Request for Information: Event Planning and Meeting Management

The Florida Department of Management Services has issued a Request for Information (RFI) for Event Planning and Meeting Management services, targeting potential vendors with experience in organizing and managing events. The RFI is specifically seeking detailed information about technology, logistical capabilities, and service provisions for events accommodating 100-150 attendees in Leon County. Key areas of inquiry include hardware and software requirements, website platforms, attendee check-in systems, event applications, audio-visual components, keynote speaker procurement, sponsorship practices, and budgeting standards for two-day events. This RFI is not a competitive solicitation and will not result in an immediate contract award, but rather serves as a market research tool to potentially inform future competitive procurement processes. Vendors are required to submit electronic responses to John.Goodrich@dms.fl.gov by 5:00 p.m. ET on January 19, 2026, with the opportunity to include supplementary written materials and mark proprietary information as confidential.

The RFI does not specify explicit set-aside designations or restrictions on responding organizations, indicating that a broad range of vendors may participate. No incumbent vendors are mentioned, and no specific budget ranges or award values are disclosed, which is consistent with the informational nature of the request. The document emphasizes that vendor responses are non-binding and will not preclude participation in subsequent competitive solicitations. Vendors are encouraged to provide comprehensive insights into their event management capabilities, with an understanding that pricing information is not being solicited at this stage. The primary contact for questions is Jake Goodrich, Data and Compliance Manager, who can be reached at (850) 692-0986 or John.Goodrich@dms.fl.gov. The RFI aligns with section 287.012(22) of Florida Statutes and is subject to Florida's Public Records Act, providing transparency in the information-gathering process.