ESBD_521639_1781816890102_Addendum RFP-731-26-010-JC.pdf

Procurement and Contract Services

Telephone: 940-898-3541 Old Main Building

Denton, Texas 76204-5619

A Comprehensive Public University Primarily for Women An Equal Opportunity/Affirmative Action Employer

ADDENDUM # 1

RFP-731-26-010-JC

Event Production & Management Services

DESCRIPTION

This addendum posts the Questions with Answers received:

(see following pages)

All other items in the original bid remain unchanged.

Clarify open time for response Due Date:

Responses are DUE on 6/30/26 AT 2:00 PM CT

Question Answer Can you confirm the intended venue and campus location (Denton, Dallas, or Houston) for the Dream Big Campaign Close Event, and whether the event will be held indoors, outdoors, or a combination of both?

The Dream Big Campaign Close Event will take place on the Texas Woman’s University Denton campus. The event is anticipated to include both indoor and outdoor components. Specific locations and final event layouts will be developed in collaboration with the selected vendor as planning progresses.

What is the anticipated guest or attendee count for the event? The University anticipates approximately 250 attendees for the Dream Big Campaign Close Event. Final attendance numbers will be determined closer to the event date and may vary based on invitations, registrations, and event planning considerations.

Is there an established budget range or a not-to-exceed amount for the Dream Big event that proposers should design within?

The University has established a not-to-exceed budget of $200,000 for the Dream Big Campaign Close Event.

Proposers should develop their recommendations and pricing based on the scope outlined in the RFP while remaining within this budget parameter. The University reserves the right to adjust the final scope of work based on project needs, available funding, and the selected proposal.

What is the applicable HUB subcontracting goal percentage for this solicitation, and are there specific subcontractable areas TWU expects proposers to address in the HUB Subcontracting Plan?

1%

For the future-event budget breakdown requested in Section 3.6.3, what types, sizes, and approximate annual volume of events should proposers assume across the three campuses?

At this time, the University is seeking proposals solely for the Dream Big Campaign Close Event. No additional events or future event volume should be assumed as part of this solicitation.

Do you have any CAD designs? The University does not currently have CAD drawings available for the event spaces. However, PDF floor plans and related facility documentation are available and will be provided to the selected vendor as needed to support planning and design development.

Is there a list of more specific equipment requirements? The University has not established a specific equipment list for this event. The selected production partner will be expected to provide recommendations regarding the equipment, technology, and production elements necessary to successfully execute the event vision and overall guest experience. Proposers should include equipment and production recommendations they believe are appropriate based on the scope and objectives outlined in the RFP.

Do you have official load-in and load-out dates and times? The University anticipates that event load-in and build-out activities may begin on Friday, October 23, 2026.

Load-out may begin following the conclusion of the event on October 24, 2026, and all event materials, equipment, and infrastructure should be removed within 24 hours of the event's conclusion.

The University recognizes that production requirements may vary and is willing to work with the selected vendor to accommodate reasonable adjustments to the load-in and load-out schedule, subject to campus availability and University approval.

Will the Dream Big Campaign Close Event on October 24th be held at all (3) campuses? So Dallas, Houston, and Denton?

No. The Dream Big Campaign Close Event will be held exclusively on the Texas Woman’s University Denton campus. No event activities are currently planned for the Dallas or Houston campuses as part of this project.

Will each event mirror the others regarding package requirements? This solicitation is for a single event only. The Dream Big Campaign Close Event will take place exclusively on the Texas Woman’s University Denton campus. As no additional events are currently planned as part of this project, proposers should develop their recommendations and pricing based solely on the requirements of this event.

Venue Location: What specific venue or exact location (indoor or outdoor) on the Denton campus has been selected for the Dream Big Campaign Close Event on October 24, 2026?

The Dream Big Campaign Close Event will take place on the Texas Woman’s University Denton campus and is anticipated to include both indoor and outdoor components. Specific event locations have not been finalized and will be determined in collaboration with the selected vendor based on the proposed event concept, production requirements, and overall guest experience.

Audience Capacity: What is the expected or target guest headcount for this celebration event? The University anticipates approximately 250 attendees for the Dream Big Campaign Close Event. This figure should be used for planning and proposal development purposes. Final attendance numbers may vary based on invitations, registrations, and event planning considerations.

Event Schedule & Run Time: What is the anticipated duration of the main event program, and what are the allowable windows for on-site load-in, setup, technical rehearsals, and strike?

Event build out can occur on Friday October 23. Load out can start as early as same night but must be out within 24 hours. This can be flexible within reason and approval. Event its self is tentativly 6:00 pm-10:00 pm.

We are looking for creative direction to help finalize the event programing.

Site Access and Diagrams: Can TWU provide CAD drawings, floor plans, or structural engineering constraints for the event venue?

