Request For Proposal (RFP): Event Management Services

Issued by: Tacoma-Pierce County Chamber 
Date issued: May 5, 2025
Proposal Due Date: May 21, 2025
Announcement of Selected Subrecipient: on or near June 2, 2025
Anticipated Subaward Start Date: June 16, 2025 
Anticipated Subaward End Date: January 30, 2026 

Overview

The Tacoma-Pierce County Chamber (“the Chamber”) is seeking an experienced event management company to support the planning, production, and on-site execution of our 2025 Annual Meeting and 2026 Horizons Economic Forecast. These are key milestone events convening over 450 business and civic leaders to celebrate achievements, recognize leadership, and outline the Chamber’s vision for the year ahead. ​

Event Details

Event A) 

• Event Name: Tacoma-Pierce County Chamber Annual Meeting 

• Date: October 30, 2025 

• Time: 6-8pm 

• Location: TBD 

• Anticipated Attendance: 400-500 

• Format: In-person reception, followed by dinner, and fundraiser. 

Event B) 

• Event Name: Horizons Economic Forecast 

• Date: January 29, 2026 

• Time: 8-11am 

• Location: TBD 

• Anticipated Attendance: 400-500
• Format: In person, seated breakfast, keynote speaker, supporting speakers, and breakout sessions.  ​

Scope of Work

The selected firm will work in close collaboration with Chamber staff and vendors to deliver a seamless event experience. Scope includes: 
Pre-Event Planning & Coordination 

• Project management and timeline development 
  

• Venue coordination (layouts, AV, signage, etc.) 
  

• Vendor coordination (catering, décor, entertainment, etc.) 
  

• Support with run-of-show and scripting 
  

• Budget tracking and reporting 
  

• Attendee registration support (as needed) 
  

On-Site Event Execution 

• Day-of coordination and troubleshooting 
  

• Vendor management and load-in/out logistics 
  

• Staff and volunteer coordination 
  

• Timekeeping and speaker wrangling 
  

• Emergency contingency planning 
  

Post-Event 

• Debrief with Chamber staff 
  

• Post-event report (e.g., attendance, outcomes, feedback) 
  

Proposal Requirements

Interested vendors should submit a proposal that includes: 

1. Company overview, relevant experience, and demonstrated expertise. 
2. Bios of lead personnel. 
3. Description of approach and methodology. 
4. Work Plan and Timeline: Detailed timeline with milestones and deliverables.  
5. Detailed budget (including all known fees, markups, and reimbursables) 
6. Insurance coverage details (COI required upon selection) 
7. At least two references from past clients with similar events. 
8. Agency must be a Chamber member in good standing. 

Timeline

• RFP Issued: May 5, 2025 
  

• Deadline for Questions: May 16, 2025 
  

• Proposal Deadline: May 21, 2025 
  

• Vendor Selected: on or near June 2, 2025 
  

• Anticipated Subaward Start Date: June 16, 2025 
  

• Kick-off Meeting: on or near June 18, 2025 
  

• Anticipated Subaward End Date: January 30, 2026 ​
  

Evaluation Criteria

Proposals will be evaluated based on: 

• Relevant experience and track record 
  

• Creativity and thoroughness of approach 
  

• Cost-effectiveness and transparency 
  

• Fit with Chamber’s mission and culture 
  

• References and testimonials ​
  

Submission Instructions

For inquiries, please contact: [email protected] 
Please submit your complete proposal as a single PDF to: [email protected] 
 
Deadline: May 21, 2025, by 5:00 PM PST 

Submit Proposal