Description
Texas Cyber Command (TXCC) is seeking a qualified vendor to provide comprehensive event planning and management services for a series of cybersecurity education and training events across Texas. The contract will be an indefinite‑quantity agreement with no guaranteed minimum spend, allowing TXCC to call on the vendor as needed for both large flagship events (e.g., Information Security Forum with ~500 attendees) and smaller one‑day summits. The vendor must handle all aspects of event logistics, including venue selection, exhibitor coordination, registration systems, speaker management, marketing, on‑site operations, and post‑event financial reporting. Minimum qualifications include at least 10 years of relevant experience, demonstrated ability to manage 150‑225 exhibitors, and compliance with Texas accessibility and procurement regulations. Pricing is submitted via a prescribed Excel schedule, and the total estimated contract value is up to $1 million.
• Manage full event lifecycle: planning, venue contracts, catering, A/V, hybrid/virtual delivery, and on‑site execution.
• Coordinate exhibitor registration, payment processing, and compliance with accessibility standards (TAC 206/213, Section 508).
• Develop and maintain online registration portals, event websites, marketing collateral, and mobile app content.
• Provide speaker outreach, travel logistics, and material collection; ensure accessibility of presentations.
• Deliver monthly progress reports and detailed post‑event financial statements within 30 days of event close.
• Must maintain separate accounting records per event and submit all required certifications, subcontracting plans, and VPAT documentation.