Southern California Association of Governments PlanetBids #27-005

SCAG Solicits Event Planning and Support Services for Annual Regional Conference

SCAG is seeking a qualified firm to provide event planning and support services for its annual Regional Conference and General Assembly. - Government Buyer: - Southern California Association of Governments (SCAG), Contracts Administration Office - Scope of Work: - Professional event management for three annual Regional Conference and General Assembly events (May 2027, 2028, 2029) - Includes pre-event planning, program development, site logistics, speaker and exhibitor coordination, stage management, on-site support, and post-event evaluation - Optional support for smaller ad hoc events (e.g., receptions, workshops) as needed, estimated at one per year - Products/Services Requested: - Comprehensive event management services (no specific part numbers or OEMs) - Deliverables include master event schedules, scripts, exhibitor hall plans, logistical support, and post-event reports - Notable Requirements: - Ability to manage large-scale conferences with nearly 1,000 attendees - Experience with both major and smaller ad hoc event support - Collaboration with SCAG's Media & Public Affairs team - Estimated Contract Value: - $161,700 for the full contract term - Period of Performance: - From contract award through June 30, 2029, covering three annual events and optional ad hoc events - Place of Performance: - JW Marriott Desert Springs Resort & Spa, Palm Desert, CA (main event location) - SCAG Headquarters, Los Angeles, CA (contracting office)

Description

The Southern California Association of Governments (SCAG) is soliciting proposals for professional event management services for its annual Regional Conference and General Assembly held each May, attracting nearly 1,000 regional officials and stakeholders. The selected firm will collaborate with SCAG's Media & Public Affairs team to manage event planning and support, including optional smaller ad hoc events such as receptions and workshops. The contract is a lump sum with milestone/progress payments, with an estimated value of $161,700 and a period of performance through June 30, 2029. Proposals are due by June 24, 2026, and must be submitted electronically via PlanetBids.

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