Arts and Culture Awards and Summit Coordination Services - Budget - Up to 40,000 USD

The issuing agency is seeking an event coordinator or firm to manage and coordinate its arts and culture awards and summit event. The selected partner will serve as the primary event management and production coordinator, providing comprehensive coordination services. The agency needs to solve the challenge of overseeing event logistics, venue coordination, registration systems, operational planning, and all aspects of onsite execution. The scope of work covers account and project management, which includes creating and tracking a timeline with key milestones, facilitating meetings, and distributing agendas. Venue planning and management duties require the coordinator to serve as the main point of contact for venues, vendors, and subcontractors, while also planning post-conference engagement and creating onsite staffing plans. For attendees and partners, the coordinator must set up the registration platform, manage fees, generate reports, produce print-ready materials, and communicate with presenters to collect technical and presentation requirements. Onsite execution tasks involve managing room setups, staffing the registration desk, coordinating with audiovisual vendors, and managing event close-outs. Eligible bidders must be onshore organizations based solely in the United States. The agency requires the performance of the work to take place offsite. The agency has established a budget of up to 40,000 USD for these services. Bidders must submit all questions no later than June 11, 2026, and the final deadline for proposal submission is June 16, 2026.