This Sources Sought opportunity from Department Of Energy was posted on September 8, 2023. The submission period has ended. Browse the details below for market research, or find similar active opportunities.

Top

Conference Planning, Coordination and Implementation Services

Closed

SS-2023-2041Federal

Submission Closed09/15/2023, 11:00:00 PM UTC

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

Active Opportunities Like This One

NAICS: 561920

New

SLED

Conference Decor and Facility CoordinationThis subcontract for Conference Decor and Facility Coordination, issued by the Vermont Department of Economic Development, involves the supply, installation, and coordination of decorations and facility logistics for Efficiency Vermont projects. The selected provider will be responsible for creating and executing a comprehensive decoration plan, which includes collaborating with venue management and utilizing event decor, signage stands, and AV equipment to deliver a fully decorated and staged conference venue. The contract requires the provider to maintain General Liability Insurance and Workers' Compensation. Interested parties must submit their responses by the deadline of December 1, 2026, at 10:00 AM. The project falls under NAICS code 561920 and is designed to support prime contractors in the successful delivery of event staging and logistics.

Department of Economic Development

POSTED

DEADLINE

Speaker and Sponsor Management ServicesThis subcontract for Speaker and Sponsor Management Services, issued by the Vermont Department of Economic Development, involves providing recruitment and coordination services for guest speakers, exhibitors, and sponsors on Efficiency Vermont projects. The selected provider will be responsible for recruiting and supporting over 75 guest speakers and managing all partner and sponsor activities through the use of CRM or speaker management databases. Key deliverables include confirmed speaker lists, executed sponsor agreements, and detailed exhibitor layouts. The contract requires the provider to maintain General Liability Insurance to ensure operational compliance. Interested parties must submit their responses by December 1, 2026, at 10:00 AM. This opportunity falls under NAICS code 561920 and is designed to support prime contractors in the execution of project-specific event coordination.

Department of Economic Development

POSTED

DEADLINE

Event Planning and Logistics CoordinatorThe Event Planning and Logistics Coordinator subcontract, issued by the Vermont Department of Economic Development, involves providing comprehensive event planning and logistics management for prime contractors on Efficiency Vermont projects. The selected provider will be responsible for developing conference schedules, agendas, and space planning across virtual, in-person, and hybrid formats. To ensure operational success, the coordinator must utilize project management software and collaborate with the Coordinating Committee and VEIC Contract Manager to implement cost-reduction efficiencies, ultimately delivering finalized logistics plans and schedules. Compliance requirements for this engagement include maintaining 1 million dollars per occurrence and 2 million dollars aggregate in General Liability insurance, as well as 1 million dollars in Cyber Liability insurance. Interested parties must submit their responses by December 1, 2026, at 10:00 AM. This opportunity falls under NAICS code 561920 and is managed through the Vermont Business Registry.

Department of Economic Development

POSTED

DEADLINE

Better Building by Design Event Management 2028-2030

Solicitation # 77245

Efficiency Vermont is seeking professional event planning and management services for the Better Building by Design conferences scheduled for 2028, 2029, and 2030. The selected contractor will be responsible for comprehensive event logistics, including schedule and agenda development, space planning, and the management of over 75 guest speakers, exhibitors, and sponsors. The services must be adaptable to virtual, in-person, or hybrid formats. The performance period is primarily established from July 2028 through June 2030, with some documentation indicating a start date as early as July 1, 2027. This is a time and materials contract with a budget not to exceed 65,000 dollars per conference, totaling a maximum of 195,000 dollars for the three events. Proposals are due electronically to afode@veic.org by 5 p.m. EST on December 1, 2026. Submissions must include a company profile, a binding transmittal letter, a detailed budget, a certificate of general liability insurance, and a completed information security questionnaire. Evaluation is based on a point-based scoring system, and bidders must use the provided Proposal Exception Summary Form to note any deviations from the standard contract terms.

Department of Economic Development

POSTED

DEADLINE

Video Projection & Visual Content Management

POSTED

DEADLINE

Professional Sound Reinforcement & Audio Engineering

POSTED

DEADLINE

Specialized Event Lighting Design & Operation

POSTED

DEADLINE

Notice of Intent Sole Source Audio/Visual Services at the Washington Hilton

Solicitation # M0026427Q0013

The Department of Defense, through the Marine Barracks 8th and I/E, has issued a Notice of Intent to award a sole source Firm Fixed Price contract for audio and visual services for the Marine Corps Birthday Ball. The services will be performed at the Washington Hilton in the District of Columbia, with a required delivery date of November 21, 2026. The scope of work includes event production, lighting, sound, video projection, and stage support, utilizing the venue's integrated infrastructure such as cabling, rigging points, and power sources. The government intends to award this contract to Dupont Hotel Project Owner, LLC, as the Washington Hilton is the only entity through which these services can be procured. This is due to the hotel's exclusive arrangement with Encore Global as its sole authorized in-house audiovisual provider and the hotel's liability, safety, and operational policies. The procurement follows FAR Part 12 and FAR Part 13 procedures under NAICS code 561920. Interested vendors wishing to demonstrate equivalent capabilities must respond to the Marine Corps System Command by October 26, 2026, at 4:00 PM EST.

