Event Planning and Management Services

The Texas Water Development Board (TWDB) and the Texas Geographic Information Office (TxGIO) are issuing a Request for Proposals (RFP) for Event Planning and Management Services for the annual "Texas GIS Forum" conference. The selected contractor will be responsible for all aspects of conference planning, administration, and operations, including venue management, accounting, speaker/instructor coordination, website development, sponsor/exhibitor management, registration, and other related services. The conference is expected to have an audience of approximately 400 attendees and includes workshops, general sessions, breakout sessions, exhibitor areas, networking receptions, and catered meals. The contract term is from the date of execution through January 31, 2026, with optional renewals for up to three additional one-year terms. This is a no-cost contract, with the contractor's reimbursement coming solely from registration fees, cancellation fees, sponsorship agreements, and exhibitor fees, not to exceed $55,000 per annual event. The procurement is open to all qualified vendors, with no set-aside designations or restrictions on the types of organizations that can respond. There is no listed incumbent vendor or current contractor, and no existing infrastructure or technology that requires integration.

The RFP is applicable to Travis County and the city of Austin, Texas. The procurement has no set-aside designations or restrictions on the types of organizations that can respond. There is no listed incumbent vendor or current contractor, and no existing infrastructure or technology that requires integration. The total available budget for the annual event is not to exceed $55,000.