Conference Planning Services

The agency is seeking professional conference planning services to organize, promote, plan, manage, and execute affordable housing conferences, with a specific focus on the annual housing conference. The agency needs to solve the logistical and administrative challenges of hosting large-scale events while integrating and managing ending homelessness tracks, which requires cross-marketing, content coordination, communications, and on-site logistics. The selected partner will manage the entire project lifecycle using centralized document sharing and collaboration tools such as Smartsheet, SharePoint, and shared calendars. The scope of work covers budget and financial management, including assisting with budget development, adhering to internal finance protocols, and delivering financial reports on income and expenses. The agency requires comprehensive sponsorship and exhibitor management to secure sponsors, identify leads, grow revenue, manage sponsor visibility, and facilitate relationship-building. Speaker and content management is also required, which includes handling travel and hotel arrangements, audiovisual coordination, master roster tracking, risk planning, welcome packets, and invoice payment processing. The project also encompasses marketing, communications, and branding to manage the conference website, social media channels, and event app. The agency expects the development and execution of marketing efforts to reach existing and underserved audiences statewide, alongside the creation of digital and printed materials to support the conference brand. Registration and attendee services must be fully managed, including online registration, coupon codes, confirmations, payments, invoicing, refunds, cancellations, and transfers. Bidders must perform all work onsite and must be located onshore within the United States. The agency allows proposal responses to be submitted digitally via email or online. While the agency is looking for proposals to determine the budget, the contract period will be established for a duration of one year. All questions regarding this opportunity must be submitted no later than June 01, 2026.