The selected contractor(s) will be responsible for delivering a full suite of event management services, including but not limited to the following: A. Strategic Event Planning a. Collaborate with university stakeholders to define event goals, target audiences, themes, and desired outcomes. b. Develop detailed event plans, timelines, and production schedules. c. Provide creative input on event design, branding, and attendee experience. B. Venue and Vendor Management a. When appropriate, execute contracts directly with third-party vendors (e.g., caterers, venues, transportation providers) on behalf of the university, ensuring all agreements meet Virginia Tech’s standards for quality, safety, and compliance. b. Identify, evaluate, and secure appropriate venues, including hotels, conference centers, and off-campus locations. c. Negotiate and execute contracts with local vendors, including: i. Hotels and lodging providers ii. Caterers and food service vendors iii. Audiovisual and production companies iv. Transportation providers (e.g., shuttles, charter buses) v. Decorators, florists, and rental companies vi. Security and crowd management services d. Ensure all vendors meet Virginia Tech’s standards for quality, safety, and compliance. C. 3. Logistics and Operations a. Coordinate all logistical aspects of the event, including setup, registration, signage, and wayfinding. b. When requested, coordinate with Advancement to manage event staffing, including temporary personnel, volunteers, and vendor crews. The selected vendor must be prepared to support staffing needs in collaboration with university stakeholders when such support is required...