The University does not currently have CAD drawings available for the event spaces. PDF floor plans of the available spaces can be provided. Additional facility information, including any structural or engineering considerations that may be relevant to the selected event location, may be requested and will be provided as available. Proposers should base their responses on the information currently provided and identify any additional documentation they believe would be necessary during the planning process.

Inclement Weather Plan: If any portion of the event environment is planned for outdoors, does TWU have a designated rain backup venue, or should the contractor build a tenting/structures contingency into the proposal?

Yes. The majority of the Dream Big Campaign Close Event is anticipated to take place indoors. Outdoor components are currently envisioned primarily as part of the guest arrival, entrance, and departure experience. As a result, the University anticipates having suitable indoor alternatives available should weather conditions require adjustments. Proposers are welcome to recommend weather contingency solutions if they believe they would enhance the overall event experience, but extensive tenting or temporary structures are not currently anticipated as a requirement.

Target Project Budget: Does TWU have an established target budget or maximum funding threshold specifically allocated for the Dream Big Campaign Close Event production?

Yes. The University has established a not-to-exceed budget of $200,000 for the Dream Big Campaign Close Event. Proposers should develop their recommendations and pricing based on the scope outlined in the RFP while remaining within this budget parameter. The University reserves the right to refine the final scope of work based on project needs, available funding, and the selected proposal.

Pricing Structure Clarity: Section 3.6 requests a comprehensive fixed-fee project budget. Should the pricing sheet account for travel and lodging expenses as separate line items, or must they be fully loaded into the service fees?

Please include the travel and lodging expenses as part of the service fees to be included in for evaluation purposes.

Questions for RFP-731-26-010-JC Event Production & Management

Ancillary Vendor Costs: For large-scale temporary power infrastructure and generators mentioned in Section 3.3.6, should the proposer include the direct equipment cost, or are we only managing a university-contracted vendor?

Proposers should include the direct costs associated with any temporary power infrastructure, generators, and related equipment that they deem necessary to support their proposed event design and production approach. The University expects the selected vendor to identify, recommend, coordinate, and budget for these requirements as part of their proposal. Any assumptions regarding power needs should be clearly outlined in the response.

University-Provided Assets: Are there any existing on-site AV equipment systems, staging pieces, or structural elements at the venue that TWU expects the vendor to integrate, or must everything be rented/fabricated from scratch?

Yes. The University has existing on-site AV equipment, staging elements, and other venue infrastructure that may be available for use. However, proposers are not required to incorporate these assets into their proposed solutions. The selected vendor may choose to utilize available University resources where appropriate or provide alternative equipment and production elements based on their recommended event design, technical requirements, and overall vision for the event.

Headline entertainment: Regarding Section 3.2 (Project Details) and Section 3.3 (Technical Specifications) for the Dream Big Campaign Close Event: Has TWU booked, or does it plan to book, a national or regional headline entertainment act for this event? If so, will the selected vendor be responsible for managing the artist’s technical rider and backline requirements within the proposed fixed-fee budget, or will those be treated as an owner-provided expense?

Yes. The University has already secured entertainment for the event. The cost of the entertainment itself should not be included in the proposer’s budget.

The selected entertainment provider has the capability to furnish staging, lighting, sound, and related production elements if desired. However, proposers are not required to utilize those resources and may recommend alternative production solutions as part of their overall event concept and technical approach.

The University will evaluate proposed production strategies as part of the overall proposal review process.

Any assumptions regarding entertainment-related production requirements should be clearly identified in the proposal.

Brand Guidelines: Will TWU provide standard media assets, existing campaign branding kits, or pre-rendered motion graphics templates for the Dream Big Campaign,or is the vendor completely responsible for creating all new event-specific motion design and storytelling assets?

The University anticipates a collaborative approach to creative development. TWU will provide available brand standards, campaign assets, messaging, and other relevant materials related to the Dream Big Campaign. Proposers should assume that some existing content and assets may be available for use.

At the same time, the selected vendor will be expected to provide creative direction and develop new event-specific design, storytelling, motion graphics, and production elements as necessary to support the overall event vision. Proposals should clearly identify any assumptions regarding the use of existing assets versus the creation of new creative content.

Scripting and Talent Management: Section 1.4 mentions "scripting". To what extent will TWU's internal communications team provide foundational speech drafts, and will the selected vendor be expected to manage or coach on-stage talent/VIP donors?

TWU's internal communications and event teams will be responsible for developing speech content, messaging, and scripting for the event. The selected vendor will not be expected to provide speechwriting, talent coaching, or VIP speaker management services. However, the vendor should be prepared to coordinate with University staff regarding program timing, run-of-show execution, and other production-related considerations.

