GSA27CP101 Horticultural Conferences Event Planner

The B.C. Ministry of Agriculture and Food seeks an event planner to coordinate and deliver to two provincial horticultural conferences in January and February 2027: the Lower Mainland Horticultural Conference and the Southern Interior Horticultural Show. The event planner will also coordinate and deliver a tradeshow at the Southern Interior Horticultural Show. The Proponent will work in collaboration with Ministry staff to coordinate event logistics, including venue bookings, speakers, catering, and sponsorship for the two conferences. For the Southern Interior Horticultural Show, the Proponent will work with the Ministry to develop the tradeshow floorplan and manage exhibitor communications and logistics. Additional responsibilities for the two events include developing promotional materials, managing attendee registration, and providing on-site support. Further details as to the scope of this opportunity and the requirements can be found within this RFP. The contract will contain an option to renew clause, whereby the Ministry reserves the right to renew for a further term of up to one year, three times, for a maximum of four years, subject to funding and satisfactory performance of the Contractor. As renewal is not assured, proponents are cautioned to prepare their price on the basis of the activities as described in the Scope of Work section only. Should the option to renew be exercised, the bid rate is expected to remain unchanged in the subsequent term unless, in the Ministry's sole opinion, a negotiated rate change is warranted.