker replacements, welcome packets, thank-you letters, and invoice payment processing. The agency requires management of the conference website, social media channels, and the Whova event app. Additionally, the chosen organization must develop and execute marketing efforts to reach existing and new or underserved audiences statewide, report on outreach results, and provide marketing assets to support presenters and partners as conference ambassadors. The project also requires securing sponsors and exhibitors by working with partner organizations and presenter staff teams to identify and coordinate sponsorship leads. The agency expects strategic recommendations and initiated opportunities to grow sponsor and exhibitor revenue while enhancing sponsor value and engagement. If needed, the organization will work with partners to complete grant applications to support the event. Eligibility is restricted to onshore organizations based in the United States. The performance of the contract work must take place onsite. The agency is looking for proposals to determine the budget for this project. The contract period will span two years. The agency will hold a pre-bid meeting on May 28, 2026. Bidders must submit all questions no later than May 28, 2026.