Livestreaming Platforms: For real-time event broadcasting, what specific platform (e.g., YouTube Live, custom portal) does TWU utilize, and will the university handle the network/bandwidth provisioning at the site? Who handles licenses and streaming/roylities, etc?

The University does not anticipate live streaming or real-time event broadcasting as part of the Dream Big Campaign Close Event. As such, proposers do not need to include livestreaming platforms, network provisioning, streaming licenses, broadcast rights, or related royalty considerations in their proposals. If event plans change and streaming capabilities become necessary, those requirements will be addressed separately during the planning process.

Master Contract Volume Expectations: Beyond the Dream Big Event, what is the estimated historical volume or frequency of other department-level event requests across the Denton, Dallas, and Houston campuses annually?

At this time, the University is seeking proposals specifically for the Dream Big Campaign Close Event. No additional event projects are currently projected as part of this solicitation, and proposers should not assume any future volume of work beyond the scope of this event. Any future event opportunities would be evaluated separately and are not guaranteed under this procurement.

Addendum Structure: Section 3.1 states that individual campus locations will execute an Addendum for their local services under the Master Contract. Will TWU provide a standardized template for these individual event statements of work?

See attached PO terms and conditions and sample master services agreement with terms that will need to be agreed upon.

Price Escalation: Given the three-year contract term, will TWU consider an annual escalation clause tied to the Consumer Price Index (CPI) for years two and three?

Yes Consumer Price Index (CPI) + #% per year increase.

HUB vs. VetHUB Discrepancy: Section 1.8 references the "Historically Underutilized Business (HUB)" program, but Section 2.5 explicitly mentions a "VetHUB Subcontracting Plan (HSP)". Could you clarify if standard State of Texas HUB certifications apply, or if there is a separate VetHUB certification requirement?

Texas HUB is now called VetHUB - see details link.

HSP Minimum Threshold: Section 2.3.1 states that a HUB subcontracting plan is required for proposals valued at ≥$100,000. If a vendor plans to fulfill 100% of the contract utilizing internal self-performing capabilities, is an HSP still required?

Yes there is a place to mark as self-performing 100% on the form.

Cursory Review Scheduling: Section 2.5 mentions that HSP cursory reviews are by appointment only up to 4 days prior to the deadline. Who is the specific contact person or link to schedule this review session?

Proposers should coordinate any HSP cursory review requests through the designated procurement contact identified in the RFP. The University does not have a separate scheduling link for this process. Requests should be submitted sufficiently in advance to allow scheduling and completion of the review within the timelines established in the solicitation documents. Please refer to the RFP for the appropriate procurement contact information and submission procedures.

Safety and Fire Permits: Will the vendor be responsible for filing and paying for local city/campus fire marshal and structural permits for scenic fabrication and rigging, or does TWU handle institutional permitting?

The University prefers that the selected vendor be responsible for identifying, obtaining, coordinating, and paying for any permits, inspections, approvals, or related requirements necessary to support their proposed event design, scenic elements, temporary structures, rigging, or production activities. The University will work collaboratively with the selected vendor to facilitate campus coordination and any required institutional approvals. Proposers should clearly identify any assumptions regarding permitting responsibilities and associated costs within their proposals.

Security & Credentials: What are the campus security clearance and background check requirements for contractor and subcontractor personnel working on-site during setup and event execution?

The University does not currently anticipate any special security clearances or background check requirements beyond those generally applicable to contractors working on University property. However, all contractor and subcontractor personnel must comply with applicable University policies, facility access requirements, safety regulations, and event-related procedures.

The University reserves the right to require additional documentation, credentials, identification, training, or background screening if deemed necessary based on the scope of work, venue requirements, or campus policies. Any such requirements will be communicated to the selected vendor during the planning and implementation process.

Technology Accessibility Rules: Section 6.8 mandates compliance with EIR accessibility (TAC 206/213) and asks for a VPAT. Does this rule apply to video production/closed-captioning capabilities, and must a formal VPAT be submitted if the vendor does not sell software products?

The awarded vendor contract will be reviewed by our accessibility and IT team to determine if VPAT is required or not.

Evaluation Committee Timeline: The Schedule of Events lists proposal evaluations occurring on July 1, 2026. Are there tentative target dates reserved for the optional Oral Presentations/Interviews mentioned in Section 4.5?

Oral presentations and interviews are not currently anticipated but may be requested at the University's discretion as part of the evaluation process. If presentations are deemed necessary, the University anticipates scheduling them on or before July 15, 2026. Selected proposers will be notified directly if an oral presentation or interview is required.

Case Studies Weight: Section 5.5 grants extra weight to historical projects executed within higher education. Will large-scale festivals, fairs with county or state governments, corporate or non-profit galas of identical budget scope (≥$100,000) be reviewed with equal merit if a vendor lacks mutiple public university clients?

