Event Staffing Services

East Carolina University, a state agency in North Carolina, has issued an Invitation for Bid (IFB) for event staffing services to provide comprehensive crowd management across multiple athletic and performance venues on campus. The procurement seeks qualified vendors to deliver parking management, traffic enforcement, ticket collection, ushering, and unarmed security services for events held at facilities including Dowdy-Ficklin Stadium (50,000 capacity), Clark-LeClair Stadium (5,000 capacity), and Williams Arena at Minges Coliseum (8,000 capacity), among others. Qualified vendors must demonstrate a minimum of five years' experience providing crowd management services for NCAA Division 1 schools or professional sports organizations within the last twelve months, hold North Carolina private protective services licenses, provide proof of adequate insurance coverage, and complete comprehensive background checks on all personnel. Vendors must submit pricing as either flat rates per event or hourly rates for event staff, security staff, parking staff, supervisors, and managers, with the university evaluating both pricing options to determine the most advantageous approach. The mandatory pre-bid conference is scheduled for Wednesday, April 1, 2026, at 2:00 P.M. EDT at the Trade Club in TowneBank Tower in Greenville, North Carolina, with attendance required for bid consideration. Written questions must be submitted by Friday, April 10, 2026, with responses provided by Wednesday, April 22, 2026. Bids are due by Tuesday, May 5, 2026, at 2:00 P.M. EDT, with contract award anticipated by Monday, June 15, 2026. Award will be made to the qualified responsive bid offering the lowest cost that meets specifications and is in the state's best interest, contingent upon verification of past performance, customer references, and financial stability certification.

The contract carries an initial two-year term with fixed costs, followed by options for the State to renew for up to eight additional one-year terms, providing a potential contract length of ten years, with cost increases for optional renewal years potentially considered based on the Consumer Price Index for the southeastern region, not to exceed three percent annually, though approval is not guaranteed. The state encourages Historically Underutilized Business (HUB) participation with a 10% utilization goal for diverse subcontractors, though no specific set-aside designations or restrictions on organizational types are indicated. No incumbent vendors or current contractors are identified in the procurement documents, and no specific budget range or award value is disclosed. The procurement does not reference existing infrastructure or technology requiring integration. Interested vendors should prioritize attendance at the mandatory pre-bid conference and timely submission of written questions to ensure compliance with all bidding requirements and to clarify any specifications relevant to their proposal.