Event Planner

Texas Cyber Command is requesting proposals for event planning and management services for cybersecurity education and training events, with proposals due September 28, 2026 at 5:00 p.m. CST. All vendors must submit a completed Subcontracting Plan demonstrating good faith effort to utilize Veteran Heroes United in Business (VetHUB) certified firms—a mandatory qualification gate for responsiveness.

The scope encompasses planning and management for the Information Security Forum (a two-day flagship event with approximately 500 attendees and over 100 exhibitors), the Information Security Officer Summit (a one-day annual meeting for state cybersecurity officers), and Cybersecurity Awareness Month (month-long educational series). Vendors must have a minimum of 10 years of experience managing approximately 150 to 225 exhibitors and service providers. The vendor bears sole responsibility for managing all event expenses and fees collected from exhibitors, maintaining separate accounting records per event, and providing monthly progress reports and post-event financial reports within 30 calendar days. All services must comply with accessibility standards under Texas Government Code Chapter 2054, Subchapter M, with a completed Voluntary Product Accessibility Template (VPAT) required.

The contract term is anticipated at one year with four optional one-year renewals exercisable at TXCC's discretion. TXCC guarantees no minimum compensation; all services are provided on an as-needed, as-requested basis with pricing submitted on Exhibit D in Excel format covering tiered conference fees for one-day and two-day events by vendor count (0–50, 51–100, 101–200, 201–300, 301–400) and hourly design services rates. TXCC retains unlimited audit rights and may award a single contract or multiple awards from this RFP. Vendors must comply with the Texas Data and AI Standards Exhibit, incorporating comprehensive data governance, AI oversight with human-in-the-loop controls, and mandatory compliance with the Texas Responsible Artificial Intelligence Governance Act, Texas Department of Information Resources AI Code of Ethics, and Texas Data Privacy and Security Act. Contract payments are due 30 calendar days after service completion or correct invoice receipt, whichever is later, under Texas Government Code Chapter 2251.