Yes. The University will consider all relevant experience demonstrating successful execution of projects with similar scope, complexity, budget, and production requirements. While prior experience working with public institutions of higher education, particularly state institutions, is preferred, it is not required. Experience with large-scale events for government agencies, nonprofit organizations, corporate clients, festivals, fairs, or similar environments will be considered as part of the overall evaluation of qualifications and capabilities.

Bidding Portal Limits: Are there any file size limitations or strict format constraints (e.g., PDF only) for uploading proposal packages and 3D renderings to Oracle's Supplier Portal?

No there should not be any size limitations in Oracle Cloud.

Addenda Verification: If further amendments or clarifications are posted via the ESBD website, will TWU automatically email registered portal participants, or must vendors manually track updates up to the closing hour?

Vendors must manually track any updates via ESBD up until closing date.

Can you provide an approximate expected attendance? The University anticipates approximately 250 attendees for the Dream Big Campaign Close Event. This estimate should be used for planning and proposal development purposes. Final attendance numbers may vary based on invitations, registrations, and event planning considerations.

To better scope the request for designs, renderings, pre-vis, and specific budget items can you please provide the locations and any maps/drawings of the venues being utilized?

The event is anticipated to take place within Hubbard Hall, Level 2, on the Texas Woman's University Denton campus. Event activities may utilize the guest arrival experience beginning at the valet drop-off area on Administration Drive and extend through multiple interior spaces, including:

Main Entrance Rotunda (2100) Southeast Ballroom (2220) Southwest Ballroom (2300A & 2300B) Connecting hallways and circulation spaces, including 2200B, 2200, 2200C, 2200D, 2100A, and 2100D

A PDF floor plan of the referenced spaces has been provided as part of the addendum materials. Proposers should use the attached floor plans for conceptual planning, renderings, pre-visualization, and budget development. Additional facility information may be provided as needed during the planning process with the selected vendor.

Additionally, can you please provide an approximate run of show? Please include expected load-in, strike expectations, rehearsals, and the event's length.

Tenativly the event will be from 6:00 pm - 10:00pm. Cocktail hour and campus impacs showcase from 6:00pm

- 7:00 pm. Dinner and program from 7:00 pm - 8:30 pm. Band and dancing from 8:30 pm - 10:00 pm. Load in and build out can begin as early as 8:00 am on Friday, October 22. Strike can happen imediatly. Load out muct be completed withing 24 hours. Rehursal will need to be required.

Will TWU provide a creative brief, brand guidelines, or other campaign assets? Yes. The University will provide available brand guidelines, campaign messaging, creative direction, and other relevant assets related to the Dream Big Campaign. These materials are intended to serve as a foundation for the selected vendor's creative development efforts. The selected vendor will be expected to collaborate with University stakeholders to develop and execute event-specific creative concepts, designs, and production elements that align with the overall campaign objectives and University brand standards.

Is temporary power available on-site or will generators be required exclusively? The University has existing power infrastructure available within the event spaces. However, proposers should evaluate their anticipated power requirements and identify any supplemental power needs associated with their proposed event design and production approach. If additional power capacity is required beyond what is available on-site, the selected vendor will be responsible for providing and coordinating any necessary generators, temporary power distribution, and related equipment. Assumptions regarding power requirements should be clearly outlined in the proposal.

What does the creative approval process look like? The selected vendor will work collaboratively with University stakeholders throughout the creative development process. Any use, modification, adaptation, or creative treatment of Texas Woman's University logos, trademarks, or other protected brand assets must be reviewed and approved by the University's Marketing and Licensing teams prior to production or public use.

The University will establish appropriate review and approval milestones during the planning process to ensure all creative concepts, branding elements, and event materials align with University brand standards and campaign objectives.

In section 3.6.1 The RFP requests a "fixed-fee project budget," also mentioned in section 3.6.3 it requests total project costs for three future events. Should these be priced as two separate budget documents? Additionally, can you clarify the time window for these "future events?"

Please price each event separately. The window for future events would be "tbd" during the fiscal year which runs 9/1 - 8/31

Finally, is there an approximate budget window for this event? Our team produces events ranging from $250,000 to $5 million. We want to provide you concepts and designs that fit within your expectations. Any approximate guidance will allow us to provide a bid that best aligns with your event expectations and make our best recommendations.

Yes. The University has established a not-to-exceed budget of $200,000 for the Dream Big Campaign Close Event. Proposers should develop concepts, designs, recommendations, and pricing that align with this budget parameter. The University encourages proposers to present creative and impactful solutions that can be successfully executed within the established budget while meeting the event objectives outlined in the RFP.

Section 3.2 states that the immediate project is the Dream Big Campaign Close Event scheduled for October 24, 2026. Can TWU confirm the anticipated budget or budget range for this event?

