Event Coordination & Planning Services

Agency: City of Palo Alto
State: California
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 561920 - Convention and Trade Show Organizers
Posted Date: Sep 29, 2025
Due Date: Oct 21, 2025
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Project ID:

Title: Event Coordination & Planning Services

Addenda: 0

Release Date: 9/29/2025

Due Date: 10/21/2025

Post Information
Posted At:Mon, Sep 29, 2025 8:23 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No
Overview
Summary

The City is seeking a Special Events Coordinator to plan and execute its largest annual employee engagement event for a three year contract term. We are looking for a vendor with proven industry experience, a track record of reliability, and the creativity to bring fresh, engaging ideas to life. This event plays a key role in fostering connection and morale among City staff, and we’re looking for a partner who can deliver a memorable and well-organized experience.

Background

The City’s annual employee engagement event typically welcomes around 500-600 staff members and features a variety of activities, including games, food, entertainment, and more. This event is an important opportunity to celebrate and connect with employees across all departments. We rely on the Event Coordinator to take the lead in planning and coordinating all aspects of the event, working closely with City departments, managing logistics, and ensuring a smooth and enjoyable experience. The Coordinator is also expected to be on-site the day of the event to oversee setup, execution, and cleanup.

Timeline
Release Project Date:
September 29, 2025
Question Submission Deadline:
October 9, 2025, 1:00pm
Proposal Submission Deadline:
October 21, 2025, 3:00pm
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