Event Planner

The University of Wisconsin-Milwaukee (UWM) is seeking an event planner and catering service for the Jann Serr Studio space in the Kenilworth Square East building through a Request for Proposal (RFP) for a potential six-year revenue-based contract. The successful contractor will provide comprehensive event planning and catering services for private events, weddings, receptions, meetings, and concerts in the 7,000 square foot venue with a 405-person capacity. Key responsibilities include marketing the facility, managing event logistics, providing professional event planning services, and offering food and beverage service with hosted/open or cash bar options. Mandatory site visits were scheduled for November 29, 2022, and December 1, 2022, with written questions due by December 6, 2022, and proposals required to be submitted by December 27, 2022. The proposal evaluation will be based on a 1,000-point scoring system, with points allocated across organizational capabilities (300 points), staff qualifications (150 points), recordkeeping/reporting (50 points), value-added services (100 points), financials (150 points), and cost proposal (250 points). Proposers can choose between two revenue models: Lot 1 (straight percentage of total revenue) or Lot 2 (75% of room fees plus additional financial incentives).

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The contract will be awarded for an initial three-year term with two optional one-year renewal periods, with revenue negotiations occurring three months before any potential renewal. Historical revenue data indicates the current contractor generated $882,315 in total revenue during 2022, broken down into $208,867 in room revenue, $602,365 in food revenue, and $71,083 in bar revenue. Mandatory proposal requirements include completing Exhibit A (Bidder Required Form), Exhibit B (Revenue Proposal Sheet), Exhibit C (Narrative Response with Financials), and providing a copy of the Food Dealer License. The university reserves the right to request Best and Final Offers or conduct oral presentations with top-scoring proposers before making a final award determination. While specific budget ranges are not explicitly stated, the revenue-based contract structure suggests potential earnings will be tied directly to event activity and catering services generated within the Jann Serr Studio space.