Yes. The University has established a not-to-exceed budget of $200,000 for the Dream Big Campaign Close Event. Proposers should develop concepts, designs, recommendations, and pricing that align with this budget parameter. The University encourages proposers to present creative and impactful solutions that can be successfully executed within the established budget while meeting the event objectives outlined in the RFP.

Section 3.2 describes the Dream Big Campaign Close Event as a “large-scale, high-impact campaign celebration event experience.” Can TWU provide the expected event location, anticipated attendance, event duration, and preliminary program format?

The University anticipates approximately 250 attendees for the Dream Big Campaign Close Event.

The event will be held on the Texas Woman's University Denton campus within Hubbard Hall, Level 2. Event activities are anticipated to utilize the valet drop-off area on Administration Drive, Main Entrance, Rotunda (2100), Southeast Ballroom (2220), Southwest Ballroom (2300A & 2300B), and connecting hallways, including 2200B, 2200, 2200C, 2200D, 2100A, and 2100D. A PDF floor plan of these spaces has been provided for planning purposes.

The preliminary event schedule is anticipated to be:

6:00 p.m. – 7:00 p.m.: Cocktail reception and campus impact showcase 7:00 p.m. – 8:30 p.m.: Dinner and program 8:30 p.m. – 10:00 p.m.: Live entertainment, dancing, and celebration

These program elements are preliminary and may be refined during the planning process with the selected vendor.

For production planning purposes, event load-in and build-out activities may begin as early as 8:00 a.m. on Friday, October 23, 2026. Event strike may begin immediately following the conclusion of the event, and all load-out activities must be completed within 24 hours. Proposers should also anticipate the need for event rehearsals as part of their planning and production approach.

Section 3.3.6 references experience coordinating temporary power infrastructure, generators, and large-scale outdoor event productions. Is the Dream Big Campaign Close Event expected to be indoors, outdoors, or a combination of both, and should proposers include temporary power infrastructure or generators in the base budget?

The Dream Big Campaign Close Event will take place on the Texas Woman’s University Denton campus and is anticipated to include both indoor and outdoor components. The majority of the event is expected to occur indoors, with outdoor elements incorporated into the guest arrival, entrance, and departure experience.

Proposers should evaluate the power requirements associated with their proposed event design and production approach. If additional power infrastructure, generators, or temporary power distribution are necessary to support the proposed concept, those costs should be included in the proposal budget. Any assumptions regarding power needs should be clearly identified in the response.

Section 3.6.2 states that pricing should include all anticipated costs associated with creative development, project management, event design, scenic production, audiovisual services, lighting, sound, motion graphics, fabrication, labor, equipment, transportation, logistics, and any other services required for successful completion. Should proposers also include travel, lodging, freight, rentals, installation, strike, and contingency in the fixed-fee project budget?

Yes. Proposers should include all anticipated costs necessary to successfully deliver their proposed event solution, including but not limited to travel, lodging, freight, rentals, installation, labor, transportation, logistics, strike/load-out, and contingency costs. The University is seeking comprehensive pricing that reflects the full cost of the proposed scope of work. Any exclusions, assumptions, or costs not included in the proposal should be clearly identified and explained.

Section 3.4 asks for a detailed budget identifying included costs, optional enhancements, and all anticipated exclusions or owner-provided expenses. Should optional enhancements be priced separately outside the base fixed fee for the Dream Big Campaign Close Event?

No. Proposers should include all recommended elements, services, and enhancements necessary to successfully execute their proposed event concept within a single, comprehensive project budget. The University prefers to evaluate complete event solutions rather than a base proposal with multiple optional add-ons. Any assumptions, exclusions, or owner-provided items should be clearly identified within the proposal.

The total proposed cost should remain within the established not-to-exceed budget of $200,000.

Section 2.5 states that subcontracting opportunities are anticipated and that a VetHUB Subcontracting Plan is required. Is there a specific minimum HUB/VetHUB participation percentage for this RFP, or is the requirement to submit a complete and compliant HUB Subcontracting Plan?

1% is our participation goal

Section 2.5 states that failure to submit a complete, comprehensive HSP will result in rejection of the submittal. Does the HSP requirement apply to all proposers, including proposers that intend to self-perform all work, or only to proposers that plan to use subcontractors?

You must submit an HSP with your proposal submission even if you are "self-performing" there is a section you can mark and sign that you are self-performing.

Section 6.3 states that subcontractors must meet the same requirements and level of experience required of the proposer, and Section 3.3.6 lists several technical production capabilities. Can subcontractor qualifications, case studies, and technical capabilities be used to demonstrate the proposer’s ability to meet the technical production requirements?

