Arts and Culture Awards and Summit Coordination Services

The Oregon Business Development Department is requesting proposals for event coordinator or firm services to manage and coordinate Oregon's Arts & Culture Awards and Summit, an event scheduled for Winter 2026, with proposals due June 16, 2026 at 12:00 p.m. Pacific Time. A 10% preference applies to Oregon-based vendors proposing services performed entirely in Oregon.

The scope includes comprehensive event management and production coordination — venue coordination, registration systems, operational planning, onsite execution, staffing management, technical production and audio-visual support, and partner coordination. The contractor serves as the main operational point of contact while the Oregon Arts Commission and Cultural Trust retains responsibility for vision, strategy, content development, branding, marketing, and attendee outreach. Minimum qualifications require Oregon business registration and demonstrated event management, production, and coordination experience within the last three years.

The proposed budget is $40,000, fully inclusive of all personnel costs, direct costs, travel, supplies, administrative and overhead costs, and any subcontracting. Compensation is structured on a time-and-materials basis with fixed hourly billing rates and non-labor rates for the contract duration; contractor travel is included in the fixed price with no separate reimbursement. The initial contract term is anticipated at eight months, with the Agency reserving the right to extend up to six additional months for reasonably related services.

Evaluation criteria are weighted as follows: Project Implementation Plan (50 points), Key Persons and Experience (40 points), and Price Proposal (10 points), totaling 100 possible points. A Notice of Intent to Award is anticipated June 23, 2026. The State actively encourages participation from certified small businesses, disadvantaged business enterprises, minority-owned businesses, women-owned businesses, veteran business enterprises, and emerging small businesses. Proposers must submit three professional references and certify compliance with Oregon tax requirements, non-discrimination policies, wage laws, and conflict-of-interest standards. No pre-proposal conference will be held.