NIGP 91523: Conference Coordinating and Planning Services

NIGP 91523 Conference Coordinating And Planning Services, an Item code, encompasses event planning, venue coordination, audio-visual support, registration management, and full-service hospitality for state and local government conferences, summits, and specialized training events. State and local buyers under this code solicit turn-key event production—from speaker and exhibitor coordination through on-site staffing and post-event financial reporting—for conferences ranging from 120 to 4,000 attendees across professional development, cybersecurity, transportation, and cultural programming. Issuing bodies include state agencies (Texas Department of Information Resources, Texas Health and Human Services Commission, Oregon Business Development Department), transit authorities (Orange County Transportation Authority), universities (Texas State University, Florida Virtual School), and municipal governments (City of Albany, Georgia; City of McDonough, Georgia), with school districts and county entities also active in the space. Compensation structures vary from fixed-fee tables scaled by exhibitor tier and event size, to time-and-materials hourly billing, to revenue-share models where contractors bear event expenses and offset costs through exhibitor and registration fees. State-level HUB or small-business subcontracting goals appear frequently; mandatory VetHUB recruitment and 26-percent HUB participation requirements are present in Texas procurements.

Recent activity concentrates in Texas, Georgia, Florida, and Oregon, with contract terms typically spanning one to five years and optional renewal periods. The Texas Office of the Governor, Commission for Women is soliciting comprehensive audio-visual services and support for the 2027 Texas Women's Leadership Conference under RFP 3012708828, due November 16, 2026, requiring projection, mixing, wireless microphone, video capture, and stage-lighting deployment at a multi-space Austin venue. Texas Cyber Command is requesting event planning and management for the Information Security Forum (two-day, 500-attendee flagship event with 100-plus exhibitors) and related cybersecurity events under RFP 37100026, due September 28, 2026, with mandatory VetHUB subcontracting compliance. Orange County Transportation Authority is seeking a safety awareness and public education consultant for the OC Streetcar project under RFQ 260504, due September 22, 2026, with a $200,000 initial-term budget funded entirely through Federal Transit Administration resources. The Texas Department of Transportation issued an IFB for on-site conference badging services for its October 2026 Transportation Short Course, due July 6, 2026, requiring three check-in kiosks with contactless QR capability and fifteen PVC badge printers across three registration areas. Florida Virtual School is soliciting venue and hospitality services for its Annual Professional Learning Conference (3,800 staff annually, 2027–2031) under RFP 012604955B01APLCEVXXXXXX, due June 3, 2026, seeking all-inclusive rates across 45–60 breakout rooms and theater seating for up to 4,000 attendees.