The selected firm will provide comprehensive event planning, coordination, and execution services for Oakland Thrive, including but not limited to: • Project Management: Develop detailed event timelines and project plans for all events by January 30, 2026. • Budget Oversight: Track expenses and ensure compliance with Oakland Thrive’s payment systems. Ensure that expenses are pre-approved by Oakland Thrive and adhere to event budgets. • Reporting: Submit post-event reports including but not limited to expenses, ticket sales, attendees, sponsors, statistics and receipts one month after each event. • Invoicing: Delivery of invoices on a timely basis. • Vendor Coordination: Manage small business vendors (agreements, payments, logos, and day-of communication). • On-Site Management: Event setup through teardown, ensuring smooth event execution. • Logistics: Coordinate venue, AV, catering, linens, décor, security, permits, and liquor licenses. • Program Support: Assist with show run, speaker management, and presentation coordination. • Floor Plans & Layouts: Design event floor plans and logistics maps. • Collaboration: Work closely with CEO, Oakland Thrive event staff, board members, and volunteers. •Guest Communications: Manage pre-event emails, confirmations, and on-site registration. • Materials & Branding: Create signage and materials aligned with Oakland Thrive branding. • Sponsorship Support: Coordinate sponsor deliverables, logos, and sponsorship guest confirmations. • Vendor Negotiations: Secure competitive pricing from subcontractors and suppliers. • Post Event Analysis: SWOT Analysis within two weeks of event to document and discuss improvements, successes, and wins.
