[CP] Event Management

The County of San Mateo, CA is seeking the services of a professional event planning company to support the planning and hosting of public-facing and stakeholder-focused events to increase participation in sustainability programs and activities.

The County of San Mateo, CA is seeking the services of a professional event planning company to support the planning and hosting of public-facing and stakeholder-focused events to increase participation in sustainability programs and activities related to waste, carbon pollution, climate resilience, and schools and youth programs hosted by the County and/or other partners. The selected vendor will be responsible for supporting the County in delivering polished, well-organized, and accessible events that aim to educate and engage the public, build relationships, and encourage attendees to take advantage of publicly funded programs and resources.

The vendor will work with the County and its partners to attract diverse audiences. Different events may attract different audiences, including public agency staff, real estate professionals, trades people, small businesses owners, educators, homeowners, and apartment owners, as well as the general community, to events that may include, but are not limited to:

• Summits, retreats, and networking events
• Cooking classes or demonstrations
• Trainings for professional audiences
• Workshops to promote programs
• Focus groups or forums
• Open houses, home tours
• Listening sessions
• Pop-up outreach events
• Community meetings, fairs and festivals
• Town halls
• Neighborhood meetings
• Ribbon cuttings and grand openings
• Youth events

A successful proposal will demonstrate the following capabilities:

• Experience in planning and executing events.
• Strong project management skills, including the ability to manage multiple activities and vendors simultaneously and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to work effectively with County staff, vendors, and community stakeholders.
• Proficiency in using event management software and tools, including online registration platforms and marketing automation tools.
• Commitment to diversity, equity, and inclusion, with a focus on creating accessible and inclusive events for all community members.

The County anticipates establishing a five-year on-call contract with the selected vendor with a not-to-exceed amount. The County will create task orders with the vendor to work on individual events during the contract period.