Travel Nevada Meeting Planner

The Nevada State Purchasing Division on behalf of the Nevada Division of Tourism is soliciting proposals for comprehensive meeting planning services for the Governor's Conference on Tourism and Rural Roundup, with proposals due September 16, 2026 at 1:00 p.m. Pacific Time. A 5% local-vendor preference applies to Nevada-based businesses under NRS 333.3351 to 333.3356.

The scope encompasses planning, procurement, contracting, financial management, and on-site execution for the Governor's Conference on Tourism (estimated $200,000 annually) and Rural Roundup (estimated $100,000 annually), plus familiarization tours, domestic missions, and Travel Nevada-supported IPW breakfasts and sponsored receptions. The awarded vendor serves as the direct contracting entity for hotels, venues, speakers, audiovisual providers, caterers, and other event-related vendors, and must maintain sufficient financial capacity to advance deposits pending reimbursement by Travel Nevada for approved expenses including venue rental, speaker fees, food and beverage, lodging, transportation, and decor.

The total authorized amount does not exceed $450,000 per contract year. The contract term runs two years from December 10, 2026 through December 31, 2028, with a possible one two-year extension subject to Board of Examiners approval. Compensation may be structured as flat fees, hourly rates (billed in 15-minute increments), or combinations thereof; vendors must disclose all fees, commissions, vendor rebates, incentives, and other financial benefits.

Evaluation criteria are weighted as follows: relevant experience and financial capacity (50 points); ability to manage budgets, contract directly, advance payments, and provide financial controls (40 points); references (20 points); proposed event planning and procurement approach (35 points); understanding of scope and state requirements (20 points); and cost factors and compensation transparency (35 points). Reference questionnaires are due September 15, 2026. Vendors must hold an active Nevada business license, maintain entity registration in sam.gov, and comply with data encryption and stateside data storage requirements. The notice of award is expected October 29, 2026, with Board of Examiners approval December 8, 2026.