2026 Statewide Conference Exhibitor Services

The Texas Workforce Commission is soliciting proposals for Exhibitor Services for the 2026 Statewide Conference, a multi-year procurement in Dallas County, Texas. The scope of services encompasses comprehensive exhibit hall management and exhibitor support for an anticipated 1,500 attendees, including provision of registration kiosks, exhibit booths, furniture (charging tables, barstools, bench ottomans, accent tables and chairs), flooring materials (draping charged per square foot and carpet charged per square yard), signage (floor, wall, and arch clings), and installation and dismantle labor services charged hourly. The 2026 conference will be held December 6-11 at the Sheraton Dallas, with subsequent conferences scheduled annually through 2030 in various Texas locations including Dallas, Houston, and San Antonio. Respondents must demonstrate a minimum of five years of business experience or relevant executive management experience in exhibitor services, submit references from comparable projects completed within the past five years, provide financial questionnaire documentation, and submit a signed execution of response form. The RFP evaluation methodology allocates 40 percent weight to cost/price reasonableness, 15 percent to past performance and qualifications, and 45 percent to technical approach and project plan. Written questions must be submitted by May 6, 2026, at 5:00 p.m. Central Time with responses posted by May 29, 2026; proposals are due June 5, 2026, at 10:00 a.m. Central Time, with an anticipated contract start date in September 2026 and initial term expiration of January 30, 2027, renewable for four additional one-year terms.

The solicitation does not specify set-aside designations for disadvantaged enterprises but does permit respondents to claim preferences under Texas statute for categories including Texas-based service-disabled veteran-owned businesses, Texas-produced goods and services, and energy-efficient products. No incumbent vendor or existing contractor is identified in the procurement documents. Respondents must be willing and able to work collaboratively with the Audio Visual company as awarded by TWC, with potential disqualification for those unwilling to coordinate with the designated AV vendor. Comprehensive insurance requirements must be maintained, including Commercial General Liability Insurance of $2,000,000 per occurrence/$4,000,000 general aggregate, Comprehensive Automobile Liability Insurance with $1,000,000 combined single limit, and Umbrella Liability Insurance with $25,000,000 minimum coverage. Historical compensation for similar services has ranged from $28,000 to $40,000 per conference, though TWC reserves the right to adjust amounts based on funding availability and makes no guarantee of volume, usage, or total compensation. All proposals must be submitted electronically through the TWC Procurement Portal.