Event Production and Management Services

Texas Woman's University is requesting proposals for event production and management services for the Dream Big Campaign Close Event scheduled for October 24, 2026, with proposals due June 30, 2026 at 2:00 PM CT. A VetHUB Subcontracting Plan is required for proposals valued at $100,000 or more.

The scope is comprehensive turnkey event production including creative direction, concept development, staging, scenic fabrication, technical production, audiovisual services, lighting, sound, scripting, motion graphics, and show management. Vendors must demonstrate a minimum two years' experience producing large-scale institutional or nonprofit events with budgets of at least $100,000 and must provide 3D renderings, virtual walkthroughs, and event pre-visualization capabilities. Proposers must submit fixed-fee project budgets with detailed cost breakdowns covering creative development, scenic design and fabrication, audiovisual equipment and services, lighting and sound production, motion graphics and video production, project management, labor and staffing, transportation and logistics, installation and strike, and power infrastructure.

The contract term is three years from execution, with an option for renewal for up to one additional year upon mutual written agreement at least 60 days prior to expiration. Contract may be terminated without cause with 60 days' notice. Multiple proposers may be awarded, with each TWU location (Denton, Dallas, and Houston) independently selecting providers at identical pricing levels. Payment is net 30 days upon receipt of invoices referencing valid purchase orders. Insurance requirements follow TWU's Third Party Insurance Standards.

Evaluation weights are creative approach (35 points), project team and production capability (30 points), relevant experience and qualifications (20 points), cost proposal and budget transparency (10 points), and references and past performance (5 points). Written questions are due June 12, 2026, with responses due June 19, 2026. Evaluation begins July 1, 2026, with award recommendations anticipated by July 6, 2026.