12-001298 Event Management

The North Carolina Department of Insurance, specifically the Office of State Fire Marshal, is seeking an event management company under solicitation 12-001298 to provide comprehensive registration and on-site services for two annual events: the Fire Life Safety Educator Conference and the NC Safe Kids Conference. The selected vendor will be responsible for managing registration platforms, payment collection, refund management, attendee check-in, and badge printing for approximately 600 attendees per conference. Project implementation, including platform setup and system configuration, is scheduled to begin in October 2026. The contract will be awarded to the responsive bidder offering the lowest price that meets all technical specifications and verification requirements. To be considered, vendors must provide at least three customer references of similar scope, a certification of financial condition, and disclosure of the location of all workers utilized. The State requires the vendor to designate both a contract manager and a customer service point of contact. Payment is contingent upon the State's inspection and acceptance of deliverables, with invoices submitted as single invoices including the NC contract number and buyer's order number. Quotes must be submitted via the Sourcing Tool in PDF format by September 10, 2026, at 2:00 PM ET.