Yes. Proposers may include the qualifications, experience, case studies, and technical capabilities of subcontractors to demonstrate their ability to meet the requirements of this solicitation. Any subcontractors proposed as part of the project team should be clearly identified, along with their roles, responsibilities, and relevant experience. As stated in Section 6.3, subcontractors are expected to meet the same standards of professionalism, qualifications, and performance required of the proposer.

Section 3.4 requires examples/case studies of similar sized/type events and references, and Section

5.5 states that particular weight will be given to similar projects in higher education. Will TWU consider comparable institutional, nonprofit, public-sector, or government campaign/event experience if the proposer does not have higher education-specific campaign close event examples?

Yes. The University will consider all relevant experience demonstrating successful execution of projects with similar scope, complexity, budget, and production requirements. While prior experience working with public institutions of higher education, particularly state institutions, is preferred, it is not required. Experience with large-scale events for government agencies, nonprofit organizations, corporate clients, foundations, festivals, fairs, or similar environments will be considered as part of the overall evaluation of qualifications, capabilities, and project fit.

Section 2.3.1 lists the required proposal components, including “Schedule of costs and fees,” and Section 3.6 requests a fixed-fee project budget. Can TWU confirm that cost information should be included in the proposal submission through the Supplier Portal and whether it should be submitted as a separate pricing file or within the main proposal document?

It needs to be a separate pricing document uploaded into Oracle Cloud with the proposal documents and all other required documents.

Section 1.5 states that the contract term is anticipated to be three years with one additional one-year renewal, and Section 3.1 states that TWU may award one or more proposers to serve all TWU locations. Does TWU anticipate selecting one vendor for the Dream Big Campaign Close Event and additional vendors for future events, or will all awarded vendors be eligible for all future event work?

The University is currently seeking proposals specifically for the Dream Big Campaign Close Event. No additional event projects are currently projected as part of this solicitation. The University reserves the right to award one or more contracts as provided for in the RFP; however, proposers should develop their responses based solely on the requirements of the Dream Big Campaign Close Event. Any future event opportunities would be evaluated separately and are not guaranteed under this procurement.

Section 4.8 states that TWU reserves the right to award multiple contracts to more than one proposer. If multiple awards are made, how will TWU determine which awarded vendor is selected for individual future events?

If multiple contracts are awarded, the University will evaluate the specific needs, objectives, scope, and creative vision of each project to determine the vendor best suited for the engagement. Factors such as relevant experience, project approach, demonstrated capabilities, availability, past performance, and overall alignment with the University's event goals may be considered when selecting a vendor for a particular project. The University reserves the right to determine the most appropriate vendor based on the unique requirements of each event.

Sections 3.1 and 3.2 describe the requested event production services and the Dream Big Campaign Close Event, and Section 5.5 requests similar project experience. Is there an incumbent or current vendor providing event production or related services for TWU, and if so, is that vendor eligible to compete for this RFP?

No. The University does not currently have an incumbent vendor providing event production services for this project. This procurement is being conducted as a competitive solicitation, and all qualified proposers are eligible to submit a response in accordance with the requirements outlined in the RFP.

Section 5.2 requests a brief resume for each proposed key personnel and the assigned function of each key person as it relates to this RFP. Would TWU like to identify the roles it considers “key personnel,” or is it up to the proposer to determine which roles are considered key personnel for the proposed event production team?

The University does not prescribe specific roles that must be identified as key personnel. It is the responsibility of the proposer to determine which individuals are considered key personnel for the proposed event production team and to provide resumes and role descriptions for those individuals. Proposers should identify the personnel they believe are critical to the successful delivery of the project and clearly define each individual's responsibilities as they relate to the proposed scope of work.

Section 3.1 states that the contract may serve all Texas Woman’s University locations, including Denton, Dallas, and Houston, and Section 3.2 identifies the Dream Big Campaign Close Event scheduled for October 24, 2026. Is the Dream Big Campaign Close Event expected to take place at one campus location, or at all three campus locations simultaneously?

The Dream Big Campaign Close Event is currently planned to take place exclusively on the Texas Woman’s University Denton campus. No event activities are currently planned for the Dallas or Houston campuses as part of this project. Proposers should develop their responses and pricing based solely on the requirements of the Denton campus event.

Section 3.3.2 references broadcasting real-time events via university-selected platforms, and Section

3.3.6 lists livestreaming as a value-added service. Does TWU have a preferred livestream platform that proposers should plan for?

No. The University does not currently anticipate livestreaming or broadcasting the Dream Big Campaign Close Event. As such, proposers are not expected to include livestreaming platforms, broadcasting services, or related infrastructure in their proposals. If event requirements change and livestreaming becomes necessary, those requirements will be addressed separately during the planning process.

