NIGP 91523: Conference Coordinating and Planning Services

NIGP 91523 Conference Coordinating and Planning Services, an Item code, encompasses the full lifecycle of event management and coordination services that state and local governments procure for conferences, symposiums, trade shows, and major municipal events—including venue selection, attendee registration and badging systems, exhibitor management, speaker coordination, logistics, on-site staffing, and post-event reporting. Recent solicitations show state departments, counties, cities, school districts, and special-purpose authorities acquiring these services to execute signature civic events, professional development conferences, and multi-day training symposiums. The Texas Department of Transportation issued an IFB on June 29, 2026 (response due July 6, 2026) for on-site conference badging services for a 2,800-person transportation training event, specifying three check-in kiosks with contactless QR code capability and large-format badge printers deployed across three registration areas with dedicated hardware technicians. The City of Albany, Georgia issued an RFP on June 17, 2026 (response due July 20, 2026) for downtown event planning and execution services covering three annual signature events—Celebration of Lights, Food Truck Frenzy, and Shop and Stroll—with one-year firm pricing and two optional renewal terms, weighted evaluation favoring qualifications and experience (40 percent) and references (25 percent). The Oregon Business Development Department solicited event coordinator services on June 9, 2026 (response due June 16, 2026) for the Arts & Culture Awards and Summit at a $40,000 fixed budget with a 10 percent preference for Oregon-based vendors. DeKalb County School District sought community-based action planning and facilitation services on June 12, 2026 (response due June 26, 2026) covering stakeholder engagement across twelve school clusters with weekly meetings, multilingual translation, and comprehensive reporting, structured as an RFP with evaluation weighting on scope and methodology (35 percent) and firm experience (20 percent).

Recent activity concentrates in Texas and Georgia, with additional solicitations in Florida, Oregon, and Washington. Florida Virtual School issued an RFP in May 2026 for full-service hospitality and venue management supporting annual professional learning conferences for 3,800 attendees across 2027–2031, emphasizing all-inclusive pricing, accessibility compliance, and preference for Orange, Osceola, and Seminole county locations. The Texas Commission on Environmental Quality issued an RFP on March 27, 2026 for comprehensive exhibitor support and management for a 500-booth environmental trade fair scheduled for May 2027 and 2028, with 57 line-item pricing covering booth construction, furniture rental, signage, and materials handling, requiring a mandatory HUB Subcontracting Plan. The Greater Fort Lauderdale Convention & Visitors Bureau posted an informal RFP on February 18, 2026 (response due February 23, 2026) for destination management services supporting IPW 2026 international trade show attendance, fixed-price at $60,000 for a four-month engagement. School districts and municipal governments dominate the buyer mix; repeat activity appears among transportation agencies (TxDOT, GDOT) and convention bureaus, though most issuing bodies solicit infrequently under this code. Geographic spread extends across the South and Southeast, with secondary activity in the Pacific Northwest and Midwest.