MOTT PRF86 Governors Spring Conference Event Planning Services

The Massachusetts Office of Travel and Tourism (MOTT), an agency within the Executive Office of Economic Development, is requesting quotes for event planning services to deliver the Governor's Conference on Travel & Tourism scheduled for March 23–24, 2027, in Central Massachusetts, with responses due May 21, 2026 at 7:00 PM EST through COMMBUYS. The RFQ is subject to the Small Business Purchasing Program (SBPP) with preference for SBPP-participating businesses, and all bidders must submit a Supplier Diversity Plan (SDP) with a minimum 1% financial commitment to SDO-certified diverse business enterprises or nonprofits.

The scope encompasses comprehensive event coordination for a two-day conference with anticipated attendance of 400+ participants, including venue selection, speaker and keynote development, sponsorship sales, registration platform management, catering, audiovisual arrangements, exhibitor coordination, marketing, signage, security, and post-event surveys. The RFQ also covers planning for Governor's Conferences in March 2028 and March 2029, with specific dates to be announced 9–12 months prior. Bidders must demonstrate documented previous experience planning and managing large-scale events in Massachusetts for at least 400 attendees and submit detailed budgets for the 2027 event.

The estimated total contract value does not exceed $200,000 net over the entire term inclusive of all expenses and revenue, with no guaranteed minimum. The initial contract term runs approximately 45 months from August 1, 2026 through April 30, 2029, with potential renewal or extension subject to satisfactory performance and funding availability. Compensation is structured on a project-based model; vendors must provide specific, transparent, up-to-ceiling rates for each job classification under PRF86 (Advertising, Marketing and Event Planning Services), Category IV–Event Planning and Event Support, including Event Planner, Project Manager, and Graphic Designer positions.

Evaluation is weighted: Experience (40 points), Qualifications (30 points), Cost (15 points), and SDP Plan (15 points). Questions are due by May 11, 2026. The Notice of Apparent Successful Bidder(s) is estimated for June 2, 2026. Vendors must offer prompt payment discounts unless demonstrating undue financial hardship and must obtain a Certificate of Good Standing from the Department of Revenue upon award.