Project Information

Bid Title

Event Coordination & Planning Services

Issuing Agency

City of Palo Alto

Location

California

Published Date

Sep 29, 2025

Closing Date

Oct 21, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Event Coordination & Planning Services

Addenda: 0

Release Date: 9/29/2025

Due Date: 10/21/2025

Post Information

Posted At:Mon, Sep 29, 2025 8:23 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The City is seeking a Special Events Coordinator to plan and execute its largest annual employee engagement event for a three year contract term. We are looking for a vendor with proven industry experience, a track record of reliability, and the creativity to bring fresh, engaging ideas to life. This event plays a key role in fostering connection and morale among City staff, and we’re looking for a partner who can deliver a memorable and well-organized experience.

Background

The City’s annual employee engagement event typically welcomes around 500-600 staff members and features a variety of activities, including games, food, entertainment, and more. This event is an important opportunity to celebrate and connect with employees across all departments. We rely on the Event Coordinator to take the lead in planning and coordinating all aspects of the event, working closely with City departments, managing logistics, and ensuring a smooth and enjoyable experience. The Coordinator is also expected to be on-site the day of the event to oversee setup, execution, and cleanup.

Timeline

Release Project Date:

September 29, 2025

Question Submission Deadline:

October 9, 2025, 1:00pm

Proposal Submission Deadline:

October 21, 2025, 3:00pm

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers

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