Event Coordinator Services

Closed State & local contract opportunity

Solicitation number
2026-04 CONL
State
Connecticut
Responses due

Opportunity facts

Jurisdiction
UNSPSC codes
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Point of contact

Opportunity details come from procurement.opengov.com. Updated .

About this opportunity

Written by GovTribe AI ·

The City of New London, Connecticut, is seeking a professional Event Coordinator to manage city-sponsored events throughout 2026, with a Request for Proposals (RFP) issued on October 29, 2025, and proposals due by November 19, 2025, at 2:00 pm. The selected vendor will be responsible for planning, organizing, and executing a minimum of eight events annually, focusing on cultural celebrations like Black History Month, Juneteenth, Hispanic Heritage Month, and seasonal festivities. Key deliverables include developing comprehensive event plans, managing budgets, coordinating vendors, securing sponsorships, marketing, and conducting post-event evaluations. The ideal candidate must demonstrate expertise in event management that promotes economic impact, tourism, local culture, and enhances residents' quality of life. A non-mandatory pre-proposal meeting is scheduled for November 5, 2025, and the Office of Economic Development and Planning will oversee the contract, with the Economic Development Coordinator serving as the primary point of contact. Evaluation criteria will likely include the vendor's ability to manage volunteer staff, navigate event complexities, communicate with stakeholders, and deliver exceptional service.

The RFP includes a 15% local vendor preference and emphasizes employment goals focused on local workforce participation and apprenticeship opportunities. Respondents must meet stringent insurance requirements, including a minimum of $1,000,000 general liability coverage per occurrence and $2,000,000 aggregate coverage. The contract will require weekly updates, detailed event planning, marketing material development, and comprehensive post-event reporting. While specific award values are not explicitly stated, the vendor will be expected to work collaboratively with multiple city departments, including Economic Development, Cultural District, Public Works, Police, and Fire departments. The contract will be subject to annual municipal budget appropriations and can be terminated with 30 days' notice. Potential respondents should be prepared to comply with non-discrimination statutes, executive orders, and local ordinances, with particular attention to minority business enterprise participation and equal employment opportunity standards.

Opportunity text

Scope of Work for Event Coordinator Services

Summary

The City of New London, Connecticut, is soliciting proposals for professional event coordinator services to facilitate the planning, organizing, and executing of various city-sponsored events throughout the year. The qualified Event Coordinator should have expertise in managing events that align with city goals and a demonstrated commitment to community engagement. Events should promote economic impact, tourism, local culture, and enhance the quality of life for residents, including families, young adults, and seniors. The selected vendor will manage all aspects of the event planning process, from the initial concept to post-event evaluations. Responses should exhibit a clear understanding of the scope of this work, including the ability to manage volunteer staff, navigate complexities, adhere to event expectations, communicate with businesses and other stakeholders, and deliver exceptional service. The Office of Economic Development and Planning will be the contract overseer, with the Economic Development Coordinator as the point of contact.

Files

File Type Posted
Event_Coordinator_Services_(Addendum_#2_Revision).pdf PDF
Event_Coordinator_Services_(Addendum_#2_Revision).pdf PDF
Event_Coordinator_Services.pdf PDF
Sample_Contract.docx DOCX document
Payment_&_Performance_Bonds__(1).docm DOCM document
Payment_&_Performance_Bonds__(1).docm DOCM document
Sample_Contract_(w_Liquidated_Damages_and_Retainage_Language).docx DOCX document
Sample_Contract_(w_Liquidated_Damages_and_Retainage_Language).docx DOCX document
Payment_&_Performance_Bonds__(1).docm DOCM document
Sample_Contract.docx DOCX document
Sample_Contract_(w_Liquidated_Damages_and_Retainage_Language).docx DOCX document
Sample_Contract.docx DOCX document
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