Section 3.2 describes the event as a large-scale, high-impact campaign celebration event, and Section

3.3.2 references real-time broadcasting when applicable. How many attendees does TWU expect to attend the event in person, and how many virtual attendees should proposers anticipate, if livestreaming or broadcasting is included?

The University anticipates approximately 250 in-person attendees for the Dream Big Campaign Close Event.

At this time, the University does not anticipate livestreaming, broadcasting, or hosting a virtual audience for this event. Therefore, proposers should not assume any virtual attendance or include livestreaming-related services in their proposals unless specifically identified as an optional value-added service.

Sections 3.2 and 3.3 describe a donor-focused campaign celebration event and reference scripting, show management, and overall event execution; however, the RFP does not appear to identify responsibility for speakers or presenters. Will TWU be responsible for identifying, securing, and managing speakers/presenters for the Dream Big Campaign Close Event, or should proposers include speaker coordination, speaker management, and any speaker-related costs in the proposal?

TWU will be responsible for identifying, securing, and managing speakers, presenters, and other program participants for the Dream Big Campaign Close Event. Proposers are not expected to include speaker recruitment, contracting, or speaker-related costs in their proposals.

Can TWU confirm whether the Dream Big Campaign Close Event is expected to be free for attendees, or whether any ticketing, registration, sponsorship, fundraising, or other revenue-related components should be considered in the proposal?

The Dream Big Campaign Close Event is intended to be a complimentary stewardship event for Texas Woman's University donors and supporters. The University does not anticipate ticket sales, fundraising activities, sponsorship solicitations, or other revenue-generating components as part of this event. Proposers should develop their recommendations and pricing based on a hosted attendee experience rather than a revenue-generating event model.

What is the anticipated attendance for the Dream Big Campaign Close Event? The University anticipates approximately 250 attendees for the Dream Big Campaign Close Event. This estimate should be used for planning, design, and proposal development purposes. Final attendance numbers may vary based on invitations, registrations, and event planning considerations.

Approximately what percentage of attendees are expected to be donors, alumni, students, faculty, staff, community leaders, and VIP guests?

The University anticipates that approximately 90% of attendees will be donors and alumni donors, with the remaining 10% consisting primarily of University faculty, staff, leadership, and other invited guests. Student attendance is not currently anticipated to be a significant component of the event. These percentages are estimates provided for planning purposes and may vary as invitations and attendance are finalized.

Beyond celebrating the completion of the campaign, what are the primary objectives for the event?

The primary objective of the Dream Big Campaign Close Event is to serve as a stewardship and appreciation event for donors who contributed to the Dream Big Comprehensive Campaign. The event is intended to recognize and thank supporters for their generosity, celebrate the collective impact of the campaign, highlight the transformative outcomes made possible through donor support, and strengthen relationships with key constituents. While the event will commemorate the successful completion of the campaign, its primary focus is donor recognition, gratitude, and engagement.

Will fundraising, pledge commitments, donor recognition, or campaign announcements take place during the program?

No. The Dream Big Campaign Close Event is intended to be a stewardship and appreciation event celebrating the successful completion of the Dream Big Comprehensive Campaign. The University does not anticipate fundraising activities, pledge solicitations, or campaign announcements as part of the program.

While the event may acknowledge the collective impact of donor support and the accomplishments of the campaign, its primary purpose is to thank and celebrate those who contributed to its success.

Has a venue been selected for the October 24, 2026 event? If so, would you be able to provide venue details, floor plans, and any available technical specifications?

Yes. The event is currently planned to take place within Hubbard Hall, Level 2, on the Texas Woman's University Denton campus.

Event activities are anticipated to utilize the valet drop-off area on Administration Drive, Main Entrance, Rotunda (2100), Southeast Ballroom (2220), Southwest Ballroom (2300A & 2300B), and connecting hallways, including 2200B, 2200, 2200C, 2200D, 2100A, and 2100D.

A PDF floor plan of the referenced spaces has been provided for planning purposes. Additional venue information and technical specifications may be provided as available. Proposers should utilize the provided floor plans and available information to develop their concepts, renderings, production approaches, and budget estimates. Any additional information required should be clearly identified in the proposal.

Is the event planned as an in-person event or hybrid experience? The Dream Big Campaign Close Event is currently planned as an in-person event on the Texas Woman's University Denton campus. The University does not currently anticipate a hybrid format, livestreaming, or virtual attendance component. Proposers should develop their concepts, production plans, and pricing based on an in-person guest experience.

What are the anticipated load-in, rehearsal, event-day, and load-out schedules? Tenativly the event will be from 6:00 pm - 10:00pm. Cocktail hour and campus impacs showcase from 6:00pm - 7:00 pm. Dinner and program from 7:00 pm - 8:30 pm. Band and dancing from 8:30 pm - 10:00 pm.

