North Carolina eVP #Doc2371653941

Event Management Services for Two Annual Safety Conferences

The North Carolina Department of Insurance, Office of State Fire Marshal, is seeking an event management company to support two major annual safety conferences. - Government Buyer: - North Carolina Department of Insurance - Office of State Fire Marshal - Scope of Work: - Comprehensive event management for the Fire Life Safety Educator Conference and NC Safe Kids Conference - Each conference expects at least 600 attendees - Products & Services Requested: - Registration platform development and management - Custom-branded event websites - Integrated email campaign and survey tools - Compatibility with PC, iOS, and Android - Attendee registration processing - Secure database, exportable data, reporting dashboards - Registration trend tracking and periodic status reports - Payment collection and financial management - PCI-compliant payment processing (credit card, e-check, invoice) - Refund management workflows - Financial summaries of payments and remittances - On-site event operations - Attendee check-in systems (on-site or remote-supported) - Badge printing equipment (printers, scanners) - Real-time attendance tracking and post-event reporting - Unique Requirements: - Vendor must provide references and financial certifications - Pricing submission required via Attachment A - Experience in large-scale event management is emphasized - OEMs & Vendors: - No specific OEMs or vendors are named in the solicitation - Notable Details: - Advance registration management begins several months prior to events - Contract term is two years, covering both annual conferences

Description

The Office of State Fire Marshal is seeking an event management company to handle registrations, payments, check-in, and badge printing for two annual conferences: the Fire Life Safety Educator Conference and the NC Safe Kids Conference. The company must be capable of processing at least 600 attendees per conference and assist with building and managing registration starting months in advance from October 2026. The focus of these conferences is on safety and risk reduction through education.

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