POSTED

DEADLINE

LA28 Events, Public Events, Marketing, Branding & Community Engagement Services

Solicitation # 492

The City of Santa Monica is soliciting proposals for LA28 Events, Public Events, Marketing, Branding, and Community Engagement Services to support a growing roster of global and local activations, including the 2028 Olympic and Paralympic Games, Super Bowl LXI, and the FIFA World Cup 2026. The scope of work encompasses creative and cultural activations, inclusive community engagement and partnership development, comprehensive marketing and audience development, and operational support such as permitting and risk management. Proposers must demonstrate at least five years of relevant experience and provide a detailed project work plan, a cost proposal with hourly fee schedules, and a portfolio for those applying under the marketing category. The contract will be awarded to the most qualified proposer based on an evaluation of their capabilities and approach, rather than the lowest cost. Selected vendors must comply with the City's Living Wage Ordinance and maintain a City of Santa Monica business license if operating within the city. The agreement follows a Professional Services Agreement format, requiring insurance with an A.M. Best rating of at least A:VII. Key administrative terms include a 30-day payment cycle for undisputed invoices, a five-day cure period for defaults, and the City's right to terminate for convenience with ten days' notice. Proposals must be submitted via the OpenGov portal by November 25, 2026.

POSTED

DEADLINE

Project Facilitation and Meeting CoordinationThis subcontract opportunity, titled Project Facilitation and Meeting Coordination, supports prime contractors on Army Recovery Care Program projects for the Department of Defense. The selected provider will be responsible for event management and project facilitation, which includes coordinating meeting logistics, preparing agendas and minutes, and leading planning sessions focused on program efficiency. The role requires the use of government collaboration and video teleconferencing tools to deliver essential documentation, such as post-event summary reports. Personnel assigned to this contract must possess a Public Trust clearance. The requirement falls under NAICS code 561920 and was posted on October 22, 2026, with a response deadline of November 2, 2026.

POSTED

DEADLINE

Freedom 250 Reception and Fireworks Event

Solicitation # 19JA7027Q0002

The U.S. Consulate General Sapporo is soliciting quotations for a firm-fixed-price contract to provide comprehensive event management for the Freedom 250 commemorative event on February 5, 2027. The event features a two-hour reception at Nouvelle Pousse at Okurayama followed by a 20-minute professional fireworks display starting at 8:00 p.m. The contractor is responsible for all aspects of the event, including venue coordination, hospitality, entertainment, permitting, transportation, parking, photography, videography, technical support, and safety management. Because the event coincides with the Sapporo Snow Festival, the contractor must manage all associated operational challenges, such as increased traffic, crowd management, and specific festival-related permitting. Award will be granted to the lowest priced, technically acceptable, and responsible offeror. Technical evaluations will focus on relevant experience managing VIP events and professional fireworks displays in compliance with Japanese laws, as well as the contractor's approach to safety and operational oversight. Key deliverables include planning documents due within ten days of award, finalized permits and safety plans prior to the event, and the delivery of professional photography within five business days post-event. All U.S. contractors must be registered in the System for Award Management, and quotations must be submitted electronically in English by November 20, 2026.

American Consulate Sappo

POSTED

DEADLINE

R725216 NUHS Tribute Night 2027 End-to-End Event Management and Creative Production Services

Solicitation # Doc2446917683

NUHS is seeking proposals for end-to-end event management and creative production services for the NUHS Tribute Night 2027. This solicitation is being managed through the contracting agent ALPS Pte Ltd. Interested suppliers must attend a compulsory site briefing on October 30, 2026, at 10:30am, held at The Ritz Carlton Millenia Singapore. The bidding window opens on October 21, 2026, and closes on November 11, 2026, at 3pm Singapore Time. All proposals must be submitted via Ariba Sourcing by selecting Submit Entire Response to avoid potential disqualification. Suppliers should direct all clarifications to the buyers business email and are encouraged to register using a generic company email address to ensure all notifications are received.

ALPS Pte. Ltd.

POSTED

3 days ago

DEADLINE

in 18 days

General Info

Agency

Department Of Energy → Alliance Sustainable Enrgy-Doecontr

NAICS

561920 - Convention and Trade Show Organizers

Place of Performance

Golden, CO, 80401, USA

Set-Aside

NONE

Documents

Amendment 1 to Sources Sought SS-2023-2041: Conference Planning, Coordination and Implementation Services

amendment

High

SS-2023-2041 Conference Planning, Coordination and Implementation Services

sources-sought

Low

AI Contract Breakdown

Uniform Contract Format

Contract not broken down yet

CLEATUS splits the solicitation into Uniform Contract Format (UCF) sections: scope, pricing, deliverables, and evaluation criteria.

Timeline

2 updates

PhaseClosed

PostedAug 17

Sources Sought

Deadline changedSep 8

Response deadline changed from Aug 24, 2023 to Sep 15, 2023.

Notice updatedSep 8

The notice description changed.

Response DeadlineSep 15

Deadline has passed

Submission Closed

09/15/2023, 11:00:00 PM UTC

Find active opportunities like this

Start your free trial to discover similar active contracts, track opportunities, and build proposals with AI assistance.

Organization & Contact Information

AgencyDepartment Of Energy → Alliance Sustainable Enrgy-Doecontr

Contacts1 person available

OfficeGolden, CO, 80402, USA

Organization / AgencyDepartment Of Energy → Alliance Sustainable Enrgy-Doecontr

Office AddressGolden, CO, 80402, USA

Contacts

Rachel Province

contact@example.gov

Full Description

This Sources Sought Notice is intended to locate possible subcontractors that can plan, coordinate and implement all arrangements for NREL events and conferences. Amendment 1 - Reopen SS-2023-2041 to allow respondents to see updates made to desired location due to the nature of the planning efforts needed. New due date 9/15/2023 by 5: 00 PM MST.

Find Active Opportunities Like This

Get AI-powered intelligence on the opportunities still open

Every page of the solicitation package shredded into a compliance breakdown

AI-powered matching based on your capabilities and past performance

Competitor and incumbent history on the requirement

Automated alerts on amendments, Q&A deadlines, and award

Join 750+ contractors already using CLEATUS