Load in and build out can begin as early as 8:00 am on Friday, October 22. Strike can happen imediatly. Load out muct be completed withing 24 hours. Rehursal will need to be required.

Are there any venue restrictions related to rigging, temporary structures, power distribution, scenic installations, or LED displays?

Yes. The venue has restrictions related to rigging, temporary structures, power distribution, and certain production installations. Specific approvals may be required depending on the proposed event design and production approach.

The selected vendor will be responsible for identifying any requirements associated with their proposed elements and coordinating with the University regarding necessary reviews, approvals, permits, engineering documentation, or safety considerations. All rigging, temporary structures, power distribution plans, scenic installations, LED displays, and related production elements will be subject to University review and approval prior to implementation. Proposers should clearly identify any assumptions related to these elements within their proposals.

Is a preliminary agenda or run of show available, including anticipated program length, speaker count, entertainment, meal functions, or any pre- or post-event activities?

A final agenda and run of show have not yet been developed. The University has identified preliminary event components, including a reception, dinner, program, and entertainment; however, specific program elements, speaker count, event flow, and detailed timing remain under development.

The University anticipates working collaboratively with the selected vendor to help shape the creative direction, guest experience, program structure, and overall event flow. Proposers are encouraged to provide recommendations and creative concepts that align with the event's stewardship and celebration objectives while remaining within the established project scope and budget.

Will TWU provide campaign branding guidelines, messaging, photography, video assets, and other creative materials, or should the selected partner include development of those materials within its scope?

TWU will provide available campaign branding guidelines, key messaging, and other relevant brand assets to support the creative development process. However, proposers should anticipate developing event-specific creative concepts, designs, storytelling elements, motion graphics, and production materials necessary to execute their proposed vision.

The availability of photography, video assets, and other campaign-related materials may vary. Proposers should clearly identify any assumptions regarding the use of existing assets and the creation of new content within their proposals.

Does TWU anticipate the need for campaign storytelling videos, donor recognition content, motion graphics, or opening video content as part of the event?

TWU is currently planning to develop and produce a campaign close video for use during the event.

Proposers should assume that this primary video asset will be provided by the University.

However, the selected vendor may be asked to develop additional event-specific motion graphics, presentation assets, visual content, or supporting production elements as needed to enhance the overall event experience. Proposers should include appropriate creative and production capabilities within their proposed scope and clearly identify any assumptions regarding content development and asset creation.

Are there specific campaign milestones, donor stories, institutional achievements, or future initiatives that should be incorporated into the event experience?

Yes. The University anticipates incorporating campaign milestones, donor impact stories, institutional achievements, and other key elements related to the Dream Big Comprehensive Campaign into the event experience. Specific content, messaging priorities, and storytelling opportunities are still being developed and will be discussed in greater detail with the selected vendor during the planning process.

The selected vendor should be prepared to collaborate with University stakeholders to identify and creatively present these themes in a manner that supports the event's stewardship, recognition, and celebration objectives.

Has TWU identified a signature moment—such as a campaign total announcement, donor recognition, or other reveal—that should serve as the centerpiece of the program?

Yes. The University anticipates a signature program moment that celebrates the success and impact of the Dream Big Comprehensive Campaign. Key themes are expected to include recognition of the University's Dreammakers, the transformative impact of donor support, the Dream Big Campaign story, and the total amount raised through the campaign.

Specific details regarding the presentation, timing, and creative execution of these elements are still being developed and will be discussed with the selected vendor during the planning process. The University welcomes creative recommendations for how these themes can be incorporated into a memorable and impactful event experience.

Is livestreaming required? If so, what audience size and viewing platform are anticipated?

No. The University does not currently anticipate livestreaming or broadcasting the Dream Big Campaign Close Event. As such, proposers should not include livestreaming services, virtual audience accommodations, streaming platforms, or related production elements in their proposals. If event requirements change and livestreaming becomes necessary, those requirements will be addressed separately during the planning process.

Are event recording, post-production editing, highlight videos, or other post-event deliverables expected?

The University may elect to capture event footage, post-production content, highlight videos, or other post-event deliverables; however, TWU has internal resources and capabilities to support these services. Proposers are not required to include these services as part of the base scope of work unless they believe doing so would add value to their proposed approach.

Any event recording, post-production editing, highlight videos, or other post-event deliverables will be discussed and finalized during the planning process with

Does TWU anticipate utilizing audience engagement technology, event applications, polling, social media integration, or other interactive elements?

The University does not currently anticipate requiring audience engagement technology, event applications, polling platforms, social media integrations, or similar interactive elements as part of the event. However, the University is open to creative recommendations from proposers that enhance the guest experience and support the event's stewardship and celebration objectives.

Proposers may include such elements in their proposed approach if they believe they add meaningful value to the overall event experience, provided they align with the event goals and budget…