Conference Planning Services

The Commission is seeking a vendor 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. This integration requires cross-marketing, content coordination, communications, and on-site logistics. The scope of work covers conference planning and project management using centralized document sharing and collaboration tools such as Smartsheet, SharePoint, and shared calendars. The agency requires budget and financial management, which includes assisting in budget development, adhering to internal finance protocols, and delivering financial reports. The selected partner must secure sponsors and exhibitors, grow revenue, manage sponsor visibility, and facilitate relationship-building by providing a complete sponsor list with contact information. The project also requires speaker and content management, including travel and hotel arrangements, audiovisual coordination, master roster tracking, and invoice payment processing. Marketing, communications, and branding duties involve managing the conference website, social media, and event app, as well as developing marketing efforts to reach existing and underserved audiences statewide. Registration and attendee services must cover online registration, coupon codes, payments, invoicing, refunds, cancellations, and transfers. Bidders must perform all work onsite and must be located onshore within the United States. The agency allows digital response submissions via email or online. The agency is looking for proposals to determine the budget, and the resulting contract period will run for one year. All questions regarding this opportunity must be submitted no later than June 01, 2026.